1. Introduction
This Privacy Policy sets out how and why we obtain, use and protect personal information. 

We will only send you marketing information electronically (by email) if you specifically agree to us doing so.
We may send marketing information by post, unless you have previously opted out or said that you don’t want to be contacted. 

We collect personal data, for example, your name, postal/email addresses, and telephone number when you give them to us for various purposes, such as making a donation, signing up for an event, or applying for a job or to volunteer.

 
We gather information about traffic to and on our website in order to improve the site. This information does not identify you personally and is used in aggregate form only. We may use and disclose such non-personal, aggregated data as we choose.

We may provide links to other websites whose privacy practices are outside our control. You should check the privacy practices of any third-party website before disclosing any personal information.

If you ask us to stop sending marketing information, we will update our records to stop further mailings as quickly as we can, but you may still receive further mailings for up to 28 days which were already in progress prior to your asking us to stop.

If you wish to opt out of specific emails, for example any e-newsletters) we may send from time to time, you can use the unsubscribe button on the email in question. If you wish to opt out of all email communications then please email: info@thetantumtrust.co.uk

You can change your marketing preferences at any time by emailing: info@thetantumtrust.co.uk

2. Who we are
The Tantum Trust is a charity registered in England and Wales (charity number 1153712)

Our registered office is at Room 60, Building 51, Bordon Enterprise Park, Budds Lane, Bordon, 
GU35 0FJ.

Our VAT number is 210572351.

3. Our purpose 
The Tantum Trust is a unique organisation providing financial support to individuals, families, and community groups throughout North East Hampshire and South West Surrey.

4. Our privacy commitment to you
Our supporters are incredibly important to us. Without them, we simply wouldn’t be able to carry on the work we do. Our supporters help us in all kinds of valuable ways – whether it’s giving up their time, donating goods or services, or spreading the word about what we do. However, if you decide to help, we’ll always respect your rights and your choices. The Tantum Trust is committed to protecting and respecting your privacy.

We are responsible for protecting your personal information as a ‘data controller’ under applicable data protection legislation. If you have any queries about this policy or how we use your personal information, please contact us at: info@thetantumtrust.co.uk 

This policy (and any other documents referred to in it) sets out the basis on which any personal data we collect about you, or that you provide to us, will be processed by us.

Our nominated person for data protection is the Data Protection Officer, who can be contacted at The Tantum Trust, Room 60, Building 51, Bordon Enterprise Park, Budds Lane, Bordon, GU35 0FJ or by email at: info@thetantumtrust.co.uk

5. How do we use your information?
We will use your personal information:

• to promote the aims of The Tantum Trust;

• to provide you with services or information you have requested;

• where appropriate, to contact you about our work and campaigns;

• for future fundraising and promotional purposes, including research and surveys;

• for administration purposes, including to create an account for you if you register with us; to thank you for donations received and ask you about gift aid; to notify you about changes to our services or policies; as part of our efforts to keep our website safe and secure; and to ensure that content from our site is presented in the most effective manner for you and for your computer; and

• for segmentation of our database, for example, by analysing information such as postcodes of supporters, the frequency of donations or when we last contacted them. This enables us to tailor our communications with you.

We will only use your personal information for electronic marketing purposes if we have your consent.
We may send marketing information by post for marketing purposes, unless you have previously opted out or said that you don’t want to be contacted.

You can change your marketing preferences at any time by emailing us at: info@thetantumtrust.co.uk

6. What information do we collect?
We collect personal data as defined by data protection legislation (personal information), for example your name, postal and email address and telephone number, when you give it to us for various purposes. These are:

•    When you apply for a job
We collect your name, address, email address, telephone number, mobile number, bank details, referees, emergency contact details etc. We use this data to process your application and to add successful candidates to our payroll. If unsuccessful, we keep your CV for up to 6 months in our talent pool. Our lawful basis for processing is for the performance of a contract to which you are a party and for the purpose of the legitimate interest pursued by us or a third party.

•    When you apply for a volunteering role
We collect your name, address, email address, telephone number, mobile number, emergency contact details etc. to process your application. If unsuccessful, we will destroy this information.

We will only share this with third parties to be able to facilitate payment of salaries and to manage your membership of our pension scheme. Our lawful basis for processing is for the purpose of the legitimate interest pursued by us or a third party.

​

•    When you give us your marketing preferences
Email 
We collect your name and email address to send you marketing communications, when you provide us with these details for this purpose. Our lawful basis for processing your information is your consent.
Post 
We collect your name and postal address to send you marketing communications by post. Our lawful basis for processing your information is your consent.

•    When you support The Tantum Trust by:
Signing up to Gift Aid
In shops or via fundraising forms
We collect your name, email address, postal address, telephone number and signature to claim Gift Aid. We share this data with HMRC and Eproductive who manage the Gift Aid. 
 

Giving us a donation or becoming a regular giver
Donation online 
We collect your name, address, email address and phone number to process your donation and thank you. At the point of payment, the entrant is taken to the Gift Aid website where they enter name, address, phone number, email address and credit card details. 
Donation offline 
We collect your name, address, email address, phone number and bank details to process donations, confirm your direct debit details and to thank you. At the point of donation, the donor is taken to the Gift Aid website where they enter their name, address, telephone number, email address and credit card details.

•    When you visit our website
We may also collect technical information relating to your use of our website, including your browser type or the Internet Protocol (IP) address used to connect your computer to the internet. We also gather general information about the use of our website, such as which pages users visit most often and which services, events or facilities are of most interest. We may also track which pages users visit when they click on links in emails.

We may use this information to personalise the way our website is presented when users visit, to make improvements to our website and to ensure we provide the best service for users.
Wherever possible, we use aggregated or anonymous information which does not identify individual visitors to our website. We will never request personal information about your health or the health of your family members or friends, unless we inform you how that information will be used and receive your express consent to use it.

Please also refer to our Website Policy.

7. How do we collect information?
Some of the ways we collect information is outlined in section 6. In addition, we may collect information that is available in the public domain. For example, newspaper or online media items; publicly available posts on LinkedIn or other social media; and Companies House listings, as described in more detail in the profiling section below. 

8. Why do we collect information?
We collect information for the purposes set out in section 6. These include:

 

• Where processing is necessary for the performance of a contract to which you are a party. If you fail to provide this information, we may be unable to perform the contract.

• Where we need to comply with a legal obligation.

• Where processing is necessary for the purpose of the legitimate interest pursued by us or a third party, except where your rights as a data subject override our legitimate interest. The legitimate interests we rely on are:

- to fulfil the charitable purposes of The Tantum Trust. If we are unable to fundraise then we will not be able to continue to provide the support we offer to individuals, families and community groups.
- to fulfil the charitable purposes of The Tantum Trust we need to recruit staff  and volunteers to deliver the services and to raise funds. Minimising recruitment costs allows us to spend more money on our charitable purposes. Keeping a talent pool of CVs enables us to source staff in a cost-efficient way.
- The health and safety of our visitors, service users and sites. Where processing is not necessary for the above reasons, we only process your information with your consent, or as otherwise required or permitted by law.

9. How long do we keep your information for?
We keep your information for no longer than is necessary. We will retain your information for any period required by law, for example for compliance with HMRC requirements. Where we are not under a legal obligation to retain your information, we will determine what is necessary by reference to the lawful basis for processing set out above and our legitimate interests.

If you have any questions about how long we keep your information, please write to: The Tantum Trust, Room 60, Building 51, Bordon Enterprise Park, Budds Lane, Bordon, GU35 0FJ.

10. How do we protect personal information?
We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

You should be aware that the use of the internet is not entirely secure and although we will do our best to protect your personal data we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the internet. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features.

11. What are your rights?
 

Right of access
You have a right to ask us to confirm whether we are processing information about you, and to request access to this information.

Right to rectification
You may ask us, or we may ask you, to rectify information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate or complete information which is incomplete. If you inform us that your personal data is inaccurate, we will inform relevant third parties with whom we have shared your data so they may update their own records.

We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided us with changes, for example if you change your email address, name, payment details, or if you wish to cancel your registration, please let us know using the contact details at the end of this policy.

Right of portability
You have a right to obtain your personal data from us and reuse it for your own purposes, perhaps for another service, without hindering the usability of the data. This right does not apply where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.

Right to be forgotten

You have a right to seek the erasure of your data. You may wish to exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you may withdraw your consent. You should note that we are entitled to and reserve the right to retain your data for statistical purposes. This right is not absolute, as we may need to continue processing this information, for example, to comply with our legal obligations, or for reasons of public interest.
 

Right to restriction
You have a right to ask us to restrict our processing of your information (‘right to restriction’) if:

 

• you contest its accuracy and we need to verify whether it is accurate;

• the processing is unlawful and you ask us to restrict use of it instead of erasing it;

• we no longer need the information for the purpose of processing, but you need it to establish or defend legal claims; and/or

• you have objected to processing of your information being necessary for the performance of a task carried out in the public interest, or for the purposes of our legitimate interests. The restriction would apply while we carry out a balancing act between your rights and our legitimate interests. If you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, protecting the rights of another person or for public interest reasons.

 

You also have the right to prevent us from processing your data for the purposes of marketing
 

If you would like to exercise any of your rights, please let us know by writing to us at: The Tantum Trust, Room 60, Building 51, Bordon Enterprise Park, Budds Lane, Bordon, GU35 0FJ.

We will act in accordance with your instructions as soon as reasonably possible and there will be no charge.

14. Information about cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies, we use and the purposes for which we use them, see our Website Policy.

15. Changes to this policy
Any changes we may make to our privacy policy in the future will be posted on our website and, where appropriate, notified to you by email. Please check the website  to see any updates or changes to our privacy policy. By continuing to use our website you will be deemed to have accepted such changes.

16. Contact us
If you would like more information, or have any questions about this Privacy Policy, please contact us at: Email: info@thetantumtrust.co.uk