PSTT Privacy Policy

Organisations are permitted to process data if they have a legal basis for doing so. PSTT processes data on the basis that:

• We have a legitimate interest in processing the data; and/or
• Express and informed consent has been given by the person whose data is being processed; and/or
• It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
• We have a legal obligation to process data.

Where PSTT relies solely on consent as the basis for processing data, we are required to obtain your explicit consent. You can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to provide services to or interact with you in future.

We collect the data necessary for PSTT to pursue its charitable objectives and to raise awareness of and funding for our activities. Accordingly, data will be processed for operational purposes, providing support, mentoring and other services, for promotional, marketing and fundraising purposes, running events, keeping our stakeholders informed of our activities and for the effective running of PSTT through its professional staff, trustees and volunteers. Data collected and processed may include, but not be limited to:

• Names and contact information such as telephone numbers, email and postal addresses
• Information about service users and event and programme participants necessary to provide services to them
• Information concerning staff, volunteers, mentors, school contacts and other service providers for the purposes of engaging with such persons in the course of their employment, volunteering, collaboration or service provision and, where appropriate, to undertake checks necessary to protect the welfare of children and vulnerable persons
• Donor records and preferences, including, where necessary, bank or payment details for processing payments from you and information provided about an individual’s tax status for the purposes of collecting Gift Aid
• Such other information as is relevant and necessary for us to carry out our activities, charitable purposes and legal obligations.

We collect and process personal information about you when you:

• Contact or engage with us, whether through our website or otherwise, including when nominations are made for any of our awards
• Complete a registration, subscription, feedback or survey form
• Register for or attend an event or other activity run by us
• Sign up for our mailing list through this website, in which case the information is processed via Mailchimp
• Engage with us in some other way; as an employee, applicant for a role with PSTT, as a volunteer, mentor, school contact or someone providing services to us or to whom we provide services.

We do not undertake automated decision-making or profiling.

You, as the data subject, may change your preferences or request deletion of your data at any time in writing, subject to any overriding legal reason or requirement for its retention, such as the need, where appropriate, to retain Gift Aid records for HMRC. If you do exercise this right, it may affect the way we are able to interact with you in future. We may keep limited data on a ‘suppression list’ so we know not to contact you or process your data in future until further notice.

PSTT uses the data collected to maintain accurate internal records of our engagement with the categories of individuals referred to above. These records facilitate our activities run in accordance with our charitable objects, communicating with our stakeholders, providing services, running events and raising funds and awareness about our work. Data may be processed and viewed by the relevant staff, trustees and volunteers in the course of our activities (all of whom work in accordance with this privacy policy) and will be retained only for as long as is reasonable, necessary and permissible in law, including where we ask for feedback on our services after a period of time has elapsed, in order to understand the longer term impact of our work. Any information kept beyond this for statistical and research purposes will be anonymised.

We may use your personal information to send you information about our activities and about projects, campaigns, events and for fundraising purposes, and such other related information as we think may be of interest to you. This might include electronic marketing communications in pursuance of our legitimate interests and charitable purposes permissible under the ‘soft opt-in’ regulations. You can update your communications preferences and/or unsubscribe at any time.

In processing your data in this way and for these purposes, we may share it with service providers, including outside of the UK or EEA, to maintain safe and secure data storage, and with processing platforms such as our CRM provider, Beacon, Microsoft SharePoint servers, Eventbrite and Mailchimp for mailings and Xero for processing payments. We will only do so when we are confident that they adhere to the same high standards that we do when processing data and protecting its privacy and security. Such data sharing will be undertaken subject to all appropriate contractual safeguards and international transfer arrangements as are required under the Data Protection laws.

You, as the data subject, may change your preferences or request deletion of your data at any time in writing, subject to any overriding legal requirement for its retention, such as the need, where appropriate, to retain Gift Aid records for HMRC. We may keep such data on a ‘suppression list’ so we know not to contact you or process your data in future until further notice.

Your data will be processed in accordance with the seven data protection principles set out in the UK General Data Protection Regulation:

• Lawfulness, Fairness, and Transparency: data will only be processed for legitimate reasons and in a way that you are comfortable with
• Purpose Limitation: data will only be processed for the purposes for which it has legitimately been collected and not for unrelated secondary purposes.
• Data Minimisation: only the minimum amount of necessary personal data will be processed
• Accuracy: data should be correct and up to date, and any inaccuracies should be deleted or corrected as soon as possible
• Storage Limitation: data should only be retained for as long as there remains a legitimate reason for keeping it
• Integrity and Confidentiality: data will be stored and processed securely to prevent unauthorised access, accidental loss, or damage
• Accountability: processing will comply with all relevant regulations and your rights as a data subject.

You may request details of personal information which we hold about you. For the sake of clarity, we ask that any such request is submitted in writing. A small fee may be payable if an information request is particularly onerous.

You may choose to restrict the collection or use of your personal information, but this may inhibit or limit the way in which we are able to interact with you. You may, at any time, change your mind about what information we hold about you, or if we continue to hold it at all, subject to any legal obligation PSTT has to retain data.

You are responsible for the accuracy of data you have provided to PSTT. If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect.

We may use your personal information to send you information about PSTT and matters relating to our activities which we think may be of interest to you. We will only share data with trusted third parties where necessary for us to communicate with you (such as mailing companies for postal communications or web platforms for email campaigns or newsletters), for event management or as stated above, and only once we are satisfied that any such use of data will accord with our privacy policy. We will not sell or share your personal information with any other charities, businesses or marketing companies without your explicit consent.

You can obtain further information about Data Protection and privacy laws by visiting the Information Commissioner’s website at: https://ico.org.uk/for-the-public.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we process. Persons processing data on behalf of PSTT do so in accordance with this policy and on the basis that we are satisfied that they can and will adhere to our high standards for data protection and security.

The transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are responsible for keeping the password you use for accessing our website (if applicable) confidential; we will not ask you for your password (except when you log in to our website).

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type, together with certain anonymous statistical data about your browsing activities and patterns which does not contain any personal data.

Our website may contain links to other websites of interest. If you use a link to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.