PRIVACY POLICY

Effective Date 01 03, 2019

Your privacy is extremely important to 'Cashback My Charity' and so is being transparent about how we collect, use and share information about you. This privacy statement is intended to help you understand:

  • what information 'Cashback My Charity' collects and why we collect it;
  • the ways in which 'Cashback My Charity' uses that information;
  • the third parties we may share it with and why;
  • what information may be transferred;
  • how information is stored and protected;
  • the rights you have to access and control your information;
  • how long we keep your information for.

Information we collect

When you register for our website, complete a contact form, subscribe to any services or use our products and services, we may collect data or ask you to provide certain data for the purposes of helping us manage our relationship with you.

The types of personal data we may collect are:

  • Your name, email address, phone number and country when you register for our website, complete a contact form, download any materials, request a demo or complete a ‘find out more’ form on our website enquiring about our products and services;
  • Online account details including username, password and other credentials used to access 'Cashback My Charity' products and services when you create an account with 'Cashback My Charity';
  • Your name, address, contact, email address, phone number when you register as a member with us and use our products and Services;
  • We may ask you for information to enable us to provide a Service to you and we collect this information by telephone, written/digital correspondence or via the website;
  • Any other information that you voluntarily submit to / send to the website.
  • Technical Data such as [internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website].
  • Profile Data such as your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Your name, job title, company name and email address when you take part in any competitions, surveys or promotional events hosted by 'Cashback My Charity'.
  • Usage Data such as information about how you use our website, products and services.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offenses.

How we use information we collect

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third-party direct marketing communications to you via email or text message. You have the right to withdraw consent to such activity at any time by email or using the UNSUBSCRIBE option available on the communication.

On the basis of fulfilling our contract with you, your personal information may be processed for purposes including:

  • Manage and administer our customer relationship with you;
  • To provide products and services you have contracted with us for;
  • To provide information you have requested and to contact you in relation to any queries you may submit;
  • To administer, enable you to access to and use of our website;
  • Supply you with any services that you subscribe to e.g. newsletter;
  • To manage your accounts;
  • To manage and provide technical support.

On the basis of legal obligations, we are obligated to, for instance, keep records for tax purposes or regulatory purposes for particular products and services.

Sharing your information with others

We currently do not share your personal data to third party service providers, acting on our behalf, in connection with any retailers or charities without prior authorisation.

'Cashback My Charity' may disclose your personal information to the extent that is required by law and in order to establish, exercise or defend its legal rights.

Securing your data

'Cashback My Charity' shall act as the data controller of any personal information that we receive from you and we are committed to ensuring the security of this data. 'Cashback My Charity' will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. 'Cashback My Charity' has appropriate policies and technical and organisational measures in place to safeguard and protect your personal data against unlawful or unauthorised access, accidental loss or destruction, damage, unlawful or unauthorised use and disclosure.

All employees follow a security training program to ensure they have adequate training with regards to handling personal data.

If despite our security procedures personal information is inadvertently disclosed, we shall use all reasonable endeavours to limit and remedy the disclosure but to the extent permitted by law we accept no liability for unintentional disclosure.

Your rights

You have rights relating to the way in which we use your data and you may exercise these rights by contacting us via the details provided in the ‘Contact Us’ section. Subject to the applicable data protection laws, you have the right to:

  • request a copy of the personal data 'Cashback My Charity' holds about you;
  • have any inaccurate information about you corrected, you can also make updates to your personal data via the website;
  • request erasure of the data 'Cashback My Charity' holds on you;
  • withdraw any consent you have given to us in relation to the processing of your personal data;
  • restrict the processing we make in relation to your personal data;
  • restrict the use of your details for marketing activities and other promotional activities;
  • object to the processing of your personal data;
  • request the transfer of your personal data to another party;
  • lodge a complaint with the Information Commissioners Office.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

How long we keep information for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from using the contact details provided below.

In some circumstances we may remove identifying particulars including your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Cookies

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.

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.

Password Security

Access to your Account is password-protected for your privacy and security. While we do our best to protect your personal information you also must protect yourself. What does this mean?

  • Keep your password or other access information secret.
  • Ensure no-one else uses 'Cashback My Charity' while your machine is "signed in" to the 'Cashback My Charity' site.
  • Make sure you sign out from your Account when not using it.
  • Ensure that only you have access to the details of your Cashback charitable donations, which are intended to be kept secret.

Editing your Account and mailing settings

We like to keep in touch with our Account Holders so – where you have opted to receive marketing communications from us – we will use your relevant Marketing and Communications Data to communicate that marketing to you.

Of course we know lots of emails can be annoying so we try to keep ours to a minimum. However, if you feel you're getting too many or would like more you can change the settings in your Account at any time. We have a one click unsubscribe policy, and each communication gives you the opportunity to opt-out of receiving similar future communications using a link at the bottom of the email. You can also review, change or correct your identity and email address information by signing into your Account and going to the my info tab.

Please note there are some (non-marketing) communications that are an integral part of the 'Cashback My Charity' Service and cannot be opted-out of. These communications cover, amongst other things, changes to the 'Cashback My Charity' Service.

Links to other websites

'Cashback My Charity' contains links to partner companies and third party websites. If you follow a link to any of those third-party websites, please note that those websites have their own privacy policies and we do not accept any responsibility or liability for those practices. Please check those policies before you submit any personal data to those websites.

Contact us

If you have any questions, comments, complaints or concerns about this Privacy Policy or how your information is handled please contact us via our contact page.

Updates to this Privacy Policy

'Cashback My Charity' may update this Privacy Statement from time to time by posting a new version on www.cashbackmycharity.co.uk. We encourage you to check this page and review our privacy policy from time to time to ensure that you are happy with any changes.


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