Personal data helps us to better understand our customers, beneficiaries and supporters. This in turn allows us to make our decisions, services and information the best they can be and to do more to help people.
Being open and transparent about how and why we do things is central to our values. So, we've produced this privacy notice to explain how, why and when we collect and use your personal information and how we keep it safe and secure.
Before we move on to the detail below, here is our promise to you.
We will respect your personal details and keep them safe and secure.
We will never sell or exchange your information with another organisation for their own use.
We will not send you information you have not asked for or agreed to receive.
We will respond quickly if you ask us to change your details, stop using your information or if you no longer want to hear from us.
We will be clear about how and why we will use your personal information when we collect your details.
Your consent matters
Sometimes we will ask for your consent directly. At other times your consent may be clear from the nature of your contact with us, for example if you email us with a question you are giving consent for us to reply. Where we process data without direct consent, for example where we have a legal obligation or a legitimate interest, we will respect your wishes where it is possible for us to do so.
We will be happy to answer any questions you have about how 2PD use your personal information. Just get in touch by emailing us at email@example.com
We can also change your details or deal with requests for us to stop using data or sending marketing communications.
Who we are
In this privacy notice, “we” means 2PD Ltd.
2PD Ltd is a company incorporated in England and Wales (number 10981130). Our registered address is Fusion Hive, North Shore Road, Stockton on Tees, TS18 2NB
Changes to this privacy notice
We will regularly review this privacy notice. Any significant changes will be clearly described on our websites or we may contact you where we already hold your data and where the change affects you directly.
At 2PD we take your rights very seriously. You can ask us to delete copies of your personal data, stop particular activities, withdraw a consent you have given previously or challenge the results of any decisions or profiling. We will fulfil all requests, providing there are no legal and accounting requirements that stop us from doing so. If you are sure you don’t want to hear from us, either now or in the future, you can ask us to hold a record which will prevent us from contacting you. This may be more effective than completely removing your data. Please contact us at firstname.lastname@example.org to discuss any concerns.
You have a right to ask for a copy of the information we hold about you. This can be provided in a machine-readable format for transfer elsewhere. To access your information, please send a description of the information you want to see and proof of your identity by post to 2PD LTD, Fusion Hive, North Shore Road, Stockton on Tees, TS18 2NB. We cannot accept these requests by email as we want to guarantee that we only provide personal data to the right person.
If you discover that we are holding incorrect information about you, please let us know and we will correct this.
If you are not happy about how your data is managed, and wish to make a complaint, please contact us at email@example.com. If you are unhappy with how a complaint is handled, you are entitled to contact the Information Commissioner’s Office (ICO). You may also contact the ICO about a data protection issue without first making a complaint to us. You can find more information about the ICO and your rights on their website.
How we keep your data safe
We use appropriate technical controls to protect your personal details.
Regular reviews ensure your personal information is only accessible by appropriately trained staff, volunteers and contractors.
We regularly perform administrative functions our systems and IT services and have a legitimate interest to do so. These include updating systems, moving data between systems, and data verification and management. We also run administrative data processing activities to ensure data is correct and accurate. We use specialist ICT service providers for this and some data may be stored in the cloud.
We sometimes use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collected or have access to.
Your personal information may be transferred to, and stored at, a destination outside the European Economic Area (EEA) and may be processed by staff operating outside the EEA who work for us or for our suppliers. We will ensure that your information is held in compliance with the European data protection regulations.
We will only share your details in exceptional circumstances. This could be if we are under a duty to disclose your personal information to comply with any legal obligation (for example to government bodies and law enforcement agencies), where we have good reason to believe that a person’s vital interests are at stake (for example where a child reports abuse or someone reports serious self-harm or intends to harm someone else) or to enforce or apply our rights or to protect the organisation.
We will only ever share your data in other circumstances if we have your informed consent.
We keep records for as long as legal requirements and tax and accounting rules demand. We retain contact details for both marketing and suppression purposes until a request is made to remove information. We may also keep internal records of any contact with you indefinitely. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
How we collect information about you
When you give it to us DIRECTLY
We will collect and process all the information you give us, as well as responses given to you by our staff. This may include sensitive personal data where you volunteer this information.
We may also collect and retain your information if you send feedback about our services or make a complaint.
When you use our websites
When you give it to us indirectly
Your information may be shared with us by independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so with your consent. Please check the privacy notice of these organisations when you provide your information to understand fully how they will process your data.
Your personal details may also be collected if they are included in other information that is sent to us. For example, if you are named as a third party in an email we receive or you are a co-beneficiary of a legacy request. In these cases, we will not add your details to our direct records but may keep copies of the information for up to 10 years.
When you use social media
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp, LinkedIn, Instagram or Twitter, you might give us permission to access information from those accounts or services, either directly or indirectly. Where you follow us via social media we will not automatically add you to our own records. However, if we receive a direct request from you (for example to make a donation, use one of our services or request a booklet) we will treat your details as having been received directly.
We may also obtain and store information about you that is available publicly from third party sources, such as from Companies House or details published in the media.
Keep you informed about what we do
We may need to contact you by post, email, telephone or text message about a service you have signed up for or a donation or order you have made. We will never do so without good reason. We may also contact you occasionally with critical legal and technical information and updates to this privacy notice. Wherever possible, we will respect your preferences about how you want us to contact you.
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