Website terms and conditions
Terms and conditions
Access to and use of this website is provided by One Family subject to these terms and conditions.
Creating a User Profile
We may allow you to create a user profile on our website so that each time you visit us we can provide you with a more personalised experience. We may also allow you to subscribe to a particular page of our Site and we may offer you the opportunity to be notified of any changes to that page. We may hold the information you provide us (e.g. when you create a user profile or agree to subscribe to our website) on our databases. By creating a user profile on our website or subscribing to a page of our Site you are agreeing that we may use your personal information in this way. You will have the opportunity to view, update or remove any personal information that you have provided to us by amending your user profile online. You will also have the option to cancel your subscription to our website
Security
No data transmission over the Internet can be guaranteed to be 100% secure. Therefore One Family cannot guarantee that personal or sensitive information remains confidential during transmission over the Internet. All e-mails sent to One Family will be monitored and checked to ensure our systems operate effectively.
The personal information we collect from you online is stored by us on databases protected through access controls, firewall technology and other appropriate security measures. However, such security measures cannot prevent all loss, misuse or alteration of personal information and we are not responsible for any damage or liability relating to such incidents.
Links to and from One Family site
One Family cannot take any responsibility and makes no warranties, representations or undertakings about the content of any other website accessed by hypertext link. One Family has no control over the availability of the linked pages.
If you click on a link found on our website or on any other website you can check the location bar within your browser to find out whether you have been linked to a different website.
Donations, Direct Debit and Credit Card Transactions
In order to process donations and other transactions by Direct Debit or Credit Card you will be put through to the website of one of our partner companies. Credit card and bank detail information are not retained on our web servers. All of our partner companies who process donations and other transactions use encryption and other security features.
If you are under 18 and use this website for information about fundraising or supporting One Family, please let an adult know.
Disclaimer
Although every reasonable effort has been made to ensure that the information on this website is accurate at the time of publication, visitors who use this website and rely on any information do so at their own risk. One Family does not warrant its accuracy and disclaims any liability to any third party anywhere in the world for any injury, damage, loss or inconvenience arising as a consequence of any use of or the inability to use any information on this website to the fullest extent permitted at law.
Copyright
The name One Family and all of the charity logos, slogans, programme names and designs are the trademarks, service marks, trade names and design rights of One Family and cannot be reproduced without the prior written consent of the Foundation. Where the names, logos and trademarks of third parties are displayed these are used with the permission of the owners. Copyright in the material contained on this website is owned by One Family or its content suppliers or licensors, as applicable.
Nothing contained herein shall be construed as conferring any licence by One Family to use any material displayed. Permission to reproduce any material on this website must be obtained from the copyright holder concerned.
Nothing contained herein shall be construed as conferring any licence by One Family to use any material displayed. Permission to reproduce any material on this website must be obtained from the copyright holder concerned.
Any questions regarding this website should be sent to info@onefamily.org.uk
These terms and conditions shall be governed and construed in accordance with the laws of England and Wales and any disputes arising hereunder shall be subject to the exclusive jurisdiction of the Courts of England and Wales.
Privacy statement
Last updated 22nd December 2020
When we refer to ‘we’, ‘us’, ‘our’ and the ‘Foundation’ in this policy, we mean One Family, registered charity number 1119989 of Queen Elizabeth Olympic Park, Plexal Innovation Centre, London E15 2GW.
Our relationship with our supporters and the public at large is of great importance to the Foundation. This policy sets out the basis by which any personal data we collect from you, or that you provide to us, will be processed by us.
Data Protection Statement
One Family is committed to protecting your personal information and making sure that our communications with you are secure, proportionate and targeted. This policy explains how we collect, manage and use the personal information you provide to us, whether online, via phone or in person, email, writing or any other correspondence.
Most information that we hold will have been obtained directly from you, with some from publicly available sources.
Staff who handle personal data have received relevant data protection training.
How One Family May Use Your Data
We may use your personal data for a number of purposes, including the following:
- To provide you with information about the work and activities of the Foundation. This might include sending you publications, e-newsletters, invitations to events and details of funding or sponsorship opportunities.
- To further our charitable objectives, including asking you to donate or otherwise help us raise funds, but always in accordance with best fundraising practice.
- To provide you with information by email which we feel may interest you and where you have given your consent to be contacted by email. This may include requests for your support (please refer to How We May Contact You).
- To provide you with information about our work or our activities by post where we have a legitimate interest in sending it to you. Again, this may include requests for your support.
- To telephone you if you have provided us with your telephone number and have not registered with the Telephone Preference Service.
- To process a donation we may receive from you and to communicate with you in regard to the donation (this could include asking you whether you would like to sign a gift-aid declaration to allow us to claim gift-aid on your donation).
- To conduct donor research to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately.
- For internal record keeping, including the management of any feedback or complaints.
- For administrative purposes: for example, regarding a donation you have made or an event you have registered for or attended, including security for that event.
- For recruitment purposes.
- Electronic tools may also be used to monitor the impact of the Foundation's communications, such as using email tracking to record when an email we sent to you has been opened.
- We also use your data to ensure that the ways in which we communicate with you do not conflict with your chosen communication channel preferences (for example, by post, telephone or electronic means).
- To target communications and messages to you and to identify similar groups of prospective supporters.
- To compile briefing notes for our staff about guests in advance of meetings, dinners and other events at which supporters and potential supporters may be present.
- When data processing is authorised by law, for example conducting due diligence before accepting a major donation. Due diligence is conducted in accordance with the Foundation’s due diligence and ethical fundraising policies.
What Personal Data Do We Collect?
We may collect personal information about you when you engage with us for a number of reasons including if you make a donation, attend one of our events, engage with our social media, enquire about our activities, sign up for our newsletter, participate in a campaign, or apply for a job with us.
This can include information such as your name, postal address, email address, phone number, age, bank details and credit/ debit card details, if relevant. When you make a donation to us, we also ask if you are a UK taxpayer and would like us to claim Gift Aid on your donation and we record this information. If you attend an event hosted by One Family or one of our partners, photographs or video may be taken. Images or video may be used in promotional materials for the charity on our website, social media channels and online and offline marketing.
In addition to your personal data, we may also ask for your preferences so that we can send you information that is tailored to your interests.
We do not usually collect ‘sensitive personal data’ from you unless there is a clear reason and we have your explicit consent to do so, or you had already made the personal data manifestly public.
Potential new supporters and donors
We may collect information on potential supporters or donors who might be interested in becoming involved or increasing their involvement with One Family. We will only source this information from publicly available sources such as national and local press, Charity Commission, Companies House and from social media sites like Facebook and LinkedIn. We will only do this where we have a legitimate interest and have carried out a legitimate interest assessment or and/or a privacy impact assessment as required (see below).
Website Users
Our web servers use cookies and collect anonymous logs during user visits to our website that provide valuable information for improving them in the future. For more information see our separate Cookies policy.
Job applicants
If you apply to work at One Family, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose information to someone externally, for example, if we need a reference, we will make sure we tell you beforehand, unless we are required to disclose this information by law.
If you are unsuccessful in your job application, we may hold your personal information for up to 12 months after we’ve finished recruiting for the post you applied for. After this date we will destroy or delete your information. We may keep de-personalised statistical information about applicants to develop our recruitment processes, however no individual applicant would be identifiable from this information.
If you commence employment with One Family, your data will be processed in accordance with your employment contract and our other applicable policies.
Your Data and Third Parties
Hosting and processing arrangements
Our website and Customer Relationship Management database (Salesforce) are hosted by third party service providers and therefore any personal details you submit through them may be processed by that third-party service provider.
We also use other third parties to process your personal details, including in the following areas:s
- to process online payments
- to process information associated with applications for employment or volunteering opportunities and related recruitment processes.
All third-party service providers process your personal information only on One Family's behalf and are bound by contractual terms that are compliant with data protection law.
Data will not be disclosed to external organisations other than those acting as agents for One Family, or suppliers who manage (for example) guest lists for events; with relevant agencies such as the police or security services for ensuring screening and safety at events; with the principal or any special guest at a specific event who will be involved in thanking supporters.
The Foundation does not sell any of its data to third party organisations.
We may have to share certain information with relevant authorities upon request, for example the Charity Commission, or HM Revenue and Customs in respect of any Gift Aid claims.
Payment processing and fraud
Where submitted, your card details may be disclosed to banks or relevant financial institutions to arrange payments. In the case of a suspected fraudulent transaction, your details may be further disclosed for the sole purpose of performing further checks (for example, disclosure to a credit checking agency).
Other sharing
We may also share your personal information with your permission or if we are legally required to disclose your information in circumstances where this cannot be reasonably resisted.
How We May Contact You
By email
If possible, we would like to be able to contact you by email because we feel it is the most efficient and productive way to communicate with you.
We will contact you by email if you have given us your email address and we are emailing you to provide the services you have requested.
We may in addition contact you for marketing purposes by email if you have given us your consent to do so. This may include requests for your support through a variety of different fundraising initiatives such as requesting donations or inviting you to attend special events.
By post and telephone – where we have a legitimate interest to contact you
If you have provided us with your postal address or telephone number, we may send you direct mail or telephone you about our work and our fundraising campaigns, unless you have told us that you would prefer not to receive such information. We will carry out a legitimate interest assessment to ensure that we are satisfied that you would reasonably expect such communications from us and would not consider it to be intrusive. For example, we may want to post you an invitation to an event we think you may be interested in.
Keeping your personal data
We keep your personal data for as long as required to operate the service we are providing to you or for archival purposes and in accordance with legal requirements and tax and accounting rules. If we have not heard from you or you have not engaged with us for a period of two years and we do not need to keep your personal data for archival, legal or business reasons, we will delete or suppress your personal information. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
If you have told us that you do not want to hear from us at all or by a particular channel, we will hold the minimum amount of your personal data on a suppression list to ensure we comply with your request.
Your Information Rights
Do you want us to stop contacting you?
It is your choice as to whether and how you want to receive information about us and our work, and the ways you can get involved. You have the right at any time to ask us to amend or stop using your personal information, including for marketing purposes.
You may opt out of marketing emails at any time by clicking the ‘unsubscribe’ link in our marketing emails. You can also change any of your marketing preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone or send you direct marketing by post) by contacting info@onefamily.org.uk
If you have told us that you do not want to hear from us at all or by a particular channel, we will hold the minimum amount of your personal data on a suppression list to ensure we comply with your request.
Do you want to request a copy of the information we hold for you?
You have a right to request a copy of the personal information we hold about you and to have any inaccuracies corrected or your data erased. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated. Please provide as much information as possible about the nature of your contact with us to help us locate your records. 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 could refuse to comply with your request in these circumstances.
You have the right to lodge a complaint with a supervisory authority such as the Information Commissioners Office at https://ico.org.uk/.
We may amend this Privacy Policy at any time, so please do check it from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via the Foundation’s website or by contacting you directly through the most appropriate means. By continuing to engage with us through our services and our website you will be deemed to have accepted such changes.
Please feel free to contact us with any questions related to the policy.
Links
This Policy applies to all data we collect from across the Foundation, including our website. If a link on this website takes to you to the website of a third party you should refer to the privacy policy relating to that website to understand how your personal information is managed by that third party or how they use cookies. We cannot accept any responsibility or liability for the privacy practices of such third-party websites and your use of such websites is at your own risk.
Changes to this Privacy Policy
We may update the terms of this Policy at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website. By continuing to engage with us through our services and our website you will be deemed to have accepted such changes.