Please read this policy carefully to understand how we collect, use and store your personal data.
Railway Children is a charitable company registered in England and Wales with registered company number 1058991.
At Railway Children we take your privacy very seriously and are committed to protecting your personal information.
If we are working directly with you and/or your family through one of our Safeguarding on Transport projects, the way we use your information is slightly different. Your worker will provide you with an information sheet and explain this to you.
Our Data Protection Officer is David Brookes.
The Data Protection Officer
1 The Commons
Cheshire, CW11 1EG
Or call our Supporter Care team: 01270 757 596.
We may collect information about you whenever you interact with us, for example when you:
Railway Children may collect information in the following ways:
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example by making a donation, volunteering, registering to fundraise, or signing up for an event we may collect where relevant:
If you visit our website anonymously, we may however still record information about:
We will use your personal information in a number of ways, including for the following purposes:
We promise to make all reasonable efforts to keep your details secure and will only share them with suppliers or professional agents working on our behalf, for example professional fundraising organisations sending out letters of appeal, or telephone agencies making fundraising calls on our behalf.
Except as required by law, we will never share your details with other organisations to use for their own purposes.
We may participate in Facebook’s ‘Custom Audience’ programme which enables us to display adverts to our existing supporters when they visit Facebook. This will entail providing your email address, mobile number and address to Facebook in an encrypted way so as to anonymise the information but so they can determine whether you are a registered account holder with them. Our adverts may then appear when you access Facebook. Your data is sent in an encrypted format that is deleted by Facebook if it does not match with a Facebook account.
While we do not actively collect information from supporters aged under 18, we appreciate that our supporters are of all ages. Where appropriate, we will always ask for consent from a parent or guardian to collect information about supporters who are children. All Railway Children events will have clear rules on whether or not children can take part, and the collection of data will be managed in accordance with each individual event, with appropriate safeguards in place.
If we are working directly with a child and/or their family through our Safeguarding on Transport projects, the child and their parent/carer will be provided with more detailed information about how their data is managed.
We place great importance on the security of your personal information and will always try to take appropriate precautions to protect it.
We ensure that there are appropriate technical controls in place to protect your personal details. For example, we use encryption technology on our websites and carry out regular security reviews on our network.
We always ensure only authorised personnel (for example Railway Children staff, volunteers or contractors) have access to your information, and that they are appropriately trained to manage your data.
Despite all of our precautions, no data transmission over the internet can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online, and you must understand that you do so at your own risk. However, any payment card details (such as credit or debit cards) we receive through our website are passed securely to our payment processing providers who meet the required Payment Card Industry (PCI) Security Standards.
You also consent to us transferring your information to countries or jurisdictions which may not provide the same level of data protection as the UK, if necessary for any of the above purposes. If we do transfer your information in this way, we will comply with our legal obligations as a data controller under the Data Protection Act 1998 and, if we need to, put in place a contract with the companies we use to process information to ensure your details are properly protected.
Where the law requires, we will only send you marketing information by email, SMS, or phone if you have given us specific consent to do so. If you withdraw your consent and then subsequently opt in, then your most recent preference may supersede.
If you have provided us with your work email address, we may communicate with you as a 'corporate subscriber' without your consent, if we believe the communication will be relevant and interesting to you, on the basis of our legitimate interests. However you are always given the option of unsubscribing from email communications at any time.
If you have responded to a letter of appeal, you may also receive fundraising mail, which you can opt out of at any time.
You can opt out of us using your personal details for marketing at any time either by calling us on 01270 757 596 or emailing email@example.com or writing to Railway Children, First Floor, 1 The Commons, Sandbach, CW11 1EG – our Supporter Care team will be happy to answer any queries you may have.
Where possible, we try to keep your records up to date. However, we really appreciate it if you let us know when your contact details change.
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for at least six years.
If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Although in many cases we will seek consent to process your personal data, in some instances we may process your information without consent when we are legally allowed to do so. This will only be where it is in our legitimate interests to do so and where we are confident that such processing is not likely to prejudice your legitimate interests or rights and freedoms.
Where we are processing your personal data on the basis of consent that you have given us, you are entitled to withdraw that consent at any time such that we can no longer rely on it as a basis for continuing to process your personal information.
To use your personal information in the ways described, Railway Children relies on two main legal reasons.
1: Your consent to receive communications by mobile phone, email or text message. We use this consent to send emails and texts as well as targeted advertising, marketing and information including social media sites like Facebook. These communications help us to show supporters the impact of their donations and raise further funds to support children at risk on the streets.
2: The legitimate interest legal basis allows you to receive communications by post or telephone when you support Railway Children with a donation or when you request to receive information about our work, events or services or if you are a corporate subscriber (see above). Railway Children has a legitimate interest to use your personal information in order to communicate with you but will respect your right to opt out of any communication should you wish to do so.
If you are registered with the Telephone Preference Service (TPS) the only time we’ll contact you by telephone is if you have consented directly to us making phone calls to you or for administrative purposes.
You retain control of how we use your data and you have the right to ask us to stop processing your personal information, which we will do. In some circumstances, we may legally be required to retain your personal information for audit purposes. However, this will be discussed with you depending on your requirements. Please contact firstname.lastname@example.org or call us on 01270 757 596 if you have any concerns.
You also have the right to request a copy of the information we hold about you. If you want to access your information, please contact: The Data Protection Officer, Railway Children, First Floor, 1 The Commons, Sandbach, Cheshire, CW11 1EG or email email@example.com.
Under the General Data Protection Regulation, which came into effect in the UK in May 2018, you are also granted a number of additional rights. These include:
For more information on these rights please read the relevant guidance issued by the ICO at https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/individuals-rights/
If you would like to make a complaint about how we process your personal data, please contact our Data Protection Officer.
If you are not happy with how your complaint is dealt with, you should contact the Information Commissioner’s Office. Alternatively, you are entitled to make a complaint to the Information Commissioner’s Office without first referring your complaint to us.
This policy may change from time to time. If we make any significant changes to this policy, we will publicise these changes clearly on our website or contact you directly with more information.