Privacy Notice

The Women’s Royal Naval Service Benevolent Trust (WRNS BT) is committed to protecting and respecting your privacy. The WRNS BT promises to safely process and store your personal data. This document explains in detail the type of personal data we may collect from you when you interact with us and how we store and handle that data and keep it safe. We strive to ensure that we are transparent with you in how we will use the data we collect.

This privacy notice explains how the WRNS BT processes your personal information (data). In this notice, “processes” means collects, stores, shares and otherwise uses for lawful purposes. “We” and “Our” means the WRNS BT, and it covers all the instances where we might process personal information of supporters, beneficiaries and other relevant parties the WRNS BT interfaces with.

Who we are

WRNS BT is a registered charity (No. 206529), operating under a Royal Charter and is a subsidiary of The Royal Navy & Royal Marines Charity.

What is personal data?

Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, we are transparent about why and how we process personal data. We process personal data for a number of purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.

The personal data that is provided to us is provided either directly from the individual concerned or from a third party acting on behalf of an individual. Where we receive personal data that relates to an individual from a third party, the third party should be aware that the individual may be informed of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy notice.

Why do we collect your personal data?

Organisations are permitted to process data if they have a legal basis for doing so. The WRNS BT processes data on the basis that it is in furtherance of our charitable objects:

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

Where the WRNS BT is relying solely on consent as the basis for processing data, we are required to obtain your expressed consent and 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.

What personal data do we collect?

The personal information we collect about you will depend on whether you are supporting us by giving us a gift or a donation, asking for assistance as a beneficiary, applying for a volunteering vacancy or expressing interest in supporting us. This includes (but is not limited to):

  • Your title, name, address, geographical location, service details, telephone number and email address, date of birth, gender, religion, next of kin, marital status, details of children, health information, other circumstantial information you may give us to support a grant application or beneficiary services
  • Your name, address and contact information relating to request for newsletters and marketing materials
  • Your name, address and contact information relating to invitations and registration for events
  • Your name, address, contact details and information relating to your fundraising support
  • Debit or credit card information, your bank account number, sort code and other banking information, information required to validate your identity and prevent fraud
  • Your preferences and interests, we may utilise your preferences to ensure we send you the most relevant communication in the future
  • Other information you provide to us from time to time which is relevant and necessary for us to collect and process
  • Your activity online concerning your visit/s to our website and when we send you an email
  • Information on your family or background, current or former circumstances, specifically so that we can assist you further or benefit from your support

You, as the data subject, may change your preferences or request deletion of your data at any time by contacting us, subject to any overriding legal obligation that we may have for its retention. 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.

Profiling

Profiling is an automated process which uses publicly available information to reach conclusions about supporters and then marketing to them accordingly. We will not profile your information in this way.

We do, however, use profiling and screening techniques to ensure communications are relevant and timely and provide an improved experience for our supporters. Profiling allows us to target our resources effectively, which we know will be important to our supporters. We do this because it allows us to understand the background of the people who support us, and it helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner and more cost-effectively than we otherwise would.

When building a profile, we may analyse geographic, demographic, and other information relating to you to better understand your interests, preferences and motivation for giving, to contact you with the most relevant communications. In doing this, we may use additional information from third party sources or publicly available sources. This could be, for example, addresses, education history, listed job titles or typical earnings in each area.

We would never sell your information to a third party.

How do we use your personal information?

We use your personal information for the following purposes:

  • To confirm that your donations and ticket purchases have been processed correctly or to validate your Gift Aid claim
  • For providing the relevant information to you regarding the work we do to support our beneficiaries and vulnerable people, fundraising events or community activities and for invoicing purposes when you donate to us
  • To send you administrative notices relating to our organisation and its activities, where relevant
  • For our internal purposes such as management, research, analytics, organisational reporting, and ways that will improve efficiency
  • To check with you that you are content with regards the type of communications that you receive
  • To market our events, fundraising opportunities, and other ways to get involved with the WRNS BT, including occasionally third-party events or activities that may be of interest to you by the appropriate means and in accordance with the GDPR and the PECR.
  • We may use cookies and other similar technologies on our online channels or platforms to help you have a better experience when you engage with us
  • To create anonymous and aggregated reports about our supporters, customers or members to ensure our organisation is communicating with and delivering the best possible services.
  • To help the emergency services if required
  • To prevent and detect criminal activity and fraud
  • To comply with applicable laws, regulations, court orders, government and law enforcement agencies’ requests, to operate our systems properly and to protect ourselves, our beneficiaries and our supporters

Who do we share your personal information with?

We do not sell or share personal details with third parties for the purposes of marketing. But, if we run an event or fundraising activity, it may require the service of a third party and then we might need to share your details with them. This would happen if your data was required to deliver the specific activity, for example we would share your data with an outsourced mailing house provider, for us to send you a fundraising appeal.

If we share your data with colleagues or programme partners, including outside of the European Union, we will only do so if we are confident that they adhere to the same high standards that we meet when processing data and protecting its privacy and security. If we share your information with other organisations or data processors, we do not allow them to use your information for their own purposes, and they must follow our strict instructions whilst complying with appropriate security measures. We assess their security measures, and we continue to monitor their compliance throughout the time we use their services.

We may also share your data with law enforcement agencies, regulators, courts, public authorities, or emergency services when required to do so.

Cookies and other similar technologies

We use cookies and similar technologies to collect and store information (which may include your personal information) about how you interact with our website. We may use these technologies to help us deliver relevant information about our organisation. Through our Cookie Banner, visitors to our website can select which non-essential cookies they accept.

Cookies are small text files placed on your device which uniquely identify your device. Cookies cannot be used to run programs or deliver viruses to your device.

For more information about cookies we use and how we use them, please see our Cookie Notice.

Our website may contain links to other websites of interest. Once you have used these links 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 notice.

You should exercise caution and look at the privacy policy applicable to the website in question.

How long do we keep your personal information?

The period for which we keep your information depends on the purpose for which your information was collected and the use.

We will not keep your personal information for longer than necessary for those purposes or for any other legal requirements. If you would like more details in relation to your personal data, please contact us.

We review all data retention periods on a regular basis. Data collected for accounts purposes is kept for seven years plus an additional period of six months. Data collected and related to a potential Safeguarding concern will be held for ten years, plus an additional period of 6 months. You can request data relating to donations to be forgotten.

Your rights

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:

  • Individuals may request access to their personal data held by us as a data controller
  • Individuals may ask us to rectify personal data submitted to us
  • Individuals may request that we erase their personal data
  • Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability
  • Individuals may request information about, or human intervention into, any automated data processing that we may undertake

Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us.

If you wish to exercise any of these rights, please send an email to our parent company dataprotection@rnrmc.org.uk

Withdrawing your Consent

You have the right to ask us not to process your personal data for marketing purposes.

We will usually inform you (before collecting your data for such purposes or if we intend to disclose your information to any third party for such purposes.

You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data or filling out and returning to us a Data Subject Withdrawal of Consent Form

You can also exercise the right at any time by contacting us: dataprotection@rnrmc.org.uk or Contact — WRNS Benevolent Trust

Keeping your personal information up to date

We want to make sure that any personal information we hold about you is up to date. So, if you think your personal information is inaccurate, you can ask us to correct or remove it at no charge to you. This is called your right to rectification.

Please contact us at dataprotection@rnrmc.org.uk or telephone us on 023 9387 1520 if you would like to change any information that we may hold on you.

If you do not want to receive information from us, you can email dataprotection@rnrmc.org.uk or telephone us on 023 9387 1520.

Accessing your data

Under the UK GDPR, you have a right to know what personal information we hold about you.

If you wish to access any/all information we hold on you, you can complete the Subject Access Request form and return by email or post to:

The Data Protection Officer
The Women’s Royal Naval Service Benevolent Trust
c/o Royal Navy & Royal Marines Charity
Building 37
HMS Excellent
Whale Island
Portsmouth
Hampshire
PO2 8ER

Alternatively, you can email the completed form to us at dataprotection@rnrmc.org.uk or telephone 023 9387 1520.

Once we confirm your identity, we will endeavor to respond to your enquiry within one calendar month to uphold your ‘Right to Access’.

How we protect your personal information

We maintain the highest standards of data protection and security to protect your personal details and other information about you because we want you to feel completely confident about the communications you receive from us.

We regularly review our processes and procedures to protect your information from unauthorised access and use, accidental loss and/or destruction. Our staff receive training to support the integrity of our systems.

Contacting the Regulator

You have the right to raise any issues of concern about us regarding data protection and our processing of your information to the data protection regulator, The Information Commissioner’s Office (ICO).

Here is a helpful link to their website https://ico.org.uk/concerns/

How to Contact Us

You can contact our Data Controller as follows:

By Email to: dataprotection@rnrmc.org.uk

By Post to:

Data Protection Officer
The Women’s Royal Naval Service Benevolent Trust
c/o Royal Navy & Royal Marines Charity
Building 37,
HMS Excellent
Whale Island
Portsmouth
Hampshire
PO2 8ER

By telephone: 023 9387 1520