London Playing Fields Foundation

Privacy Notice

Last updated: May 2018

The London Playing Fields Foundation takes its responsibilities on the confidentiality of your information very seriously. We will never sell your data and promise to keep your details safe and secure. This Privacy Notice explains how and why we collect and use your information.

By using our website or providing us with your personal information you are agreeing to this Notice. We may update this Notice at any time without notice, so please check it regularly.

When will I need to provide my details?
We may collect personal information (for example your name, email address, address and telephone number) from you when you:

1. Sign up to our email newsletter
2. Register for an event
3. Make a donation
4. Book one of our playing fields or facilities
5. Participate in one of our projects
6. Seek advice or consultancy services from us

Why do you need my data and how is it stored?
There are several reasons why we need, or would like, to keep your details on record.

1. If you signed up to our e-newsletter, we need your name and email address to keep you informed of news, events, projects and fundraising appeals that may be of interest to you. We will only do this if you have signed up to receive our e-newsletter (either electronically, on paper, or verbally). You can opt out at any time.

In accordance with the incoming GDPR regulations, we are obliged to retain documented evidence of individuals opting in to receive communications from us, either electronically, on paper or verbally. This information is stored on our supporter database to ensure we only communicate with those who have opted in.

2. If you have registered for one of our events, we will keep your contact details in order to communicate details of the event with you.

3. If you have donated to us, and/or filled out a Gift Aid declaration, we will keep the details you provide on our secure supporter database in order to ensure that we have the information needed for accounting and tax purposes. We will always send out a donation and Gift Aid acknowledgement following receipt of your donation.

4. If you have booked a pitch or one of our facilities, we will keep your details in order to communicate with you about your bookings.

5. If you are a participant on one of our projects, we will keep your details in order to deliver our project services to you.

6. If you are seeking our advice or consultancy services, we will keep your details in order to assist you with your enquiry.

Who has access to my information?
We will never sell your data to another organisation or share your information with third parties for marketing purposes.

There are certain instances when we need to use third parties in order to process payments and donations, communicate for our e-newsletter and assist in managing our events.

If you have made a Gift Aid declaration, we may disclose the information you have provided as part of the declaration to HMRC for the purpose of reclaiming gift aid on your donation(s).

We take appropriate technical and organisational measures to keep your data safe. We do use cloud-based applications to process some types of personal data and data may be stored outside of the European Economic Area. Where this happens we ask our suppliers to provide evidence that they have the appropriate measures in place to make sure that your data is secure.

If you would like further information about the third parties we use, please do not hesitate to get in contact with us on 020 7323 0331.

How do you keep my information secure?
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) provided to us online is encrypted and protected on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer. When you fill in one of our online forms, our website will not store your personal information, it links directly to our secure database.

There are always risks transmitting data over the internet and via email. As a result, while we strive to protect your personal information, we cannot ensure or warrant the security of any information which you deliberately send to us, and you do so at your own risk.

How long will you keep my data?
As a general rule we will hold your information for a period of up to seven years from the end of your relationship with the charity. There are some instances where this will be shorter (for example, information relating to unsuccessful job applications will be destroyed after two years to comply with employment practices code).

Cookies
Our website (www.lpff.org.uk) does not currently use cookies other than third party cookies for Google Analytics. Google Analytics enables us to understand how our website is being used in order to improve it for our users by making it easier to use and more accessible. User data is all anonymous.

Bit.ly - We sometimes use a short tracking code on links we send out in email newsletters, on pages on our website and post on social networks. We cannot use this to identify people personally. It is used to understand how people share and respond to our communications to help us improve them.

What if I want you to change or delete my details?
You can update your contact preferences, unsubscribe from our e-newsletter, request copies of your personal information or request us to delete your information at any time by calling us on 020 7323 0331.

Please note that if you unsubscribe from our e-newsletter, we may still contact you for administrative purposes, such as confirming your Gift Aid status or sending you details about an event you have registered for.