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privacy notice

We are committed to protecting your personal information and being transparent

about what we do with it, no matter how you interact with us. That’s whether you

want to work, volunteer or advocate for us, donate, buy goods or use our services,

want information, training or want to learn more about what we do.

We are committed to using your personal information in accordance with our

responsibilities. We are required to provide you with the information in this Privacy

Notice under applicable law which includes:

The European Union General Data Protection Regulation (Regulation

(EU) 2016/679) (‘GDPR’) and the Data Protection Act 2018 (‘DPA’)

referred to as the ‘data protection legislation’

The Privacy and Electronic Communications Regulation (2003)

We won’t do anything with your information you wouldn’t reasonably expect.

Processing of your personal information is carried out by or on behalf of the Inspire

You; registered as a charity in England and Wales (1170856) and registered as a

company in England and Wales (07705770).

This notice, together with our website terms and conditions and our cookies

policy tells you about how we collect, use and protect your personal information.

If you have any queries about our Privacy Notice, please get in touch with our

Information Governance team:

Email hello (@) inspireyou.vision

Phone 0845 467 6595

Post Inspire You Centre

1 St Judes Road



West Midlands


How and when we collect information about you

When you directly give us information

We may collect and store information about you when you interact with us. For

example, this could be when you:

  • support our work through a donation

  • fundraise on our behalf

  • register for an event

  • tell us your story

  • buy goods from our online shop

  • submit an enquiry

  • register for or use our services

  • participate in our training

  • give us feedback

  • make a complaint

  • use one of our apps

  • apply for a job

  • register as a volunteer

  • enter into a contract with us

  • are captured by CCTV recording

When you indirectly give us information

When you interact with us on social media platforms such as Facebook, WhatsApp,

Twitter or LinkedIn we may also obtain some personal information about you. The

information we receive will depend on the privacy preferences you have set on each

platform and the privacy policies of each platform. To change your settings on these

platforms, please refer to their privacy notices.

We may obtain information about your visit to our site, for example the pages you

visit and how you navigate the site, by using cookies. Please visit our cookies

policy for information on this.

What information we might collect

When you engage with us by phone, mail, in person or online, we may collect

information about you (referred to in this Privacy Notice as personal information).

This may include your name, address, email address, telephone number, date of

birth, job title and details of your education and career, why you are interested in

Inspire You Charity, and other information relating to you personally which you may

choose to provide to us.

Data protection law recognises that certain types of personal information are more

sensitive. This is known as sensitive; or special category; personal information and

covers information revealing racial or ethnic origin, religious or philosophical beliefs

and political opinions, trade union membership, genetic or biometric data,

information concerning health or data concerning a person’s sex life or sexual


Sensitive information will only be collected where necessary, for example, we may

need to collect health information from you when you register for a challenge event

or to deliver a community service as a volunteer or member of staff. Clear notices

will be provided at the time we collect this information, stating what information is

needed, and why.

With your explicit consent, we may also collect sensitive personal information if you

choose to tell us about your experiences relating to our services for use in a case


If you are under 16

If you are aged under 16, you must get your parent/guardian’s permission before you

provide any personal information to us.

How and why we use your information

We will use your personal information for the following purposes:

Donation processing: We will process personal information you

provide in order to administer any one-off or on-going donations you

make and claim Gift Aid.

Responding to a request: If you contact us with a query, we may use

your personal information to provide you with a response.

Fundraising or direct marketing: We will only send you marketing

information by email, SMS, or phone if you have given us specific

consent. If you withdraw your consent and then subsequently opt in to

receive marketing information again, then your most recent preference

may supersede. If you respond to a fundraising appeal by post, you

may also receive fundraising mail, which you can opt out of at any time.

Monitoring and Evaluating: We may use your information in order to

improve current and future delivery of our services.

Processing an application to work with us: We may process your

information if you send or fill in an application form or send us your CV

or details in respect of an opportunity to work with us in order to

evaluate your suitability and respond to you.

Transactional purposes: We will need to use your personal

information in order to carry out our obligations arising from any

contracts entered into between you and us for goods or services.

Providing and developing our website: We may use your personal

information to help provide you with access to our website, personalise

your experience, and improve and develop it further.

Administration: We may use your personal information to record and

deal with a complaint, record a request not to receive further marking

information, record what our volunteers have done for us, and for other

essential internal record keeping purposes.

Prevention of crime: We may record your image on CCTV which we

use to prevent crime and keep our people and the public safe.

Protecting your vital interests: We may process your personal

information where we reasonably think that there is a risk of serious

harm or abuse to you or someone else.

Market research and surveys: We may invite you to participate in

surveys or market research to help us improve our website, fundraising,

services and strategic development. Participation is always voluntary

and no individuals will be identified as a result of this research, unless

you consent to us publishing your feedback.

Legal, regulatory and tax compliance: Where required we are subject

to a legal obligation, we may process your personal information to fulfil

that obligation.

Profiling and analysis: We may occasionally for the purposes of our

legitimate interests use your personal information to conduct profiling of

our supporters or potential supporters. This will help us target

communications in a more focused, efficient and cost effective way,

helping us reduce the chances of supporters and potential supporters

receiving inappropriate or irrelevant communications. You can object to

such use of your personal information for profiling at any time by

contacting us at the details set out at the end of this Privacy Notice.

Our profiling and analysis activities can be broken into five categories:

1. Data matching

We may combine the personal information you have given us with data obtained

from external sources, such as the Office for National Statistics, to infer the likely

social, demographic and financial characteristics, so we can tailor our

communications and services to better meet your needs or the needs of others like

you based on the insight we gain from the profile we build. We will not use the

results of this data matching activity in a way that intrudes on your privacy or your

previously expressed privacy preferences.

2. Segmenting

We conduct analysis of supporters by group, post code or particular area where

supporters may be based. This is to ensure that campaigns or mailings are sent to

those who will be most interested or likely to respond. This type of activity is not

aimed at identifying specific individuals to target, but rather many individuals who

may fall within a certain segment of supporters.

3. Major donor analysis

We may carry out research to determine whether an individual could be a potential

major donor. We may use publicly available information from third party sources

such as Google; Companies House; published biographies and publicly available

LinkedIn profiles. The type of information we collect can include:

  • career overview

  • gift capacity

  • areas of interest

  • history of giving to us and others

  • how the individual is connected with us and others

  • public information on any philanthropic activities.

4. High value event planning

We may also use profiling to produce short biographies of people who are due to

meet with our leadership or attend an event that we may be hosting.

This helps our people to understand more about those we engage with, and their

interests or connection to us.

5. Ethical screening and minimising risk

As a registered charity, we are subject to a number of legal and regulatory

obligations and standards. The public naturally expect charities to operate in an

ethical manner and this is integral to developing high levels of trust and

demonstrating our integrity.

This means that we may carry out appropriate due diligence of donors, check

donations and implement robust financial controls to help protect the charity from

abuse, fraud and/or money laundering.

We may carry out background checks and due diligence on potential donors or

anyone planning on making a significant donation or gift before we can accept it.

We may also ethically screen supporters to minimise risk of creating an association

with an individual or group that conflicts with the standards we have set out in our

overarching ethical policy.

Who do we share your information with?

We will only use your information for the purposes for which it was obtained. We will

not, under any circumstances, sell or share your personal information with any third

party for their own purposes, and you will not receive marketing from any other

companies, charities or other organisations as a result of giving your details to us.

We will only share your data for the following purposes:

1. Third party suppliers: We may need to share your information

with data hosting providers or service providers who help us to

deliver our services, projects, or fundraising activities and

appeals. These providers will only act under our instruction and

are subject to pre-contract scrutiny and contractual obligations

containing strict data protection clauses.

2. Where legally required: We will comply with requests where

disclosure is required by law, for example, we may disclose your

personal information to the government for tax investigation

purposes, or to law enforcement agencies for the prevention and

detection of crime. We may also share your information with the

emergency services if we reasonably think there is a risk of

serious harm or abuse to you or someone else.

We always aim to ensure that personal information is only used by those third parties

for lawful purposes in accordance with this Privacy Notice.

How we protect your information

We use technical and corporate organisational safeguards to ensure that your

personal information is secure. We limit access to information on a need-to-know

basis and take appropriate measures to ensure that our people are aware that such

information is only used in accordance with this Privacy Notice.

We undertake regular reviews of who has access to information that we hold to

ensure that your information is only accessible by appropriately trained staff,

volunteers and contractors.

Our online forms are always encrypted and our network is protected and routinely


If you use your credit or debit card to donate to us, buy something or make a booking

online, we pass your card details securely to our payment processing partners. We

do this in accordance with industry standards and do not store the details on our


However, please be aware that there are always inherent risks in sending

information by public networks or using public computers and we cannot 100%

guarantee the security of data (including personal information) disclosed or

transmitted over public networks.

Vulnerable circumstances

We understand that additional care may be needed when we collect and process the

personal information of vulnerable supporters and volunteers. In recognition of this,

we observe good practice guideline in our interactions with vulnerable people.

How long will we keep your information?

We will keep your personal information in respect of financial transactions for as long

as the law requires us to for tax or accounting purposes (which may be up to six

years after a particular transaction).

If you request that we stop processing your personal information for the purpose of

marketing we may in some instances need to add your details to a suppression file

to enable us to comply with your request not to be contacted.

In respect of other personal information, we will retain it for no longer than necessary

for the purposes for which it was collected, taking into account guidance issued by

the Information Commissioner’s Office.

International transfers of information

We may, on occasion decide to use the services of a supplier outside the European

Economic Area (EEA), which means that your personal information is transferred,

processed and stored outside the EEA. You should be aware that, in general, legal

protection for personal information in countries outside the EEA may not be

equivalent to the level of protection provided in the EEA.

However we take steps to put in place suitable safeguards to protect your personal

information when processed by the supplier such as entering into the European

Commission approved standard contractual clauses. By submitting your personal

information to us you agree to this transfer, storing or processing at a location

outside the EEA.

Your rights to your personal information

Data protection legislation gives you the right to request access to personal

information about you which is processed by the Inspire You Charity and to have any

inaccuracies corrected.

You also have the right to ask us to erase your personal information, ask us to

restrict our processing of your personal information or to object to our processing of

your personal information.

If you wish to exercise these rights, please complete this request form (PDF) and

send it along with copies of two separate identification documents which provide

photo identification and confirm your address, such as a passport, driving licence, or

utility bill.

Please also provide any additional information that is relevant to the nature of your

contact with us, as this will help us to locate your records.

You can send us the documents via post to:

Email info@inspireyou.org.uk

Phone 0845 467 6595

Post Inspire You Centre

1 St Judes Road



West Midlands


Alternatively email a copy of the form along with scans or photos of your two forms of

identification to: hello (@) inspireyou.vision

We will respond within 30 days, on receipt of your written request and copies of your

identification documents.

How to make a complaint or raise a concern

If you would like more information, or have any questions about this policy, to make

a formal complaint about our approach to data protection or raise privacy concerns

please contact the Information Governance Team:

Email hello (@) inspireyou.vision

Phone 0845 467 6595

Post Inspire You Centre

1 St Judes Road



West Midlands


If you would like to make a complaint in relation to how we have handled your

personal information, please follow our complaints procedure. If you are not happy

with the response you receive, then you can raise your concern with the relevant

statutory body:

Information Commissioner’s Office

Wycliffe House

Water Lane




Alternatively you can visit their website.

Changes to our Privacy Notice

Our Privacy Notice may change from time to time, so please check this page

occasionally to see if we have included any updates or changes, and that you are

happy with them.

(Last updated: 07 May 2019)