The Greater Manchester Mayor's Charity (GMMC) is committed to protecting your personal information and privacy and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
When you interact with us by phone, mail, in person or online, we sometimes receive personal information about you. This policy, together with our website terms and conditions, tells you about how we collect, use and store your personal information.
- Writing to the GMMC; GMCA, 1st Floor, Churchgate House, 56 Oxford Street, Manchester, M1 6EU.
- Emailing email@example.com.
What this policy takes into account
- The General Data Protection Regulation (‘GDPR’) and The Data Protection Act 2018 (‘DPA’)
- The Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by The Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011
- Directive 2009/136/EC of 25 November 2009 (“The European Union Cookie Directive”)
We are a “data controller” for the purposes of the GDPR and the DPA (“Data Protection Legislation”). This means that we are responsible for, and control the processing of, your personal information.
How we collect information about you
We collect information from you in the following ways:
When you interact with us directly: This could be if you submit an enquiry, make a donation, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch by post.
When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving and provide your consent for your personal information to be shared with us.
When you visit our website: We gather general information which might include which pages you visit most often and information is of most interest to you. We also use “cookies” to help our site run effectively. There are more details in our Cookies Statement.
We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.
From other information that is available to the public: In order to tailor our communications with you to your background and interests we may collect information about you from publicly available sources or through third party subscription services or service providers (we have provided further details about this below under ‘Profiling’.
What information we collect
When you interact with us we collect includes details such as your name, email address, postal address, telephone number and credit/debit card details (if you are making a donation).
How we use your information
GMMC will mainly use this information:
- To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
- To update you with important administrative messages about your donation or an event.
- To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
- To keep a record of your relationship with us.
- Where you volunteer with us, to administer the volunteering arrangement.
We may also use your personal information:
- To contact you about our work and how you can support the GMMC (see ‘Marketing’ below for further information).
- To invite you to participate in surveys or research.
Legal basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you.
However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for the GMMC to process your information to help us to achieve our aims and activities.
Whenever we process your personal information under the ‘legitimate interest’ basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your personal information are where we contact you about our work via post, use your personal information, conducting research to better understand who our supporters are, services and for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.
We will only contact you about our work and how you can support GMMC by phone, email or text message, if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address we may send you information about our work and how you can support the GMMC by mail unless you have told us that you would prefer not to hear from us in that way.
You can update your choices or stop us sending you these communications at any time by contacting [insert contact] or clicking the unsubscribe link at the bottom of the relevant communication.
We want to improve how we talk to you and the information we provide through our website and information. To do this we sometimes use profiling and screening methods so that we can better understand our supporters, your preferences and needs to provide a better experience for you.
We may carry out targeted fundraising activities using profiling techniques based on the information that we hold about you. We may also work with third party organisations who provide additional insight, this may include providing wealth screening information or general information about you that is publicly available.
This information can be appended to the information that you have provided which allows us to use our resources more effectively by better understanding the background of our supporters and making appropriate requests based on what may interest them and their capacity to give.
You can of course opt out of this activity at any time. To do this, email firstname.lastname@example.org with the subject line ‘Please stop analysis of my data’ or by contacting us at Greater Manchester Mayor's Charity; via GMCA, 1st Floor, Churchgate House, 56 Oxford Street, Manchester, M1 6EU.
Sharing your personal information
The personal information we collect about you will mainly be used by our staff (and any volunteers) at GMMC to support our aims and activities.
We will never sell or share your personal information with organisations for their own purposes.
The GMMC may however share your information with our trusted partners who work with us on or on our behalf to deliver our aims, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. An example of where we may share your information is with our partners who help us to process donations and claim Gift Aid.
We enter into contracts with these service providers that require them to comply with Data Protection Legislation and ensure that they have appropriate controls in place to secure your information.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority.
How we protect your personal information
We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.
Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted through our website, so any transmission is at the user’s own risk.
Job applicants, and current and former employees
If you apply for a job or volunteering opportunity we will also collect information so we can assess your suitability for the role.
If you apply to work at GMMC 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 outside GMMC – for example, if we need a reference, or need to get a ‘disclosure’ from the Disclosure and Barring Service – 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 will hold your personal information for 12 months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information. We keep de-personalised statistical information about applicants to develop our recruitment processes, but this does not contain any information that could be used to identify individual job applicants.
If you begin employment with us, we will put together a file about your employment. We keep the information in this file secure, and will only use it for matters that apply directly to your employment.
Once you stop working for us, we will keep this file according to our record retention guidelines. You can contact us to find out more about this.
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting [insert postal address, e-mail address and telephone number] You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office https://www.ico.org.
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Requests for access can be made in writing or orally, and provide us with evidence of your identity.
- Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
- Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
- Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
- Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
- Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
- Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given.
How long we hold your personal information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid).
The Greater Manchester Mayor's Charity, via GMCA, 1st Floor, Churchgate House, 56 Oxford Street, Manchester, M1 6EU.
The Greater Manchester Mayor's Charity is a charity registered in England and Wales with registered number 1180418.
Updated 25 August 2021