SwimTayka promises to take great care with your personal data, and we commit to protecting any personal information we obtain about you, whether you are visiting our website as a supporter, shopper, volunteer or campaigner.
SwimTayka is a registered charity in England and Wales (charity number1176079).
SwimTayka’s registered address is 12 Glen Gardens, Spalding, Surfleet, Lincolnshire, PE11 4EB.
The objects of SwimTayka are:
Our supporters help us to achieve this in a variety of ways, primarily by:
We take active steps to make sure that our supporters are aware of how they can help us achieve our overall purpose.
We hold and process supporters’ personal data for many reasons:
SwimTayka will only contact you for marketing purposes – for example, keep you up to date on our work, or let you know of ways in which you can support that work – where we have your consent, or we are otherwise allowed to do so.
We will make it easy for you to tell us if you would like to receive marketing communications from us and hear more about our work and how you would like to receive this information (post, email, SMS and phone). We will not send you marketing material if you tell us that you do not wish to receive it.
Where you give us your consent to send marketing information, we will wherever possible let you know how long this consent will last. Unless we have grounds for believing that a more extended period is reasonable and have explained this to you, we will understand your permission to last for 24 months. After this time, for us to continue to update you, we will need your refreshed consent. You can upgrade or withdraw your consent at any time, for individual channels of communication, or for all channels.
Consent lasting more than 24 months
We will generally treat any marketing consent you give us as lasting for 24 months, but will apply the following exceptions (but only where we inform you of this at the time you provide consent):
Soft opt-in allows organisations to send marketing communications by email and SMS to individuals who have previously purchased similar goods and services, provided they were given the opportunity to opt out at the time of purchase. We apply a 24-month time limit and only communicate on this basis where you have purchased within this period. We will not use the “soft opt-in” option if you have opted out of receiving email and/or SMS, whether direct to SwimTayka or via the Fundraising Preference Service.
SwimTayka may collect your personal data in the following circumstances:
When you give it to us DIRECTLY
You may provide us with your personal data directly when you make a donation, sign up for one of our events, purchase products from the SwimTayka on-line shop, when you communicate with us.
When you give it to us INDIRECTLY
You may provide us with your information indirectly when you sign up for events such as the London Marathon, or contribute to SwimTayka via fundraising sites like Total Giving, Just Giving or Virgin Money Giving. These independent third parties will pass your data to SwimTayka where you have indicated that you wish to support SwimTayka and have given your consent or it is a necessary part of completing a contract with you.
Sometimes your personal data is collected by an organisation working on our behalf (for example a professional fundraising agency), but as they are acting on our behalf, we are the “data controller” and responsible for the security and proper processing of that data.
When you access SwimTayka’s Social Media
We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or LinkedIn, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
When the information is publicly available
We might also obtain personal data about individuals who may be interested in giving significant gifts to charities or organisations like SwimTayka. In this scenario, SwimTayka may seek to find out more about these individuals, their interests and motivations for giving through publicly available information. This information may include newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House. SwimTayka will not retain publicly available data relating to significant donors without their consent, which will be sought at the earliest practical opportunity.
If you visit our website as an anonymous visitor (e.g. you switch off cookies), SwimTayka may still collect specific information from your browser, such as the IP address (an IP address is a number that can uniquely identify a computer or other internet device).
We only collect personal data relevant to the type of transactions you have with SwimTayka.
For example, when you contact SwimTayka to make a donation, purchase an item online gift aid scheme, take a campaign action, or sign up to any of SwimTayka’s activities or online content, such as newsletters, competitions, or message boards, or you telephone, email, write to or text SwimTayka, or engage with SwimTayka via social media channels, we may receive and retain personal information about you.
The information we collect is relevant to the type of transaction you are entering into with details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a taxpayer so that we can claim Gift Aid.
Sensitive Personal Data
We do not collect “sensitive personal data” about our supporters, e.g. health status, unless there is an apparent reason for doing so – such as participation in a marathon or similar fundraising event where we need this to ensure that we provide appropriate facilities or support to enable you to participate in the event. Clear notices will be presented on application forms for such events so that it is clear what information we need and why we need it.
Should you substantially support SwimTayka, we may provide an account manager to help you tailor your relationship to suit your interests. If this is the case, we may collect sensitive personal data were relevant to our connection, such as your political or religious views. Should you disclose information to us about your health or your family, this may also be recorded, so that we can communicate with you in a considerate and appropriate manner.
All sensitive personal data is stored on a secure database, to which only a limited number of relevant staff have access. It is deleted when no longer relevant, is never shared with third parties, and is available to you at any point should you wish to see it.
SwimTayka will use your personal information for the following purposes:
“service administration”, which means thatSwimTayka may contact you for reasons related to administering any donations you have made, your tax status concerning Gift Aid if claimed, the completion of commercial or other transactions you have entered into with SwimTayka or the activity or online content you have signed up for;
to confirm receipt of donations (unless you have asked us not to do this), and to say thank you and provide details of how your donation might be used for example if you donate via text you will receive a “bounce back” text message.
in relation to correspondence you have entered into with us whether by letter, email, text, social media, message board or any other means and to contact you about any content you provide;
for internal record keeping to keep a record of your relationship with us;
to keep your data up to date – for instance we use the Royal Mail’s data on postal address changes to ensure that we can maintain contact with you where we believe you are happy to be contacted by post, we also use services which notify us of the recently deceased to avoid any distress that continued communications would cause;
to implement any instructions, you give us to about withdrawing consent to send marketing information or informing us through the Fundraising Preference Service that you do not wish to receive any marketing information;
to use IP addresses to identify the location of users, to block disruptive use and to establish the number of visits from different countries.
to invite you to participate in surveys or research about SwimTayka or our work (participation is always voluntary);
to analyse and improve the activities and content offered by the SwimTayka website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.
We will only use your information within SwimTayka for the purposes for which it was obtained. SwimTayka will not, under any circumstances, share or sell your data with any third party for their marketing 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 may need to share your information with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These “data processors” will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We do not allow these organisations to use your data for their purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.
Facebook and other Social Media Sites
We may also use your email address and phone number to match to your account on Facebook or other social media sites to show you SwimTayka content while using these services. We only do this where you have opted into marketing emails or phone calls, and we keep your data secure by encrypting it. The third party retains no data we hold about you.
Besides, we may also use your email address and phone number to link to Facebook or other social media sites to identify other users of these sites whom we believe would be interested in SwimTayka, and we may then show them SwimTayka content. The third party retains no data we hold about you.
There are two ways to prevent this use of your data, you can either update your preferences at SwimTayka by opting out of the relevant channel of communication, or you can do this via the social media site:
Updating your preferences with SwimTayka will not guarantee that you never see SwimTayka content on social media, since the social media site may select you based on other criteria and without SwimTayka provided your data.
Where legally required
We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).
Your data is only processed outside the EU where SwimTayka has verified that appropriate standards and safeguards are in place.
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 donations subject to gift aid for at least seven years to comply with HMRC rules.
If you request that we 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.
Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and efficiently communicate with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
Where you contribute material to us, e.g. user-generated content or in response to a particular campaign, we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.
The accuracy of your information is essential to us. We want to ensure that we can communicate with you in ways that you are happy with, and to provide you with information that is of interest.
If you wish to change how we communicate with you or update the information we hold, then please contact us:
Additionally, you can opt out of email and SMS separately:
How long will it take for these changes to be effective?
We endeavour to meet the following service levels where supporters request we do not send them marketing information:
Under the Data Protection Act, you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected (in line with standard guidelines for these requests we charge £10 for information requests and require you to prove your identity with two pieces of approved identification).
We ensure that there are appropriate technical controls in place to protect your personal details. For example, our online forms are always encrypted, and our network is protected and routinely monitored.
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.
We use external companies to collect or process personal data on our behalf. We do thorough checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect on our behalf or have access to. We have a robust partner monitoring framework to ensure these contractual obligations are met.
If you would like more information, or have any questions about this policy, please contact our supporter relations team by email at firstname.lastname@example.org or write to us at: Supporter Relations, SwimTayka, 12 Glen Gardens, Surfleet, Spalding, Linconshire, PE11 4EB, UK, or call us on 01172 302030 (Mon-Fri 9am-5pm).
To make a formal complaint about SwimTayka’s approach to data protection or raise privacy concerns directly with our data protection team, please contact:
The Data Protection Officer
12 Glen Gardens
PE11 4EB, UK
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Concerns can also be logged via the ICO website.
Q. Does SwimTayka obtain data from other organisations?
A. SwimTayka receives data from a limited number of Third Parties, including:
Q. Does SwimTayka use profiling as part of its marketing campaigns?
A. How we target our marketing campaigns (profiling)
Profiling is a standard technique used in direct marketing and involves analysing data to improve the targeting of communications. SwimTayka uses profiling techniques to help ensure our communications are relevant. Profiling allows us to target our resources effectively which donors consistently tell us is a crucial priority for them. It enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would. The data may have been provided to SwimTayka by our supporters when responding to our marketing campaigns, or when using our website, or social media sites such as Facebook. It may also have been provided by external organisations as described below.
When building a profile, we may analyse geographic, demographic and other information relating to you, as well as your previous responses to our marketing campaigns. We do this to determine whether we believe a particular marketing campaign might be of interest. Some of the data is provided by external organisations and may be provided at an aggregate level (e.g. by postcode). Where it relates to you as an individual, we check that you have provided your express consent to the relevant third party for this use of your data. This helps to maximise the effectiveness of our campaigns and to minimise the wastage that would result from sending marketing information where it is not of interest.