PAGEANT - "Education is the future"
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General Data Protection Regulation
The General Data Protection Regulation (GDPR) replaces the UK Data Protection Act 1998. As a small charity, Pageant did not need to comply with the 1998 act, but we must now comply with these new regulations. GDPR governs how we obtain personal information, how we store it and how we use it. Though it mainly deals with information in digital format, GDPR also covers certain types of paper document.
Pageant is a small UK-registered charity (Charity No. 1093963) and is managed by a number of trustees. Our running expenses are provided from annual subscriptions paid by our members, so that all donations can be applied to our charitable work, helping with education in The Gambia. We run a sponsorship scheme so that Gambian students can continue with their education, when they could not otherwise afford school fees and expenses. Pageant also helps with construction projects, and provision of furniture and equipment for schools, and is involved with education and self-sufficiency projects in village communities. Pageant employs a number of Gambian nationals as agents, full or part time, who oversee our projects there and provide liaison with schools and communities.
Your information & how we obtain it
We obtain personal information in several ways, both directly and indirectly:
- If you send an email to Pageant, then we may store your email message as a record of your enquiry.
- We may add your name and email address to one or more 'address books' on our email systems.
- We may use this information to reply to you, and to send further updates to our reply.
Website Forms & Pages Requesting Your Input
- You can contact Pageant by using one of several online forms on the Pageant website. You will only be asked to supply just enough information to enable us to properly deal with your enquiry.
- These forms come to Pageant as email messages, so we will apply the same procedures as for emails.
- Letters and other paperwork may be sent to Pageant by post or other means.
- Documents may also be digitised and sent as email attachments, which we may then decide to print.
- We may use postal and email addresses and telephone numbers from any document in order to contact the sender.
- If the document contains any personal information, then it will come within the scope of GDPR, and we will file it in an appropriate way - see below.
- We may ask you to fill in and send us some forms by post. Examples are our membership form and our ethical gifts order form. These will be treated in the same way as paper documents above.
- We keep detailed records about all Gambian students involved with our sponsorship scheme.
- Information may be in digital format or as paper documents or both.
- Information may be provided by the students themselves, their relatives, teachers and our agents in The Gambia.
- We use fundraising service providers to handle all online donations.
- Our current provider allows anonymous donations, so in this case we don't even know the donor's name.
- We do not have access to any donor's card or bank account information.
- We do not collect bank account or sort code information from cheques sent to us.
- Information contained in bank statements is determined by the bank. We store bank statements securely.
Website Usage Information
- We use a service provided by our internet service provider to give us statistics such as browsers used and pages visited, but no information that could identify individual users.
How we store your information
- Paper documents which come within the scope of GDPR are those containing personal information and which are stored in a filing system, indexed so that individual documents can be located and retrieved.
- Files of such documents are located in lockable storage.
- Alternatively, paper documents may be scanned and stored as digital documents.
- When no longer needed, paper documents will be destroyed, e.g. by shredding.
- All information in digital format is stored securely on local computers or on removable media which is stored securely when not in use.
- Computers, drives, folders or individual files containing personal information are protected by strong passwords.
- All computers will be kept up to date with security and anti-virus software to minimise the chances of improper access to personal information.
- When no longer needed, personal information will be deleted from working computers and back-up copies.
- Computer hard drives and removable media which have held personal information will be destroyed or securely wiped before disposal.
- If hard copies are made of any digital information, these will be treated in the same way as paper documents.
Length of Storage
- Information will be retained only for as long as we need it to carry out the function for which it has been collected, or for as long as is legally required - for example by HMRC or the Charity Commission.
- Information which forms a record of Pageant projects will be retained indefinitely as an archive of our activities.
- Records relating to sponsored children will be retained while the student is waiting for or receiving sponsorship, and afterwards until that student could no longer be in need of further sponsorship.
How we use your information
- We will not pass any personal information to any third parties without your permission, except when this is required by law.
- Members' email, postal addresses and telephone numbers may be added to one or more mailing lists, so we can inform members about Pageant's meetings and activities.
- In other cases, email, postal addresses and telephone numbers will only be used where there is a need to pass on specific information or to reply to an enquiry.
You have the following rights with which we will comply:
- The right to get a copy of any information we hold about you, and to have any inaccuracies corrected.
- The right to have your personal information securely erased.
- The right to withdraw any consent you have given us to use your information.
- The right to lodge a complaint with the Information Commissioner's Office (ICO).