What information do we collect and how?

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We collect personal information about you that helps us to deliver and improve our services. This includes:

• name and address

• email address and telephone numbers

• payment information such as credit card and bank details

• how you would like to hear from us

• previous events or activities that you have participated in

• details of Gift Aid Declarations, donations and gifts in your will

• details of your volunteering activity

• enquiries and feedback

• interaction with our social media pages

We use this information to better understand how to provide the best service to you in terms of events and activities.

If you have provided details for someone else, for example, by asking us to share information about our services, we will not contact that person until they have been given the opportunity to let us know their communication preferences.  If they have asked you to provide us with their details, we will first contact them to formally gain their consent.

If you have contacted us on behalf of an organisation, for example making a booking for an introductory session, we will also store details of your employer.

When visiting our website we also collect information about your IP address and the pages you visit. This helps us to understand which areas of our website are most useful to our supporters and to make improvements. This does not tell us who you are and where you live.  Please see our Cookies policy below for more information.

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At the time we collect information, we will tell you how we will use your personal data, including: our purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with.

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What do we do with your information?

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• We will make sure that you receive the service you have requested, process any payments for donations or reimbursement of sanctioned expenses for work on behalf of the Trust and send you information relating to relevant services.

• If you have joined us as participant in one of our meditation groups or workshops and/or as a volunteer, this will include sending you any materials or information that you require to help you get the best out of our services and/or confirmation of your role and responsibilities to carry out your work effectively as a volunteer.

• We may also send you updates on forthcoming events, activities, progress in fundraising campaigns and projects and links to our newsletter and website.

• We will send you information about a refresh of your consent for us to contact you if data protection regulations change.

• We will contact you to receive information relating to your Direct Debit payments or any other methods that you use to pay your donations.

• If you have made a donation, this will include thanking you for your support and letting you know how your contribution has helped us.

• We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you or have changed your email address.

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Please do let us know if your details have changed.

Marketing and Communications

Receiving marketing information from the Trust will always be your choice, and you can choose how you would like to receive that information from us.

You can also change your mind at any time, and we will keep your preferences up to date.

We limit the number of marketing communications we send to make sure we are not sending you too much. The maximum you would receive is four per month, in addition to communications that are not marketing related described above.

We may at times invite you to events for fundraising, or ask you if you are able to support us further, but only if appropriate and in line with this privacy policy.

We will only contact you for marketing purposes by telephone, instant message (IM, Whatsapp) or text message (SMS) if you have told us we can.

We will only contact you by email if you have told us you would like to hear from us this way, or to let you know about services you have previously used. Every email will have a link to help you unsubscribe if you wish to stop this.

We may contact you occasionally by post, however you can also stop this at any time by contacting us by email or in writing (details below).

If you have applied to work as a volunteer for the Trust, your personal information will only be processed for the purposes of recruitment, including processing your application and tracking recruitment statistics. You will not receive marketing communications unless you have elected to do so.

User supporter profiles

In addition to respecting your communication preferences, we know it is important to our supporters to use our resources in a responsible and cost effective way. For this reason, we may use automated profiling and targeting to help us understand our supporters and make sure that:

• our communications and services are relevant, personalised and interesting to you

• our services meet the needs of our supporters

• we only ask for further support and help from you if it is appropriate

• we use our resources responsibly and keep our costs down

• to do this we can analyse how you interact with us and use both geographic and demographic information to let you know what is happening in your local area and understand your interests.

If you have agreed that we can contact you, we may also gather additional information about you from external sources, for example, updates to address and contact information or publicly available information regarding your wealth, earnings or employment. We may use this information to assess your capacity to support us and invite you to do so. If you would prefer that this did not happen simply let us know.

This analysis will be carried out by the Trust or by third party organisations working for us.

We will never sell or pass on your personal information, or let other organisations use it for their own purposes.

Who will have access to your information?

Your information will be only be accessible to our staff, volunteers and contractors if they are trained and it is appropriate in order for them to carry out their role in line with this Privacy Policy.

We will only share your personal information where:

• we are legally required to, or as a result of a lawful request by a governmental or law enforcement authority;

• we have engaged a supplier or contractor to carry out services on our behalf, such as legal advice, financial and tax accounting, essential work at any of our hired sites or on our own site in Leicestershire, sending our communications out or carrying out research and analysis; and

• we only work with trusted suppliers who have agreed to the terms of our Data Processor Agreement to treat your information as respectfully as we do and in accordance with the current data protection laws.

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Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

How do we keep your information safe?

The security of your information is paramount to us. We use encryption for transfer of data and our networks are regularly monitored to ensure they remain secure.

We also periodically review our measures to ensure they are up to date and in line with latest developments, particularly when we are handling payment information.

If you have a password to allow access to certain parts of our website, you must keep that password safe and not share it with anyone or personal information could be at risk.

Data that is transmitted via the internet or sent by email cannot be 100% secure. The global nature of the internet means that data transmission to and from us may take place outside the European Economic Area (EEA).