Mandala Trust Privacy Policy

Mandala Trust Privacy Policy

1. What personal information does the Mandala Trust collect about its donors and supporters?

If you make a donation online via MyDonate using a debit or credit card

The Mandala Trust has access to the following data from MyDonate when you have made an online donation to the Mandala Trust, either for general funds or in response to a particular appeal. This includes donations made via the MyDonate link on the Mandala Trust website, or via the link on BT’s MyDonate page:

  • Name
  • Address
  • Email address
  • Amount donated
  • Type of card used (but no card number)
  • Whether we can apply for Gift Aid on your behalf

We need this information for financial auditing purposes, and sometimes in order to communicate with you about your donation.

If you set up a Direct Debit or Standing Order

If you send us a Direct Debit/Standing Order instruction form by post, we keep the following information as supplied by you on the form:

  • Name
  • Bank details (bank name and address, name of account holder(s), branch sort code, bank/building society account number
  • Amount and frequency of your donation
  • Whether we can apply for Gift Aid on your behalf

If you send us a one-off donation by cheque

If you send us a cheque or cash donation with a paper donation form, we keep the following information as supplied by you on the form:

  • Name
  • Address
  • Email address
  • Amount donated
  • Whether we can apply for Gift Aid on your behalf

2. Who has access to my data?

Information about your donation is accessed by our Finance team as required to carry out their accounting duties.

Your address and email address are accessed by our Communications team to ensure that you receive information about the Mandala Trust’s work in line with your instructions (see section 3, below).

3. How do you use my information to keep me up-to-date with the Mandala Trust’s news and activities?

From 25 May 2018, in line with our commitment to best practice around data protection and to comply with new legislation on data privacy as detailed in the General Data Protection Regulation (GDPR), we will only contact you about our news, activities and fundraising appeals if you have specifically said you agree to us doing this, and we will only contact you in the way(s) you have agreed to.

Our communications consist of one or two emailed newsletters a year, and occasional emails about special appeals including our annual appeal in November.

As of 25 May 2018, you will only receive these communications if you have opted in.

If you would like to stay in touch and hear from us occasionally about our news, activities and fundraising appeals but haven’t yet opted in, you can do so here: Opt-in form.

What if I want to change my communications preferences at a later date?

Every email message we send includes a link to opt out of receiving future emails.

You can also let us know of any changes to your communications preferences by emailing info@mandalatrust.org or writing to us: Communications Manager, The Mandala Trust, The Stables, Langham Place, Rode, Somerset BA11 6PL.

You can contact us at any time to notify us of changes such as a new address or email address.

If you opt out of receiving our communications at any point, we will record this request on our database. This will ensure that you do not receive any further communications from us.

4. Do you ever share my information with third parties?

We will not at any time sell your information. We may use other companies to provide services on our behalf. These are trusted partner organisations that work with us in connection with our charitable purposes. We only provide these partners with the information they need to deliver the required service. We ensure that any third party we employ has a robust privacy policy. The third parties that we currently use are:

Very occasionally, we may act as a fundraising facility for another charity, if that charity’s purposes are consistent with those of the Mandala Trust. This information will be prominent on our website and in our other communications. If you donate to another charity via the Mandala Trust, we will share the donor information with that charity in order for them to communicate with you what they are doing. A Mandala Trust opt-in will assume that you wish this to be the case. If you opt out of communications with the Mandala Trust, this will also mean you opt out from any partner data holding.

We do not share your information for any other purposes.

5. How secure is the information I give you?

The Mandala Trust takes the care of your data seriously and undertakes to protect your personal information by putting in place appropriate physical, electronic, and managerial procedures to safeguard and secure the data we collect.

In today’s cyber environment it is unfortunately not possible to completely guarantee against loss, misuse or alteration of data, for example in the event of a successful cyber-attack. However, should this scenario arise, we will contact you as soon as possible giving full details of any data that has been compromised.

Please be aware that emails are not a secure way of sending data.

6. How long will you keep my information?

Donation information

Your donation information is held on our database for financial auditing purposes and so that we can keep a record of your support for us.

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.

Data suppression

If you do not interact with us for a period of five years, we will automatically make your record inactive on our database (suppress your details so that you do not receive communications from us).

7. The right to be forgotten

You have the right to be ‘forgotten’, which means that if you request us to, we will remove all the data that we hold on you from our systems, unless we are required to keep it for statutory legal reasons.

8. How can I see what information you hold on me?

Under the Data Protection Act 1998 and the General Data Protection Regulation (effective from 25 May 2018) you can request a report detailing the information we hold about you. To obtain a report, please write to:

Communications Manager, The Mandala Trust, The Stables, Langham Place, Rode, Somerset BA11 6PL.

We will issue a response to all enquiries within a month.

The following information will be required before access is granted:

  • Your full name and contact details
  • Your relationship to the Mandala Trust
  • A copy of your passport or national ID card

Reports will be sent by post. We reserve the right to charge a reasonable admin fee for additional copies of the same information.

9. Cookies

Cookies are small text files that are placed on your device to collect information such as user preferences, information for things like shopping carts, and anonymous tracking data.

We do not use cookies on our website, and do not collect information about you when you visit the website.

Our email communications are sent using MailChimp. MailChimp logs when emails are opened, and if any links are clicked. To see their cookie policy, go to https://kb.mailchimp.com/accounts/account-setup/how-mailchimp-uses-cookies.

If you have concerns about cookies, consult the Help section of your browser or take a look at the All about Cookies website  which offers guidance for managing cookies.

10. Who can I contact for further information?

Our processing of data is overseen by the Trustees of the Mandala Trust:

The Trustees, The Mandala Trust, The Stables, Langham Place, Rode, Somerset BA11 6PL

Email: info@mandalatrust.org

Tel: 01373 831834

If you are unhappy with our organisation’s data practices and do not feel that we have addressed your concerns, please contact the Information Commissioner’s Office or call the helpline on 0303 123 1113.