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Creating an aids free future in Africa, Asia and Europe

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Privacy Policy

Key points covered in this Privacy Policy.

  1. Introduction
  2. What Personal Data the Charity might collect on you
  3. How long might the Charity hold on to your Personal Data
  4. How the Charity might collect your Personal Data
  5. The grounds on which the Charity may store and use your Personal Data
  6. The way(s) in which the Charity might use your Personal Data
  7. The measures the Charity has in place to protect your Personal Data
  8. Your rights
  9. How the Charity will communicate changes to this Privacy Policy
  10. Cookies
  11. How you can contact the Charity
  1. Introduction

    The Elton John AIDS Foundation (the “Charity“) is a charity registered in England and Wales under registered charity number 02787008. The Charity’s registered office is: 1 Blythe Road, London, E14 0HG.

    In compliance with the General Data Protection Regulation (the “GDPR“), in force as of 25 May 2018, this Privacy Policy (the “Policy“) sets out the obligations of the Charity in respect of the collection, retention, safeguarding of and access to your Personal Data (defined below).

    The GDPR defines “Personal Data” as any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. This includes, but is not limited to, name, email address, postal address location data, an online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

    The Personal Data that the Charity may collect from you is listed in section 2 below.

    The Charity is committed to protecting and respecting your privacy, and would welcome any feedback you have to: fundraising@ejaf.org.

  2. What Personal Data the Charity might collect on you
    1. The Charity might collect the following Personal Data from you:
      1. Your name, age/date of birth and gender;
      2. Your contact details, including: postal address including billing and delivery addresses, telephone numbers (including mobile numbers) and e-mail address;
      3. Details of purchases and/or orders made by you;
      4. Details of events attended by you;
      5. Details of donations made by you;
      6. Your communication and marketing preferences;
      7. Your interests, preferences, feedback and survey responses;
      8. Your correspondence and communications with the Charity;
      9. Other publicly available Personal Data, including any which you have shared via a public platform (such as a Twitter feed, public Facebook page or a company website).
    2. The Charity’s website is not intended for children and the Charity does not knowingly collect data relating to children.
    3. This list is not exhaustive and, in specific instances, the Charity may need to collect additional data for the purposes set out in this Policy. The Charity may also collect Personal Data from third parties who have your consent to pass your details to the Charity, or from publicly available sources.
  3. How long might the Charity hold on to your Personal Data

    The Charity will not retain your Personal Data for longer than necessary for the purposes set out in this Policy. Different retention periods apply for different types of data, however the longest the Charity will normally hold any Personal Data is 6 years

  4. How the Charity might collect your Personal Data
    1. The Charity may collect your Personal Data in the following:
      1. In person (e.g. at an auction / event)
      2. Via the Charity’s website
      3. Via pledge forms.
  5. The grounds on which the Charity may store and use your Personal Data
  6. The way(s) in which the Charity might use your Personal Data
    1. General
      The Charity (and trusted partners acting on our behalf) might use your Personal Data:

      1. to provide goods and services to you;
      2. to make a tailored website available to you;
      3. to manage any registered account(s) that you hold with us;
      4. to verify your identity;
      5. for crime and fraud prevention, detection and related purposes;
      6. to contact you electronically about events and/or products which the Charity thinks may interest you;
      7. for market research purposes – to better understand your needs;
      8. where the Charity has a legal right or duty to use or disclose your information (for example in relation to an investigation by a public authority or in a legal dispute).
    2. Communications
      The Charity might use your Personal Data for electronic marketing purposes (with your consent) and may send you postal mail to update you on the latest events/fundraising opportunities/work of the Charity.The Charity aims to update you about items which are of interest and relevance to you as an individual.You have the right to opt-out of receiving communications at any time, by:

      1. making use of the simple “unsubscribe” link in emails; or
      2. contacting the Charity via email to fundraising@ejaf.org or via post to the registered office (listed in section 1 above).
    3. Sharing data with third parties
      1. Our service providers and suppliers
        In order to make certain services available to you, the Charity may need to share your Personal Data with some of our service providers/partners. These could include IT, delivery and marketing service providers.The Charity only allows its service providers/partners to handle your Personal Data when the Charity has confirmed that they apply appropriate data protection and security controls. The Charity also imposes contractual obligations on service providers/partners relating to data protection and security, which mean they can only use your Personal Data to provide services to the Charity and to you, and for no other purposes.
      2. Other third parties
        Aside from our service providers/partners, the Charity will not disclose your Personal Data to any third party, except as set out below. The Charity will never sell or rent your Personal Data to other organisations for marketing purposes.
        We may share your data with:- credit reference agencies where necessary for card payments;– governmental bodies, regulators, law enforcement agencies, courts/tribunals and insurers where the Charity is required to do so: –– to comply with our legal obligations;
        – to exercise our legal rights (for example in court cases);
        – for the prevention, detection, investigation of crime or prosecution of offenders; and
        – for the protection of our employees and customers.
  7. The measures the Charity has in place to protect your Personal Data

    The Charity strives to maintain the highest standards of data privacy and security to protect your personal details and other information about you.

    The Charity shall ensure that Personal Data is stored securely using modern software that is kept-up-to-date.

    Access to Personal Data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.

    When Personal Data is deleted this should be done safely such that the data is irrecoverable.

    Appropriate back-up and disaster recovery solutions shall be in place.

    The Charity regularly reviews our processes and procedures to protect your information from unauthorised access and use, accidental loss and/or destruction.

  8. Your rights

    You have the following rights in respect of the Personal Data that the Charity holds:

    1. the right to ask for a copy of Personal Data that the Charity holds about you (the right of access);
    2. the right (in certain circumstances) to request that the Charity deletes Personal Data held on you; where the Charity no longer has any legal reason to retain it (the right of erasure or to be forgotten);
    3. the right to ask the Charity to update and correct any out-of-date or incorrect Personal Data that the Charity holds about you (the right of rectification);
    4. the right to opt out of any marketing communications that the Charity may send you and to object to the Charity using / holding your Personal Data if the Charity has no legitimate reasons to do so (the right to object);
    5. the right (in certain circumstances) to ask the Charity to ‘restrict processing of data’; which means that the Charity would need to secure and retain the data for your benefit but not otherwise use it (the right to restrict processing); and
    6. the right (in certain circumstances) to ask the Charity to supply you with some of the Personal Data that the Charity holds about you in a structured machine-readable format and/or to provide a copy of the data in such a format to another organisation (the right to data portability).
  9. How the Charity will communicate changes to this Privacy Policy

    The Charity may update this Policy to reflect changes in how it collects, stores and/or uses your Personal Data. The most recent version of the Policy will always be available via the Charity’s website. Where appropriate, the Charity will provide you with notice of any significant changes to how it uses your information.

  10. Cookies

    The Charity’s website uses cookies to distinguish you from other users of its website. This helps the Charity to provide you with a good experience when you browse our website and also allows us to improve our site. If you wish to reject cookies, you may need to change your website browser settings.

    1. Cookies in use on our site
    2. Cookie Settings
  11. How you can contact the Charity

    If you have any questions on the contents of this Policy please contact fundraising@ejaf.org or if you would rather get in touch by post, please write to:

    Fundraising Team, The Elton John AIDS Foundation, 1 Blythe Road, London, W14 0HG.