We are committed to protecting your personal information and being transparent about what we do with it, no matter how you interact with us. That is whether you want to volunteer to do work on our behalf in order to pursue our charitable aims; collect or donate funds for use in pursuing our charitable aims; want information, and training / education; and want to learn more about what we do.
We are committed to using your personal information in accordance with our responsibilities. We are required to provide you with the information in this Privacy Notice under applicable law, including:
- the EU General Data Protection Regulation (EU) 2016/679 and the UK Data Protection Act 2018
- the Privacy and Electronic Communications (EC Directive) Regulations 2003.
The processing of personal information that you provide is carried out by or on behalf of the Jewish Medical Association UK, registered as a charity (269752). This notice tells you how we collect, use and protect your personal information.
HOW AND WHEN WE COLLECT INFORMATION ABOUT YOU
When you directly give us information
We may collect and store information about you when you interact with us. For example, this could be when you register for an event, participate in an event, support us with a donation, submit an enquiry, seek our advice or assistance, or apply for a scholarship.
When you indirectly give us information
When you interact on social media platforms such as Facebook, WhatsApp, Twitter or LinkedIn we may also obtain some personal information. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices.
What information we might collect
When you engage with us by phone, mail, in person or online, we may collect information about you (referred to in this Privacy Notice as ‘personal information’). This may include your name, address, email address, telephone number, date of birth, job title and details of your education and career, why you are interested in the Jewish Medical Association UK, and other information relating to you personally which you may choose to provide to us.
Data protection law recognises that certain types of personal information are more sensitive. This is known “special category” personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic data, biometric data (when used to uniquely identify you or someone else), information concerning health or data concerning a person’s sex life or sexual orientation. Special categories of information will only be collected where necessary: for example, we may need to collect health information from you if you volunteer to help out medically at a communal event. If so clear notices will be provided at the time this information is collected, stating what information is needed, and why.
How and why we use your information
We are required by data protection law to explain the legal basis for using your personal information, and this is set out below. Our legal basis is your consent, in which case you have the right to withdraw your consent at any time. For example, we may use it to administer any one-off or on-going donations you make and claim Gift Aid; to improve current and future delivery of our service; to provide you with access to our website and newsletters; to personalise our communications with you; to participate in surveys to help us to comment on our activities and thus improve them; and to comply with any legal obligations.
Our profiling and analysis activities can be broken into categories:
We may combine the personal information you have given us with data obtained from external sources, such as the Office for National Statistics, to infer likely social, demographic and financial characteristics, so we can tailor our communications and services to better meet your needs or the needs of others like you based on the insight we gain from the profile we build. We will not use the results of this data matching activity in a way that intrudes on your privacy or your previously expressed privacy preferences.
We may conduct analysis by post code or particular area, or by professional status, in order to ensure that communications are sent to those who will be most interested or likely to respond. This is not aimed at identifying specific individuals to target, but rather many individuals who may fall within a certain segment.
Ethical screening and minimising risk
As a registered charity, we are subject to a number of legal and regulatory obligations and standards. The public naturally expect charities to operate in an ethical manner and this is integral to developing high levels of trust and demonstrating our integrity.
This means that we may carry out appropriate due diligence of donors, check donations and implement robust financial controls to help protect the charity from abuse, fraud and/or money laundering.
We may carry out background checks and due diligence on potential donors or anyone planning on making a significant donation or gift before we can accept it.
We may also ethically screen those with whom we communicate to minimise risk of creating an association with an individual or group that conflicts with our ethical standards.
With whom do we share your information?
We will only use your information for the purposes for which it was obtained, or for compatible purposes. We will not, under any circumstances, sell your personal information with any third party for their own purposes, or share it with any third party for their own purposes. You will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
We will only share your data for the following purposes:
- In order to communicate with third party suppliers, such as data hosting providers or service providers so that they can help us to deliver our services, projects, fundraising activities and appeals. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
- Where legally required: We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.
How we protect your information
We use technical and organisational safeguards to ensure that your personal information is secure. We limit access to information on a need-to-know basis and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.
If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.
However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.
How long we keep your information
We will keep your personal information in respect of financial transactions for as long as the law requires us to for tax or accounting purposes.
If you request that we stop processing your personal information for the purpose of marketing we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted.
In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected or for which it is otherwise processed, taking into account our legal and regulatory obligations, the purposes for which we are using the information, the amount and sensitivity of the information, and the potential risk from any unauthorized use or disclosure of the information.
International transfers of information
We may on occasion decide to use the services of a supplier outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. You should be aware that, in general, legal protection for personal information in countries outside the EEA may not be equivalent to the level of protection provided in the EEA.
However, we take steps to put in place suitable safeguards to protect your personal information when processed by the supplier such as entering into the European Commission approved standard contractual clauses. You can obtain a copy of these clauses by contacting us using the details below.
Your rights to your personal information
Data protection legislation gives you the right to request access to personal information about you which is processed by the Jewish Medical Association UK and to have any inaccuracies corrected.
You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.
If you wish to exercise these rights, please send your request to us using the details below, along with copies of two separate identification documents which provide photo identification and confirm your address, such as a passport, driving licence, or utility bill.
Please also provide any additional information that is relevant to the nature of your contact with us, as this will help us to locate your records.
You can send us the documents post to Jewish Medical Association UK, PO Box 38278, London NW3 4YG. Alternatively email a copy of the form along with scans or photos of your two forms of identification to firstname.lastname@example.org.
How to make a complaint or raise a concern
If you would like more information, or have any questions about this policy, to make a formal complaint about our approach to data protection or raise privacy concerns please contact us by post (Jewish Medical Association UK, PO Box 38278, London NW3 4YG) or by email (email@example.com).
If you would like to make a complaint in relation to how we have handled your personal information, you can raise your concern with the relevant statutory body:
Information Commissioner’s Office
Water Lane, Wilmslow
Cheshire SK9 5AF
Alternatively, you can visit their website.
We are registered with the Information Commissioner’s Office as a Data Controller under number Z7908328.
Changes to our Privacy Notice
Our Privacy Notice may change from time to time, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.