Privacy Policy
Versionnumber001

Date

AuthorPurposeNov 22

Joint CEO

Policy update

Full policy
Purpose and scope
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This policy describes how and why the Royal Association for Deaf people (RAD) uses yourpersonal information, how we protect your privacy when we use your personal information,and your rights and choices regarding this information.
We promise to respect any personal data you share with us, or that we get from otherorganisations and keep it safe. We aim to be clear when we collect your data and not doanything you wouldn’t reasonably expect.
Developing a better understanding of our service users, supporters and volunteers throughtheir personal data allows us to make better decisions, fundraise more efficiently and, help
us to achieve our vision: ‘’A future of opportunity, achievement and equality for deaf people’.
Who we are
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In this Privacy Policy, ‘Royal Association for Deaf people’, ‘RAD’, ‘we’ or ‘our’ means:
Royal Association for Deaf people (Registered Charity No. 1081949 and Company
registered in England No. 3973353).
References to the RAD website can include accessing any of the following websites:• Royal Association for Deaf people• Radicals
or any other websites that may be developed from time to time with the RAD brand.
RAD’s social media channels include:
Twitter: @royaldeaf
Instagram: @royal_deaf
YouTube: @royaldeaf
Facebook page: royaldeaf
Facebook group: RAD deaf community
LinkedIn Royal Association for Deaf people
Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

RAD Privacy Statement
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The General Data Protection Regulation (GDPR) [Regulation (EU) 2016/679], provides thelegal framework that defines how personal information can be used. RAD is fully committed
to complying with current data protection legislation and has a legal duty to protect any
information we collect from you.
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Your personal information is only used for the purpose for which we collect it
Only information that we actually need is collectedYour personal information is only seen by those who need it to do their jobs
We will not pass your personal information on to any other organisation without yourconsent unless we are required to do so by law
Personal information is retained only for as long as it is required for the purpose
collected
We will, where necessary, keep your information up to dateYour information will be protected from unauthorised or accidental disclosure
We will provide you with a copy of your personal information on request (please see
below for information on access rights and requests)
Inaccurate or misleading data will be corrected as soon as possible
These principles apply whether we hold your information on paper or in electronicform

How we collect information about you
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We may collect information in the following ways:
When you provide information to us directly
You may give us your information in order to access our services, sign up for one of ourevents, tell us your story, make a donation or communicate with us. Sometimes when you
support us, your information is collected by an organisation working for us, but we areresponsible for your data at all times
When you provide information to us indirectly
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Your information may be shared with us by independent third parties e.g., JustGiving,
EasyFundraising or by referrals from service organisations e.g., local authorities. These
independent third parties will only do so when you have indicated that you wish to support
RAD, and with your consent. You should check their Privacy Policy when you provide yourinformation to fully understand how they will process your data

When you give permission to other organisations to share your data, or it is available
publicly
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We may combine information you provide to us with information available from externalsources in order to gain a better understanding of our stakeholders so that we can provide
better services and achieve our strategic aims. The information we get from otherorganisations may depend on your privacy settings or the responses you give, so pleasecheck them regularly. This information may come from the following sources:

Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

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Third party organisations
You may have provided permission for an organisation to share your data with third
parties, including charities. This could be when you buy a product or service, register
for an online competition or sign up with a comparison site.

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Social Media
Depending on your setting or the privacy policies for social media and messaging
services like Twitter, Facebook or WhatsApp, your settings may automatically give us
permission to access information from those accounts or services.

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Information available publicly
This may include information found in places such as Companies House andinformation that has been published in articles / newspapers and social media.

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When we collect information as you use our websites
Like most websites, we use ‘cookies’ to help us make our site, and the way you use
it, better. Cookies mean that a website will remember you. They are small text files
that sites transfer to your computer, phone or tablet. They make interacting with a
website faster and easier. There are more details in our Cookie Policy.

Also, the type of device you are using to access our website and the setting on that device
may provide us with information about your device. This may include what type of device itis, what specific device you have, what operating system the device is using. Your device
manufacturer or operating system provider will have more details about what information
your device makes available to us.
What personal data we collect
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We may collect, store and use the following kinds of personal information:
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Your nameYour contact details (including postal address, email address, telephone number,social media identity)
Nature of your enquiryYour bank or credit card details where you provide these to make adonation/payment
Your IP address

We may also collect sensitive personal information such as date of birth, ethnicity and otherinformation required to allow us to deliver a service and report to our funders (sometimes aspart of a contractual obligation).

We might also collect information about the needs of our service users, which may include
details of a personal nature (if this is shared at the point of initial contact/ is the reason why
we have been contacted).

How we use your information
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Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

We may use your personal information to:
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Deal with your enquiries and requests
Provide you with the services, products or information you asked for
Administer your donation or support your fundraising, this may include processing gift
aid
Keep a record of your relationship with us
Respond or fulfil any requests, complaints or queries you make to us
Understand how we can improve our services, products or information by conducting
analysis and market research
Obtain your permission to publicise details of your feedback
Manage our events
Check for updated contact details against third party sources so that we can stay intouch if you move (see “Keeping your information up to date” below)
Further our charitable objectives
Communicate with you
Administer our websites and to troubleshoot, perform data analysis, research,generate statistics and surveys related to our technical systems
Testing our technical systems to make sure they are working as expected
Contact you if enter your details onto one of our online forms, and you don’t ‘send’ or‘submit’ the form, to see if we can help with any problems, you may be experiencing
with the form or our websites
Display content to you in a way appropriate to the device you are using (for example
if you are viewing content on a mobile device or a computer)
Generate reports on our work, services and events
Safeguard our staff and volunteers
Process your application for a job or volunteering position
Conduct training and quality control
Audit and administer our accounts
Meet our legal obligations, for instance to perform contracts between you and us, or
our obligations to regulators, government and/or law enforcement bodies
Carry out fraud prevention and money laundering checks
Undertake credit risk reduction activities; and/or
Establish, defend or enforce legal claims

For RAD service users, we will only use the information provided to facilitate our work withyou and to record information required by the organisation that funds us for the work, as well
as for internal administrative purposes such as monitoring the quality of our service.

How we use your information to tell you about our work
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Sending marketing communications
We operate an ‘opt-in only’ communication policy. This means that, except as set out below,
we will only send marketing communications to those that have explicitly stated that they are
happy for us to do so.
We may use information you have given us directly, for example the record of your previous
donations to and/or relationship with us, your location and demographics, as well as the typeof activity you have been involved with, to tailor our communications with you about future
activities.
Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

Events and fundraising
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When you have asked for details of a RAD event, we will send you information including
reminders on key information about the event (e.g., timings, meeting points) and where
relevant ideas for fundraising. If you have signed up for a fundraising event with a third party
e.g., Royal Parks Half Marathon and told the third party that you wish to fundraise for us, we
may contact you with further information.

Managing your contact preferences
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All our forms have clear marketing and/or publicity preference questions. You can change
your opt-in preferences when we send you marketing communications.
You can change your preferences at any time by emailing or sending a BSL video message
to: marketing@royaldeaf.org.uk.
Please be aware that if you have decided that you do not want to be contacted for marketing
purposes, we may still need to contact you for administrative purposes. This may include
where we are processing a donation and any related Gift-Aid, thanking you for a donation or
keeping in touch with you about volunteering activities you are doing.
Building profiles of supporters
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Profiling our supporters enables us to raise more funds, sooner, and more cost-effectively
than we otherwise would.
We only use reputable sources, where someone would expect their information may be readby the public. We do not use information sources which have not been broadcast or madepublic.
If you have opted in and you decide to opt out, you can do this at any time. To find out more,
please email or send a BSL video message to: marketing@royaldeaf.org.uk

Legal basis for processing
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Data protection laws mean that each use we make of personal information must have a“legal basis”. The relevant legal bases are set out in the General Data Protection Regulation(EU Regulation 2016/679) and in current UK data protection legislation.

Specific consent
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Consent is where we ask you if we can use your information in a certain way, and you agree
to this (for example when we send you marketing material via post, phone, text or e-mail).
Where we use your information for a purpose based on consent, you have the right towithdraw consent for any future use of your information for this purpose at any time.

Legal obligation
Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

Click here for BSL
We have a basis to use your personal information where we need to do so to comply with
one of our legal or regulatory obligations. For example, in some cases we may need to shareyour information with our various regulators such as the Charity Commission, Fundraising
Regulator, Information Commissioner, or to use information we collect about you for due
diligence or ethical screening purposes.
Performance of a contract
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We may process your personal information in order to perform our obligations under aservice contract.

Vital interests
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We have a basis to use your personal information where it is necessary for us to protect lifeor health. For instance, if there were a safeguarding issue which required us to contact
people unexpectedly or share their information with emergency services, or an emergency
impacting individuals at one of our events.
Legitimate interests
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We have a basis to use your personal information if it is reasonably necessary for us (orothers) to do so and in our/their “legitimate interests” (provided that what the information isused for is fair and does not unduly impact your rights).
We consider our legitimate interests to include all of the day-to-day activities RAD carries out
with personal information. Some additional examples where we are relying on legitimate
interests are:
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Updating your address using third party sources if you have moved house(please see the “Keeping your information up to date” section for more on
this)
Use of personal information when we are monitoring use of our websites fortechnical purposes
Use of personal information to administer, review and keep an internal recordof the people we work with, including supporters and volunteers
Sharing of personal information between relevant teams and committees
within RAD
Where you have signed up with us on a charity place for a third- party event(for example a sponsored run not organised by RAD), sharing personal
information with the third- party event organiser so they can administer theevent

We only rely on legitimate interests where we consider that any potential impact on you(positive and negative), how intrusive it is from a privacy perspective and your rights underdata protection laws do not override our (or others’) interests in us using your information inthis way.
When we use sensitive personal information (please see the “What personal information wecollect” section), we require an additional legal basis to do so under data protection laws, so
will either do so on the basis of your explicit consent or another route available to us by law
for using this type of information (for example if you have made the information manifestly
Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

public, we need to process it for employment, social security or social protection law
purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
How we protect your information
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We ensure that there are appropriate technical and organisational controls in place to protect
your personal details. Our Data Protection Policy is reviewed annually.
How long we keep your information forYour information is kept only for as long as is necessary for the purposes for which it wascollected and is securely destroyed. Our Data Protection Policy is reviewed annually.
Sharing your information with third parties
We may disclose your information to third parties in connection with the other purposes set
out in this policy. These third parties may include:••••

Business partners, suppliers and sub-contractors who may process information on
our behalf
Analytics and search engine providers
IT service providers
Organisations that fund our work

Where we are under a legal or regulatory duty to do so, we may disclose your personal
information to the police, regulatory bodies or legal advisors, or where we consider it
necessary to protect the rights, property and safety of RAD, its staff, volunteers, visitors orservice users or others.
Keeping your information up to date
We really appreciate it when you let us know if your contact details change.
However, from time to time, we may use information from external sources (e.g., the Post
Office national change of address database) to identify when we think you have changed
address. This enables us to update our records and stay in touch.
This activity also ensures that we do not have duplicate records or out of date preferences,
so that we do not contact you when you have asked us not to.
Remember, you can change your preferences at any time by emailing or sending a BSL
video message to: marketing@royaldeaf.org.uk
Your rights
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Under UK data protection law, you have rights over personal information that we hold aboutyou. This is summarised below:•

Right to access your personal information
You have a right to request access to the personal data that we hold about you. You
also have the right to request a copy of the information we hold about you, and wewill provide you with this unless legal exceptions apply. If you want to access your

Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

information, send a description of the information you want to see by emailing or
sending a BSL video message to: dataprotection@royaldeaf.org.uk•

Right to have your inaccurate personal information corrected
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You have the right to have inaccurate or incomplete information we hold about you
corrected. If you believe the information we hold about you is inaccurate or
incomplete, please provide us with details and we will investigate and, whereapplicable, correct any inaccuracies.

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Right to restrict use of your personal information
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You have a right to ask us to restrict the processing of some or all of your personal
information in the following situations: if some information we hold on you isn’t right;
we’re not lawfully allowed to use it; you need us to retain your information in order for
you to establish, exercise or defend a legal claim; or you believe your privacy rights
outweigh our legitimate interests to use your information for a particular purpose andyou have objected to us doing so.

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Right to delete your personal information
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You may ask us to delete some or all of your personal information and in certain
cases, and subject to certain exceptions, you have the right for this to be done.

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Right for your personal information to be portable
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If we are processing your personal information (1) based on your consent, or in orderto enter into or carry out a contract with you, and (2) the processing is being done byautomated means, you may ask us to provide it to you or another service provider ina machine-readable format.

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Right to object to the use of your personal information
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If we are processing your personal information based on our legitimate interests orfor historical research or statistics, you have a right to object to our use of yourinformation. If we are processing your personal information for direct marketing
purposes, and you wish to object, we will stop processing your information for these
purposes as soon as reasonably possible.

Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023

Click here for BSL
If you want to exercise any of the above rights, please contact us by emailing or
sending a BSL video message to: marketing@royaldeaf.org.uk. We may be required
to ask for further information and/or evidence of identity.
We will endeavour to respond fully to all requests within one month of receipt of yourrequest, however if we are unable to do so we will contact you with reasons for thedelay.
Please note that exceptions apply to a number of these rights, and not all rights will
be applicable in all circumstances. For more details we recommend you consult theguidance published by the Information Commissioner’s Office.

Complaints
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If you are unhappy with any aspect of how we are using your personal information, pleasecontact us.
Our Complaints Policy is available online in English and BSL.
You have the right to lodge a complaint about how we use your information with theInformation Commissioner’s Office.
Changes to this Policy
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We may change this Privacy Policy from time to time. Any significant changes will be madeclear on the RAD website.
Contacting us about this Policy
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If you have any questions or comments, please let us know by emailing or sending a BSL
video message to: marketing@royaldeaf.or.uk.
RAD has a Data Protection Lead who can be contacted by emailing or sending a BSL video
message to: dataprotection@royaldeaf.org.uk
You can contact us in

Reviewed by: The Joint CEOs
Date: November 2022
Version: Privacy Policy 2022-001
Next review: November 2023