Privacy

Policy

Introduction

DeafQuake Ltd takes your privacy very seriously and we want you to understand clearly how we use the Personal Information we collect about you. When you share information with us, we will always tell you how we will use it depending on how and why we are collecting the information.

This Privacy Policy applies to any Personal Information collected and used by DeafQuake Ltd. For the purpose of this Policy, ‘Personal Information’ means information which can identify a living individual.

What we collect, why we collect it and how we use it?

The type of Personal Information we collect will depend on why you are providing it and how we are using it – for example if you are making a donation, purchasing a product or service (eg training), asking about volunteering opportunities or receiving support from us.

As an organisation we collect and use Personal Information for a variety of reasons and in a variety of ways, depending on the activity you are taking part in when you share the information.
When we collect Personal Information, we will always explain clearly what information we are collecting, why we are collecting it and how we will use it.

If you do not provide us with your Personal Information, we may not be able to provide you with any of our services.

We will always make sure we have a lawful basis for processing your Personal Information. For more information on the lawful basIs to process your Personal Information, please refer to Section IV: Lawful Basis of this Privacy Policy.

How we will use your personal details?

DeafQuake Ltd takes your privacy very seriously and we want you to understand clearly how we use the Personal Information we collect about you. We are a “data controller”. This means that we are responsible for deciding how we hold and use Personal Information about you, and for explaining this clearly to you. When you share information with us, we will always tell you how we will use it depending on how and why we are collecting the information.

We always act on your instructions and we aim to put you in control of your relationship with us. Our aim is to communicate and work with you in a way that makes you want to stay involved with us for as long as possible, as you see the value and impact of your relationship with us.

We will not share your data for others’ marketing purposes.

Please be assured that you will not receive offers from other companies or organisations as a result of giving your details to us. We will not sell, rent or lease any Personal Information we collect to any third parties.

How to stop or change how we communicate with you:

If at any time you wish to stop or change how we communicate with you, or update the information we hold, please do get in touch. We will provide you with contact details or you can use the details at the bottom of this policy.

Privacy

If you visit our website or contact us, this privacy policy is for you. It’s about how we (DeafQuake Ltd) protect your personal information and respect your privacy.

DeafQuake Ltd is a registered company in England and Wales (number 13213604). Contact information for our Data Protection Officer is set out in this policy below in section 11.

Personal information means any information which could be used to identify an individual. It can include your name, date of birth or email address.

We update this policy from time to time as we make improvements or when laws change. If we make significant changes to this policy or the ways we use personal information, we will notify you where reasonably possible for us to do so.

Further information is provided below on:

Collecting your personal information
Special category data
Our purposes for processing your personal information
Lawful bases
Who we share your personal information with
International data transfers
Securing your personal information
How long we keep your personal information IX. Your rights
Changing how we communicate with you
Contacting our Data Protection Officer

1) Collecting your personal information

When we collect personal information, we will always explain clearly what information we are collecting, why we are collecting it and how we’ll use it. There are a number of ways we could receive your personal information.

a) Directly

If you give us your information directly for any reason. For example, when you make a donation or contact us for support.

b) Indirectly

If you give your information to a third-party to pass onto us. For example, by using fundraising sites like JustGiving. We also work on marketing initiatives with third parties under which they may share your personal information with us where you have indicated that you are happy to be contacted by us.

c) Publicly available

Occasionally we obtain personal information from public sources to better understand our supporters. For example, we might collect information from Companies House or charity or corporate annual reviews.

We also collect certain technical information from you when you interact with our website. For example, the amount of time you spend on pages you visit.

2) Special category data

Certain types of personal information are sensitive and need more protection. For example, information about your race or ethnic origins, political opinions, sex life or sexual orientation, religious beliefs, and health information. There are also special rules about the use of criminal information (information about criminal convictions or allegations about criminal convictions).

We may collect these types of information – particularly information about the health of our beneficiaries. We only collect these types of information where we have a valid reason for doing so (for example, where we require it in order to provide support to a beneficiary) and only if the law allows us to do so. For example, the law allows us to collect health information where we are doing so in order to provide support for individuals with a particular disability or medical condition, or where we have your explicit consent.

3) Our purposes for processing your personal information

We process your personal information for the following purposes:

To provide you with information about us (where you have requested it) and to communicate with you in general
To send you updates about DeafQuake Ltd and our activities, services and products
To administer and promote our activities
To invite you to and to run events, including focus groups
To support our beneficiaries, including assessing individual support needs, preparing and delivering support plans etc
To collect your story about dealing with hearing loss and to use your story in our publications
Reporting to third parties, such as local authorities, where we are contracted to provide a service on their behalf
To analyse and demonstrate our impact
To recruit staff and volunteers
For staff training and monitoring purposes
To handle the administration of any donation or other payment you make to us
To promote our organisational aims (including the use of case studies for this purpose)
To provide you with the products or services you have requested
To analyse, evaluate and improve our operations (including our overall strategy) and our website
To prepare our accounts and for audits
To satisfy legal obligations which are binding on us (for example, reporting to the HMRC)
To establish, defend or enforce legal claims
To create an evidence base to support our work and to influence policy.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purposes. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

4) Lawful basIs

Data protection law says that we must have a ‘lawful basis’ to process your personal information. There are five lawful bases that we can rely on depending on why we are processing your information.

a) Consent

If you’ve given your consent to the processing of your personal information for one or more specific purposes. Taking an action to agree you’re happy with us to process your information could include clicking a button or replying to an email. We might use this basis to contact you via email to market our services or to fundraise.

b) Legitimate interests

If we process your personal information for this reason, we believe we have a legitimate reason and that this reason is not overridden by your interests, rights and freedoms. For example, if you have placed an order for a product, we may send you a future edition of our product catalogue in the post. If we rely on our legitimate interest you have the right to object.

c) Contractual

If the processing of your personal information is necessary for entering into a contract or a contract we already have with you. This includes sending an order from our shop.

d) Legal obligation

If the processing of your personal information is necessary for us to comply with a legal obligation.

e) Vital Interests

If the processing of your personal information is necessary to protect your life.

For more information about lawful basis for processing, visit the ICO website.

Profiling and automated decision making

Profiling is a form of automated processing of personal information to build up a picture of a person. In particular, to analyse or predict aspects about that person’s economic situation or personal preferences. We may use the information we hold about you based on your interactions with us to help us build our relationship with you and personalise what we offer.

This includes building a profile, which may include information from public sources such as Companies House and can contain employment information, estimated capacity to give, information about assets and history of charitable giving. We will only ever access third party or public sources which we consider to be credible and accurate. You have the right to object to this.

We also screen our mailing lists against a register of deaths, and ‘gone away’ changes of address. This ensures that our lists do not contain information which is out of date because the supporter is deceased or has moved away.

We do not undertake automated decision making, which would involve making significant decisions affecting you solely by automated means.

5) Who we share your personal information with

Depending on why you provided us with your personal information and how we are using it, we may need to share your information with other organisations or individuals. This may include those that provide services on our behalf, such as printing of letters or delivery of products. We have systems and processes in place to ensure your personal information is stored securely and is used only for the purposes it was provided.

We may share personal information with our social care regulators where required as part of their regulatory activity. You can access the privacy notices for each as follows: the Care Quality Commission (CQC), and the Regulation and Quality Improvement Authority (RQIA).

We may also share your personal information with third parties where necessary to protect or defend our legal rights or the rights of another party.

a) Public and governmental authorities

We may have to share your personal information with another organisation to comply with the law. For example, if you provide us with VAT exemption information, we may have to share your completed VAT exemption form with HMRC if requested.

b) Social media

We may share your personal information (such as email address and phone number) with social media sites (such as Facebook, Instagram and Twitter and LinkedIn) to show you DeafQuake Ltd content while you use these services.

This information may also be used by the social media site on our behalf to identify other users with similar interests who may be interested in our content. These social media services may also receive some personal information about you when you visit our website, or view our videos, and engage with us that way (in other words, we identify individuals who might be interested in our work and our aims, and then ask social media platforms to check whether those individuals have accounts with them and, if so, provide those individuals with our advertising and campaigning material).

For more detailed information, please see Facebook’s information about custom audiences and data policy.

You have the right to object to this. If you do not want us to share your email address or telephone number with social media sites (even in encrypted form), then you can ask us not to by contacting our Data Protection Officer using the details below. You can also control what ads you see via your ad settings within social media sites such as Facebook; we have no control over this.

c) Third parties in corporate transactions

In connection with any proposed or actual reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or part of our organisation, we may share your personal information as part of the transferring assets.

d) Professional advisors

We may share your personal information with our accountants, auditors, lawyers, insurers, bankers or other professional advisors.

6) International data transfers

We may need to transfer your personal information outside of the EU and the UK. For example, some of the systems we use to hold personal information are provided by an organisation that stores the data on systems held outside of the EU and the UK.

Although these countries may not be subject to the same data protection laws as companies based in the UK, we make sure they provide an adequate level of protection in accordance with UK data protection law or that safeguards (such as standard contractual clauses) are put in place to protect your personal information. Should you have any questions about these safeguards, please contact us using the details below.

7) Securing your personal information

We will take steps to ensure that all personal information we hold about you is kept safe using a variety of security technologies and organisational procedures. These protect your personal information from unauthorised access, use or disclosure.

When we use external companies to collect, process or store data on our behalf, we carry out comprehensive checks and put in place contracts to control how they manage the data they have access to.

All Personal Information we hold about you will be kept securely, using a variety of security technologies and organisational procedures to help protect your Personal Information from unauthorised access, use or disclosure.

8) How long we keep your personal information

We will only keep your personal information for as long as it is required for the purpose we collected it. This includes if it’s needed for any legal, accounting or reporting purposes. For example:

a) Webform

If you submit an online enquiry form, we will store your personal information for up to three years after you submit it.

b) eNewsletters

If you receive eNewsletters from us, we will store your personal information for up to three years after you last open an email from us.

c) Fundraising

If you make a donation to DeafQuake Ltd, we will store your personal information for up to three years from your last donation.

d) Volunteering

If you volunteer with us and stop volunteering, we will store your personal information for up to three years from when you stopped. If you apply to become a volunteer and are unsuccessful, we will store your personal information for up to six months from your application.

9) Your rights

You have the right to:

Be kept informed about what we are doing with your personal information
Request access to your personal information – this enables you to receive a copy of the personal information we hold about you unless we can rely on an exemption.

Depending on why we are processing your personal information, you may also have the following rights:

To object to the processing of your personal information, where we are relying on the legitimate interest lawful basis, using your personal information for direct marketing, or for research purposes.
To request us to update or delete the personal information we hold about you.
To withdraw consent for processing your personal information if that is the lawful basis that we are relying on.
To ask us to restrict how we use your personal information for a period of time.
To request us to send personal information that you have provided to us to you or to another organisation in a commonly used electronic format.
To object to the use of automated decision-making and profiling.

Please note that these are legal rights which may not apply in all cases, and which may be subject to legal exceptions. We may also request that you provide us with information to confirm your identity, before we provide any personal information to you.

You have a right to complain to the Information Commissioner about how we use your personal information.

For further information on your rights, visit the ICO website.

10) Changing how we communicate with you

If at any time you wish to stop or change how we communicate with you for direct marketing or fundraising purposes, or update the personal information we hold, please contact our Supporter Care team by emailing mustafa.ahmed@deafquake.uk.

You can also unsubscribe from our eNewsletters at any time. Simply click on the “unsubscribe” link in any of our email news updates.

We may continue to send you communications which are purely administrative.

If you are unhappy with how we handle your personal information or any requests you make, please contact our Data Protection Officer using the details below.

Changes to this Policy

We reserve the right to update this privacy policy at any time, and we will provide you with a new privacy policy when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your Personal Information.

11) Contacting our Data Protection Officer

Our Data Protection Officer is responsible for making sure we comply with our privacy policy and all applicable data protection laws.

Contact details

Email: mustafa.ahmed@deafquake.uk
Mobile: 0793163202 (text only)
Postal address: 124 City Road, London, EV1C 2NX (post only)

This policy was last updated: November 2022.

How we will use your personal details

We will not share your data for others’ marketing purposes.

How to stop or change how we communicate with you.

Our full privacy policy
Introduction
Legitimate Interests

If you receive a communication from us that mentions our “Legitimate Interest”, then please be assured you are still in control of how we use your Personal Information. “Legitimate Interest” is one of the lawful basis we can rely on to process your Personal Information, and when we use this basis we have to consider your privacy rights and whether these outweigh our legitimate interests. You can easily stop or change how we use your Personal Information, and we will explain how you can contact us to do so.

Under the General Data Protection Regulation (GDPR), and the UK’s Data Protection Act, we must have a lawful basis to keep your data and process it. The lawful basis we have identified for the processing of your data, as listed above, is Legitimate Interest. We cannot provide a service to you without using your personal data.

How we collect personal information

We may obtain your information in the following ways:

e) Directly from you

If you give us your information directly for any reason – such as making a donation, becoming a member or volunteer, purchasing a product or requesting support from us, we will ensure you are given all the important information about how we will use and look after your information at the time.

Indirectly

If we receive your information from another source and not directly from you (for example by fundraising sites like Just Giving, or if we receive referral information about your support from other agencies or your care manager) we will also ensure you are given all the important information about how we will use and look after your information as soon as possible and within one month of receiving your information (unless it is impossible to do so or would involve disproportionate effort). If it is disproportionate for us to contact you with this information, you can always find a copy of this privacy policy on our website.

When you visit our website

We use cookies on our website to collect information about your visit to our website, including the pages you view, the links that you click on and other actions taken within our website. We also collect certain standard information that your browser sends to every website you visit, such as your IP address, browser type and language, access times and referring Web site addresses. This data about your site visit is not linked to any information you enter into any forms on our website (such as signing up for newsletters, or purchasing in our online shop), or to any other information we hold about you.

When you access DeafQuake’s Social Media

We might also obtain your Personal Information through your use of social media such as Facebook, Instagram, Twitter, LinkedIn, TikTok or Snapchat depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.

When the information is publicly available

We might also obtain personal data about individuals who may be interested in giving major gifts to charities or organisations like DeafQuake Ltd. In this scenario, we may seek to find out more about these individuals, their interests and motivations for giving through publicly available information. This information may include newspaper (eg Sunday Times Rich List) or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House. This is a form of profiling (see below) to build up a picture of donors. We will not retain publicly available data relating to major donors without informing them, which will be done at the earliest practical opportunity.

Profiling and Automated Decision making

Profiling is any form of automated processing of personal data to build up a picture of a person, in particular to analyse or predict aspects about that person’s economic situation, personal preferences orinterests. We may use the information we hold about you based on your interactions with us in order to build our relationship with you, offer you the right help or information and personalise things we offer to you.

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We will always inform you if we are processing your information in this way.

Who we share your information with

We do not sell, rent or lease the Personal Information we collect to any third parties.

Depending on why you provided us with your Personal Information and how we are using it, we may need to share your information with other organisations or individuals, such as those that provide services on our behalf (e.g. printing and delivery of mailings, delivery of products, information on your support or communication needs to a hospital if you are admitted).

We will only provide these organisations and individuals with the Personal Information necessary to fulfil the purpose for which it was provided.

We have systems and processes in place to ensure your Personal Information is maintained confidentially and securely and that it is used only for purposes for which it was provided.

Depending on why you provided us with your Personal Information and how we are using it, we may need to transfer your information outside the EEA, (for example some of systems we use to hold Personal Information may be provided by an organisation that stores the data on computer systems held outside the EEA). Although the country may not be subject to the same data protection laws as companies based in the UK, we will endeavour to make sure they provide an adequate level of protection in accordance with UK data protection law, or ensure that safeguards are put in place to protect your personal information. If you wish to know more about any transfer outside the EEA or the safeguards in place please contact us using the contact details provided or at the bottom of this policy.

We may also need to disclose your Personal Information to another organisation if we are required to do so to meet a legal obligation.

How we keep your Personal Information secure

We will only keep your Personal information for as long as it is required for the purpose we collected it, including if it is needed for any legal, accounting or reporting purposes. We will let you know how long we keep your Personal Information.

Your rights and controlling your Personal Information

You have the right to:

Be informed about what we are doing with your Personal Information;
Object to the processing of your Personal Information;
Request access to your Personal Information (commonly known as a “data subject access request”);
Request us to update the Personal Information we hold about you or delete the information we hold about you (although we will not be able to provide our services to you if you make this request);
Ask us to stop processing Personal Information about you where we are relying on a legitimate interest;
Ask us to restrict how we use your Personal Information for a period of time;
Request us to send another organisation information that you have provided to us in a computer-readable format;
Understand and input into a decision made by solely automated means if it has a legal or similarly significant effect on you;
Withdraw consent if that is the basis that we are relying on. We will inform you how to do this.

If you are unhappy with how we handle your Personal Information, or how we handle any requests you make, please contact our Data Protection Officer using the details below.

If our Data Protection Officer cannot address your concern, you can complain to the Information Commissioner’s Office: or call their offices at tel: 0303 123 1113.

Changes to this Policy

Contact our Data Protection Officer

Our Data Protection Officer is responsible for making sure that we comply with our Privacy Policy and with all data protection regulations and law.

Our Data Protection Officer can be contacted by calling 07934163202 or writing to Data Protection Officer, DeafQuake Ltd, address: 124 City Road, London, EC1V 2NX.

Lawful Basis

Data Protection law says that we must have a ‘lawful basis’ to use your Personal Information. There are 5 lawful bases that we might rely on depending on why and how we are using your information, which are described below.

Legitimate interest

“Legitimate Interests” means the interests of our organisation in achieving our aims. For example, we have an interest in communicating with our supporters to provide information on our work helping those confronting deafness, tinnitus and hearing loss and how to support our life-changing work, including fundraising, campaigning and volunteering.

When we process your Personal Information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate interests do not automatically override your interests – we will not use your Personal Information for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law)

If you have any concerns about the processing of your Personal Information based on our legitimate interests, you have the right to object.

You have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. (Access)
Request that we update the personal information we hold about you (Rectification)

Depending on why we have and use your Personal Information you may also have the following rights:

To be informed about what we are doing with your personal data.
To object to the processing of your personal data (Object).
To ask that we delete your Personal Information (Erasure). If you ask us to delete your Personal Information we will not be able to provide our services to you.
To ask us to stop processing your Personal Information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
To limit our use of your Personal Information (Restriction).
To request an electronic copy of your Personal Information in a commonly used form e.g. CSV file (Data Portability).
To understand and input into a decision made by solely automated means if it has a legal or similarly significant effect on you (Automated Decision Making including profiling).

Your rights explained.
Find out below when you have each of the following rights.

Erasure

To ask that we delete your Personal Information

If we no longer need your information for the reason we collected it.
If you gave your consent to how we use your information but now wish to withdraw that consent.
If you want to object to our use of your information and we have no overriding legitimate interest to continue.
If we are using your information unlawfully.
If there is a legal requirement to delete the information.
If the information is processed in relation to the offer of online services to a child.

Object

To object to our use of your Personal Information

If we are using your information based on our legitimate interests.
If we are using your information to contact you for direct marketing reasons (e.g. fundraising).

Restrict processing

To limit our use of your Personal Information

If you think the information we hold about you is inaccurate or incomplete – whilst we check the accuracy and/or update it.
If you object to the processing of your information based on our legitimate interests, while we investigate if we have an overriding legitimate interest
If we are using your information unlawfully
If we no longer use the information, but you require us to keep it for any legal claim

Data Portability

To request an electronic copy of your Personal Information in a commonly used form e.g. CSV file.

If you provided us with your information directly for contractual reasons or consented to how we use it, and the processing is carried out by automated means.

Automated decision making including profiling.

To obtain human involvement, obtain an explanation, input to and challenge the decision.

If we are using your information to make a decision which has a legal or similarly significant effect on you and if it is made by solely automated means (including profiling).

How We Use Cookies

Our web site uses a technology known as cookies to store small amounts of data on our visitors’ computers or devices. Cookies are small pieces of text data that can be placed on a visitor’s computer, normally to provide enhanced functionality and/or improved relevancy of information.

We are providing the following information in accordance with the EU Cookie Law. Details of this regulation can be found at the following address: Cookies and similar technologies.

For more information about cookies, visit About Cookies.

We will not use cookies to collect personally identifiable information about you.