The information we collect and the legal basis

We will collect and store the information necessary to complete your request. This will likely include your name and other personal information. If you interact with us financially, we will also store records of any transactions, and are legally required to keep them. All information will be collected from yourself and through your interactions with Autism Anglia. We do not combine your information with other data sources.

If you …

On the Legal Basis of

We will store

Third Parties with access to your information *

We will keep it for/until

Register on our website

Your consent

Your name and email address on our website

Access IT

You delete the account

Become a member of Autism Anglia

Forming and Fulfilling a Contract and Legal Requirement

Your name, personal contact details, interests and mailing preferences

Harlequin, Mailchimp, Sage

6 years after your membership ceases.  You can ask us to delete some of your information earlier, but we must keep the financial records for 6 years.

Donate to us or fundraise for us (via our website or fundraising team)

Your consent and Legal Requirement

Your name, personal contact details, interests and mailing preferences and store them on our contacts database.  Autism Anglia has no access to your payment details from our website.

Harlequin, Access IT, Sage, Payment Provider

We must keep detailed records of donations, including fundraising and gift aid, for 6 years from the end of the current financial year

Interact with our Fundraising or marketing teams, without making any payments (e.g. volunteering at an event)

Your consent

Your name, personal contact details, interests and mailing preferences and store them on our contacts database. 

Harlequin, Mailchimp

We will keep a record of your activity for 2 years from our last communication received from you.

Fundraise for us (via a third party)

Your consent

If you fundraise via a third party (e.g. justgiving), we will store the information they share with us, which is normally limited to your name and email address and the total amount raised.

Harlequin, Sage

 

We will keep a record of your activity for 2 years from our last communication from you.  You can ask us to delete your information earlier.  Any financial records will be with the third party.

Join a mailing list

Your consent

Your name, personal contact details and mailing preferences

Harlequin, Mailchimp

Until you opt out of the list, ask us to delete your information or if your emails ‘bounce back’.  We may remove you from our lists if we’ve not had any other contact with you for several years.

Book or attend an event or training course

Forming and Fulfilling a Contract and Legal Requirement

Your name, contact information, workplace, training needs, payment records (not including credit card info)

Harlequin, Payment Provider

We may utilise an online provider to facilitate online elements of training/events (at the time of writing, we use Podia and Zoom).

Sage (accounts software)

We must keep detailed records of payments to Autism Anglia, for 6 years from the end of the current financial year.

Make an ad-hoc payment Autism Anglia (e.g. purchasing something from our online shop)

Forming and Fulfilling a Contract and Legal Requirement

Your name, personal contact details and mailing preferences and store them on our contacts database.  Autism Anglia has no access to your payment details from our website.

Harlequin, Access IT, Payment Provider

We must keep detailed records of payments and donations, including fundraising and gift aid, for 6 years from the end of the current financial year.

Key to the organisations listed above:

Access IT provide our website, including the login accounts and payments/donations
Harlequin maintain our contacts database. They have no direct access to your information and can only access it when providing technical support
Mailchimp maintain our mailing lists and distribute e-newsletters
Payment Provider: We utilise several card payment providers, including Stripe and GoCardless
Sage provide our accounts software. They have no direct access to your information and can only access it when providing technical support
* All companies listed may only access our records with our direct permission, which will only be given when we need technical support. They are legally bound to not use your information for any purpose other than provide their services to us.

How we store your information and who can access it?

Your contact details and other information specified above will be recorded on Harlequin, our contacts database. Access to this database is restricted to our fundraising and marketing teams (and IT, for support only). Harlequin (the company) cannot access any of the information, unless we ask them for technical support.

If you create an account on our website, or make a payment/donation using it, your details will be used by third party companies, but only to complete your requests. As they are processing your information on our behalf, it is illegal for them to use your information for any other purpose.

All payments made via our website, including donations and gift aid, will be processed by our fundraising and finance teams and recorded in our accounting systems.