Migrants Organise Ltd understands that privacy and the security of your personal information is extremely important and we are committed to protecting and respecting your privacy. We aim to be transparent about what we will do with your data and not do anything with it that you wouldn’t reasonably expect. We will only use the information that we collect about you lawfully.
This page tells you how we collect, use and store your personal information, as well as what we do to keep it secure. It also outlines your rights over any personal information we hold about you.
We collect personal data in order to develop a better understanding of our members and supporters so that we can make better decisions about our future programmes and services and to fundraise more efficiently. This allows us to progress our aim of supporting migrants and refugees to participate in public life and create a more integrated society for us all.
As of 25th May 2018, in compliance with new General Data Protection Regulations (GDPR), we will only communicate with you if you have given us express permission to do so or if we have a legitimate professional reason. We will endeavour to communicate in a manner and for purposes that you have indicated and that you have consented to. We believe that we have a legitimate interest in keeping your data correct and up to date and to informing you of our activities so that you can make informed choices regarding your ongoing relationship with Migrants Organise.
Our mailings and other communications include information about our latest activities, events, actions, campaigns and fundraising. If you would like to receive such communications please contact us at: firstname.lastname@example.org
Where we collect data about you
We collect information in the following ways:
When you give it to us DIRECTLY, you may give us your information when you:
We may gather your information INDIRECTLY, when your information may be shared with us by a third party. For example, you may be recommended to one of our courses by a friend or by being referred to us for legal representation by a solicitor or other charity.
When you share your information or it is available publicly we may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters. We do this in order to improve our fundraising methods and services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:
Third party organisations: You may have provided permission for a company or other organisation to share your data with third parties, including other charities.
Social Media: Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp, Twitter, Instagram, or LinkedIn, you might give us permission to access information from those accounts or services.
Information available publicly: This may include information found in places such as Companies House and information that has been published in articles/ newspapers.
When we collect it as you use our WEBSITES OR APPS:
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 (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
What personal data we collect
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you are a member and you sign up for an event or course we will usually collect
If we carry out any representation or support work for you we will collect information relevant to your case.
Where it is appropriate we may also ask for specific feedback, for example, how useful you found our courses or services to be.
If you support us, for example, to make a donation, volunteer or support us through social media we will usually collect:
How we use your data: members of the legal project
Your data will be collected, recorded and used only by members of the legal team.
We will not use your data for any purpose, other than in relation to your case, unless you give us your specific consent.
We collect data from and relating to children whom we are supporting. This will never be used for any other purpose and never without a parent’s or guardian’s consent. However, we recognise that this may not always be possible when working with unaccompanied minors.
How we use your data: members, supporters and donors
We mainly use your data to:
If you enter your details onto one of our online or paper forms, and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the form or our websites.
We may also use your personal information to detect and reduce fraud and credit risk.
Email newsletters and information updates
With your consent, we will contact you to let you know about the progress we are making in our activities and to ask for donations or other support. We will make it easy for you to tell us how you want us to communicate, in a way that suits you. We respect that you may not want to hear from us, the updates we send you will always contain clear information on how to opt out from our mailings. If you’d prefer not to receive mailings you can let us know when you provide your data or you can contact us at email@example.com
To reaffirm, we DO NOT sell or share personal details to third parties for the purpose of marketing. From time to time we may run an event in partnership with another named organisation and your details may need to be shared but we will be very clear what will happen to your data when you register for such events.
How we keep your information safe and who has access
Whatever your relationship with us we ensure that there are appropriate technical controls in place to protect your personal details. For example, our database is secure, protected and routinely monitored which we know is important in order to keep your data safe.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
Where we use external companies to collect or process personal data on our behalf, we do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collected or have access to. This may include our accountants, who manage donations and individual banking details, barristers and other legal counsel who we are working with on a given case or the external agency who hosts our database. We ensure that legally binding confidentiality agreements are in place prior to the transfer of any data.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
Keeping your data up to date
Members, supporters and donors
We make every effort to ensure that the data that we hold on you is accurate and up to date. From time to time this may require us to contact you in order to ensure that your situation, details and personal data preferences remain the same.
However, we really appreciate it if you let us know if your contact details change so that we may keep our records up to date. You can do this by contacting us at: firstname.lastname@example.org
Records relating to case and support work are kept securely and separately to all other data with limited access. Where records are paper based they are kept in locked secure cabinets with very limited access.
Your right to know what information we hold about you, make changes or ask us to stop using your data
Whatever your current or past relationship with us may be, you have a right to ask us to stop processing your personal data at any time and for any reason. For example, if you do not consider the activity consistent with the purpose for which you provided it (e.g. processing your donation or registering you for an event) we will comply with your request immediately. You can let us know if you have any concerns or ask us to stop using your personal data by contacting us at: email@example.com
You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to Office Manager, Migrants Organise Ltd 2 Thorpe Close W10 5XL. We do not accept these requests by email so we can ensure that we only provide personal data to the right person.
If you have any questions please send these to: firstname.lastname@example.org
For further information see the Information Commissioner’s guidance here (link is external).
Changes to this policy
If you have any questions, comments or suggestions, please feel free to contact us at: email@example.com or phone 020 8964 4815.
Reporting a problem or complaint
If you have a complaint regarding how we process your personal information, please contact the Office Manager at: firstname.lastname@example.org or phone 020 8 964 4815. Alternatively, you can contact the Information Commissioner’s Office (ICO).