Updated Nov 2024
- General Information
This privacy policy explains:
- How we collect your information
- Why we are allowed to process your information
- What purpose we are processing it for
- Whether there are other recipients of your personal information
- Whether we intend to transfer it to another country, and
- How we decide how long to store it.
- Contact information
Kin is the controller for the personal information we process, unless otherwise stated.
You can contact us by email here: info@kin.coop
Please start the subject line: ‘Data Protection’.
How do we get information?
Most of the personal information we process is provided to us directly by you for one of the following reasons:- You are interested in Kin and have shared your contact preferences
- You have subscribed to receive our e-newsletter
- You wish to attend, or have attended, an event
- You have donated to us or applied to volunteer or work with us
- You have sign up intending to become a member of a Kin group
- You are a member of a Kin group
We may also receive personal information indirectly in the following circumstances:- You have given Kin permission to provide information about you in specified circumstances, for example as an emergency contact or for a reference.
- We may review publicly available documents about individuals and contacts at organisations, with whom we interact or may interact.
What purpose are we processing it for?
We will process your data for the purpose of:- Promoting the purposes of Kin including fundraising
- Communicating Kin activities and associated correspondence
- Keeping in touch with relevant news and related correspondence
- Promoting or managing events
- Volunteer related matters
- Other legitimate interests, including but not limited to using emergency contact numbers
- Sharing information in the public interest
Fundraising
When we have the relevant individual’s consent, or we are otherwise allowed to, we process personal data to raise funds for Kin to fulfil its purpose and facilitate ongoing activities.
We may use your email address and phone number to link to social media sites to identify other users of those sites we believe may be interested in Kin.
No data we hold about you is retained by the social media site. You can opt-out of this use of your data via the social media sites you use.
We may also do more detailed research to determine whether an individual could be a potential major supporter and what aspects of our work might be of particular interest to them.
To do this, we may use publicly available information from third party sources such as Google, Companies House, trade press and published biographies. The type of information we collect can include:- career overview
- gift capacity
- areas of interest
- history of giving to us and others
- how the individual is connected with us and others
- public information on any philanthropic activities
In order to identify these people we may screen our database and we may also use more detailed research to help us to understand more about the people we engage with, their connection to us and their interests.
We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause, but with whom we are not already in touch. This research helps us to understand how to engage with those individuals most helpfully and effectively.
We are careful to ensure that the information we process is not excessive or intrusive. Under data protection legislation, you have the right to object to your data being processed in this way. You can do this by contacting info@kin.coop- What is our lawful justification for the processing?
Ordinary personal data
Where we process ordinary personal data, we rely on one of the justifications below.
Consent
In many cases, we will clearly ask for and rely on your consent relating to the processing of your personal information, for example when you provide information in an online form. Where we rely on your consent, you can withdraw it at any time by contacting us at info@kin.coop.
If you do that, this will normally mean that we will no longer process your personal information going forward, unless we have another lawful justification for the processing.
Legitimate interests
Sometimes, particularly when it is not practicable to obtain consent, our processing is necessary for the purposes of legitimate interests pursued by us or a third party, as connecting people to our cause is instrumental in meeting our political and philosophical objectives as a not-for-profit organisation; but we will never rely on this justification when those interests are overridden by your rights and interests in relation to your data.
As explained in the section below, you have the right to object to processing based on this justification.
Compliance with a legal obligation
There are some cases where we are required by law to collect certain personal information.
Vital interests
In very rare cases, generally if it is a life or death situation, we may need to rely on the lawful justification that the processing is necessary to protect your or another person’s vital interests.
Special category data
Special category data is information about a person’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, physical or mental health, and sex life and sexual orientation. Because of its sensitivity or potential sensitivity, there are tighter rules that apply to its processing.
- Your Data Protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. You can read more about this on the ICO website.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this on the ICO website.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances. You can read more about this on the ICO website.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this on the ICO website.
Your right to object to processing
You have the right to object to processing, if we are able to process your information because the process forms part of our legitimate interests. You can read more about this on the ICO website.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent; or under, or in talks about, entering into a contract; and if the processing is automated. You can read more about this on the ICO website.
You are not required to pay any charge for exercising your rights. We aim to respond to you within one month.
Please contact us at info@kin.coop if you wish to make a request.
Sharing your information
We share appropriate personal data within Kin, including location, region and Kin groups.
We also share appropriate personal data with affiliated and sister groups that are not part of Kin. This includes information relating to people who have expressed an interest in Kin and/or any affiliated or sister groups, to enable them to contact you, by methods you have agreed, about their activities.
Where these groups are not part of Kin, they receive that data as controllers and are responsible for complying with their obligations in relation to that information.
We will not share your information with any third party commercial organisation, nor with any organisation other than those referred to above, for the purposes of direct marketing.
We use data processors who are third parties who provide elements of services for us. These include organisations which:- Provide IT infrastructure, software and services to us, to enable us to store and manage your information, communicate with you and enable people to communicate with each other; and
- Manage the provision of goods and services to us
We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Where we contract with third parties for the processing of your data, these may be located outside the EU (e.g. in the USA). When this is the case, we ensure the contracts we have in place with those third parties meet the requirements of data protection law.
In some circumstances we are legally obliged to share information. For example, under a court order (where we have considered we have a lawful basis on which to share the information and document our decision making).- Links to other websites
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
- How long we keep your personal data
We will only keep your personal data for as long as necessary for the particular purpose for which we process that data.
- Your right to complain
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at info@kin.coop
If you are unhappy with our response, you have the right to make a complaint about the way we process your personal information to the ICO as the UK supervisory authority. Please follow this link for more information.
- Changes to this Privacy Policy
We keep our privacy policy under regular review to make sure it is up to date and accurate.
- Visitors to our website
Analytics
When you visit www.kin.coop we may use third-party services, including Google Analytics, to collect standard internet log information and details of behaviour patterns.
We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
If we do collect personal data through our website, we’ll be upfront about this. We’ll make it clear when we collect personal information and we’ll explain what we intend to do with it.
Cookies
We collect information about how you use our website using cookies and similar technology. This includes your viewing history, IP addresses, device identifiers and information about how long you have stayed on certain pages or what pages you have clicked on.
You can find more detailed information about this in our cookie policy. We also log and use information about any service errors or interruptions that you have experienced in order to help us create fixes and to make technical improvements to our website.
Search engine
Search queries and results on our website are logged anonymously to help us improve our website and search functionality. No identifiable personal information is collected by us.
Purpose and legal basis for processing
The purpose for implementing the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users.
The legal basis we rely on to process your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when it is necessary for the purposes of our legitimate interests.
What are your rights?
As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.
For more information on your rights, please see the ICO website: ‘Your rights as an individual’.
- Automated decision-making or profiling
We do not use automated decision making. As we explain above in the section on fundraising, we may occasionally profile your data for the purposes set out there.
- Changes
If there are any changes to our privacy policy, we will announce that these changes have been made on our home page and on other key pages on our site. If there are any changes in how we use our site customers' Personally Identifiable Information, notification by email or postal mail will be made to those affected by the change. Any changes to our privacy policy will be posted on our site 30 days prior to these changes taking place.