At Cambridge Past Present Future we hugely value our supporters, members and volunteers, the visitors to our properties and those who take part in our events and activities; you are all at the heart of everything we do.

We work to achieve our charitable aims through building open and transparent relationships with you. We are also committed to ensuring that we are completely open and transparent about all our fundraising activity so that you can donate and support with confidence.

When you support us by becoming a member, supporter or donor you can be sure of the following:

• We will never sell your contact details and we will not share your contact details with anyone outside CambridgePPF or our direct service providers (eg bank, website provider,* etc), unless required to do so by law.
• We will only contact you if you have expressed an interest in our work.
• If you ask us to change how we communicate with you, or stop, we will respect that.
• We do not engage in cold-calling or door-to-door fundraising.
• We try hard to make sure that no one ever feels pressurised to support our work.
• We are registered with the Fundraising Regulator and abide by the Institute of Fundraising Code of Practice.
• All our activities are open, fair, honest and legal.

WHAT INFORMATION DO WE HOLD AND HOW DO WE OBTAIN IT?

Generally, we receive information about people directly from them, usually when they become a member, volunteer, sign up to a newsletter, book an event or join as a member of staff.  This information might include name and address, telephone number, email, bank details, etc.

FOR WHAT PURPOSES DO WE USE THE INFORMATION?

We will only hold and use personal information for the purposes outlined below:

• to administer and maintain record(s) (e.g. membership files, volunteering details, employment records);
• to respond to any personal query that people might raise with us, eg attending events, about their membership or voluntary work or employment;
• to pass on personal information to banks, building societies and third parties such as pension providers or HMRC for the purposes of collecting subscriptions, paying wages or expenses, etc;
• to send members information related to our work and events (‘legitimate interest’)

PEOPLE’S RIGHTS

People have certain rights under the data protection legislation in relation to the information that we hold about them.

• People may request, by writing to us, details of the information that we hold about them and the purpose(s) for which it is held. We will provide the information, in a permanent form, as at the time of the request, subject to any routine processing continuing between that time and the time of response. A request will be met within 40 days of its receipt, or within 40 days of receipt of any subsequent information needed to establish your relationship with CPPF or verify your identity.
• People are entitled, by notifying us in writing, to require us to cease (or not to begin) processing their own personal data on the grounds that it is causing, or is likely to cause, substantial damage or distress to them, or another, and that the damage or distress is, or would be, unwarranted. This does not apply (1) where people have consented to the processing, or (2) where the processing is necessary for entering into, or for the performance of, a contract, or (3) where the processing is necessary for compliance with a legal obligation, or (4) where the processing is necessary to protect a person’s vital interests.

CARING FOR DATA

We undertake that we will have in place a level of security appropriate to the nature of the data and the harm that might result from a breach of security. We further undertake that we will:

• not sell personal information to anyone else;
• not hold personal information which is excessive in relation to the purpose or purposes for which it is processed;
• ensure that any personal information is accurate and where necessary up-to-date;
• not keep data for any purposes longer than is necessary (we may retain records of membership, voluntary service or employment for a time, after involvement with CPPF has ended, to enable us to resolve any subsequent queries and comply with legislative requirements);
• process information in accordance with people’s rights under legislation.
• not solicit people for whom we have data without their consent to do so (including via the use of third party organisations).
• ensure that all our staff and any relevant volunteers have been trained on our data protection policy and are aware that they may be criminally liable if they knowingly or recklessly disclose personal data without the consent of CPPF. Such a disclosure will count as Gross Misconduct under the Disciplinary Policy.

HOW LONG DO WE HOLD DATA

• Membership. We will hold full membership details for up to 5 years after the member is resigned. After 5 years, we will only hold summary information for historic purposes (eg name, address and date of joining and leaving).
• Mailing lists. We will only hold personal information whilst the person has consented to be on the mailing list.
• Events lists. We will only hold personal information up to one year after the event.

 

*By using this website Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behavior of our users and supporters to help us gain a better understanding of them to enable us to improve our services.  This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us.  In the case of this activity the following will apply:

1. Your data will be made available to our website provider.
2. The data that may be available to them include any of the data we collect as described above.
3. Our website provider will not transfer your data to any other third party, or transfer your data outside of the European Economic Area.
4. They will store your data for a maximum of 7 years.
5. This processing does not affect your rights under our privacy policies