Privacy Policy

London Irish Foundation (registered charity number: 1183005)

Approval

Document History

Introduction

This Policy covers the General Data Protection Regulations 2018 (GDPR) and the Data Protection Act 2018.

The London Irish Foundation (Charity Number 1183005) with registered address at Hazelwood, Hazelwood Drive, Sunbury-on-Thames, Middlesex TW16 6QU is committed to protecting and respecting your privacy online.

We are the data controller for the purposes of the General Data Protection Regulation (Regulation (EU) 2016/279), the Data Protection Act 2018 and any other law applicable to the processing of your personal data. We will take all necessary steps to ensure that your personal data is processed by us in accordance with these data protection laws.

This Policy notice aims to give you information on how we collect and process your personal data through your use of our website, interactions with our programmes or events and your subsequent interactions with us. Please read the following carefully to understand how we manage and protect your personal data. It is important that you read this Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Policy supplements the other notices and is not intended to override them. It may change from time to time so please check for updates periodically.

Questions, comments, and requests regarding this Policy are welcomed and should be addressed to: London Irish Foundation, Hazelwood, Hazelwood Drive, Sunbury-on-Thames, Middlesex TW16 6QU or by email to info@londonirishfoundation.org

Collecting your Personal Information

We may collect and process the following data about you:

• Information you give us.This is information about you that you give us by filling in forms on our website, donating to the London Irish Foundation, signing up for one of our events or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you register to use our site, and when you report a problem with our site. This information that you give us may include:
• Identity Data, including first name, last name, username or similar identifier, title, and date of birth.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data, including bank account and payment card details.
• Transaction Data, including details about payments to and from you and other details of products and services you have purchased from us.
• Profile Data, including your username and password, your interests, preferences, feedback, and survey responses; and
• Marketing and Communications Data, including your preferences in receiving marketing from us and our third parties and your communication preferences.
• Information we collect about you. With regard to each of your visits to our site we will automatically collect the following information:
• Technical Data, including the internet protocol (IP) address used to connect your computer to the internet, browser type and version, browser plug-in types and versions, operating system, and platform.
• Usage Data about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page.

We may also collect, use, and share aggregated data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data and will manage it in accordance with this Policy.

We may collect Special Categories of Data about you (this includes details about your health). We will ask you to provide such special categories of data if we need to know about a dietary requirement or medical condition as part of providing our products and/or services to you, for example allocating you disabled access seating at a game or when registering you/your children for any of our programmes or events.

Information we receive from other sources. This is information we receive about you if you use any of the other websites we operate or the other services we provide.

Cookies: Our site uses cookies to distinguish you from other users of our site. A cookie is a text-only string of information that we pass to your computer’s hard disk through your web-browser so that the website can remember who you are. Cookies cannot be used by themselves to identify you.

A cookie will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number. For more information about cookies, please see www.allaboutcookies.org

Cookies help us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies, we use and the purposes for which we use them see our Cookies Policy.

If you are Under 16

If you are under 16 and register with the London Irish Foundation, we will collect your date of birth and retain that with your name and other details you may provide. This is so we can ensure we treat you in an age-appropriate way in line with this Policy.

For so long as you are under 16, we will not send you any marketing communications or share your details with our commercial partners. However, if you have signed up to receive a product or service, we may contact you about this.

How we use your Personal Data

We use information held about you in the following ways:

Information you give to us. We may use this information:

• to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products, and services that you request from us.
• to provide you with information about other goods and services we offer that are similar to those that you have already browsed or enquired about.
• to provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by

electronic means (e-mail or SMS) with information about goods and services similar to those which

were the subject of a previous sale to or negotiations with you. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which we collect your data (the registration form).

• As a general rule, the Foundation will not disclose any of your personally identifiable information except where we have your permission or under circumstances such as when we believe in good faith that the law requires it. When you are using our secure online donation pages you are going through to a partner company and the information you give such as your credit card number and contact information is provided so that the transaction can take place.
• to notify you about changes to our service; and
• to ensure that content from our site is presented in the most effective manner for you and for your computer.

Information we collect about you. We will use this information:

• to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
• to improve our site to ensure that content is presented in the most effective manner for you and for your computer.
• to allow you to participate in voting or other interactive features of our site when you choose to do so.
• as part of our efforts to keep our site safe and secure.
• to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
• to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Information we receive from other sources. 

We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us using the details set out in the “Contact us” section below if you need details about the specific legal grounds, we are relying on to process your personal data.

For more information on “lawful ground” please visit: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/

We will only use your personal data 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 purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Marketing

We will get your express opt-in consent before we share your personal data with any organisation outside of the London Irish Foundation for marketing purposes.

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us, purchased from us or if you provided us with your details when you entered a competition, or registered for a promotion and, in each case, you have not opted out of receiving that marketing in accordance with the below opt-out process.

Opting out of Marketing

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you and unchecking all relevant boxes, or by contacting us at any time at info@londonirishfoundation.org

Disclosure of your Information

You agree that we have the right to share your personal information with:

any member of our group, which means our subsidiaries, our parent companies and our ultimate holding company and its subsidiaries, as defined in the UK Companies Act 2006.

Selected third parties including:

• business partners, suppliers, and sub-contractors for the performance of any contract we enter into with them or you.
• advertisers and advertising networks that require the data to select and serve relevant adverts to

you and others. We do not disclose information about identifiable individuals to our advertisers, but we will provide them with aggregate information about our users. We may also use such aggregate information to help advertisers reach the kind of audience they want to target. We may make use of

the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience; and

• analytics and search engine providers that assist us in the improvement and optimisation of our site.

We will disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
• If the London Irish Foundation or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site’s terms of use and other agreements; or to protect the rights, property, or safety of the London Irish Foundation, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Where we store your Personal Data

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your Rights

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

You have the right to ask us not to process your personal data for marketing purposes. We will always inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at info@londonirishfoundation.org

In certain situations, you are entitled to: (i) request access to a copy of your personal data; (ii) request that we correct your personal data; (iii) request that we erase your personal data; (iv) object to processing of your personal data where we are relying on a legitimate interest; (v) request the restriction of processing of your personal data; (vi) request the transfer of your personal data to a third party; or (vii) where you have provided your consent to certain of our processing activities, in certain circumstances, you may withdraw your consent at any time (but please note that we may continue to process such personal data if we have legitimate legal grounds for doing so).

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). In most circumstances you do not have to pay a fee.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests (in each case, where we are legally entitled to take longer to respond). In this case, we will notify you and keep you updated.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers, and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Changes to our Privacy Policy

Any future changes to our privacy policy will be posted on this website and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Questions, comments, and requests regarding this Policy are welcomed and should be addressed to: London Irish Foundation, Hazelwood, Hazelwood Drive, Sunbury-on-Thames, Middlesex TW16 6QU or by email to info@londonirishfoundation.org