Humanity Insured
Privacy Policy

Last updated: 25 June 2024

Introduction

Humanity Insured Limited (“we”, “our”, “us”) with a registered office at One Creechurch Place, London, United Kingdom, EC3A 5AF and registered number 14904836, is committed to protection and respective your privacy. This Privacy Policy sets out the basis on which we will process any personal data or usage information we collect from you, or that you provide to us, in connection with your use of our website at www.humanityinsured.org (our “Website”) and in connection with any goods or services we provide to you, including when you attend our events or provide us with donations.

Personal data means any information that directly or indirectly identifies or otherwise relates to a living individual. It includes, for example: names, addresses, email addresses, job applications, photographs, video footage, employment records, records of donations and purchases made, bank details and correspondence to and from individuals. It also includes web browsing information (e.g., cookie data) and IP addresses.

Please read this Privacy Policy carefully so that you understand your rights in relation to your personal data, and how we will collect, use and process your personal data. This Privacy Policy supplements any other privacy related notices and policies we may provide to you from time to time, and is not intended to override them. If you do not agree with this Privacy Policy in general or any part of it, you should not access the Website, use our services or otherwise provide your information to us.

We change our Privacy Policy from time to time. Updates to our Privacy Policy will apply only to information collected after the date of the change. We will note on our Website when our Privacy Policy has been updated. Please check the Website regularly for notices of changes to our Privacy Policy.

Whose personal data do we collect and how

We collect personal data when provided to us by you:

Prospective and current volunteers, employees, staff and contractors;
those who register to attend an event we are hosting or collaborating on;
those who attend an event;
those who provide donations;
those who sign up for competitions;
those who provide requests for our services;
those that apply to receive marketing;
trustees; and
those that contact us via our website, telephone, email, social media websites or other platforms, or via our ‘contact us’ page.

We are also working closely with third parties (including social networking sites, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers) and may receive information about you from them. You can control what personal data is shared with us from third party websites, using the controls provided on those websites.

We also collect information and personal data automatically from you when you visit our Website. This information includes: (i) your IP address; (ii) device information including, but not limited to, name and type of operating system; (iii) mobile network information; (iv) standard web information such as your browser type and the pages you access on our Website; (v) transaction information (but not payment card or account details), including device information, transaction details, and IP address; (vi) security information including a list of certain installed software, device and internet connection information, and available space on the device.

If you choose to provide personal data to us about someone else (such as an individual who you are doing a charity event for and donating the proceeds to us) you must ensure that you are entitled to provide that personal data to us and that, without us taking any further steps, we may collect, use, disclose and otherwise process that personal data as described in this Privacy Policy. In addition, you must ensure that the individual concerned is aware of the various matters detailed in this Privacy Policy, as those matters relate to that individual, including our identity, how to contact us, our purposes of collection, our information disclosure practices, the individual’s rights, and the consequences if the personal data is not provided (such as their inability to provide a donation, or our inability to provide them with our services).

Please note that if you do not provide certain personal data to us when requested (and where relevant, provide your consent), we may not be able to provide you with some or all of our services (including those set out in this Privacy Policy or in other agreements we enter into with you).

The purposes for which we process your personal data

Depending on how you use this Website, your interactions with us, the services you request from us, and the permissions you give us, the purposes for which we use your personal data include:

to provide you with any information or services;
to provide you with information about our charitable objects, and what we do/offer in order to further those objects;
to process your donations or payments;
where permitted, to provide you with marketing;
to analyse and improve our services and to notify you about changes to our goods or services;
for the management and administration of our services;
to administer and improve this Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes and as part of our efforts to keep this Website safe and secure;
to comply with and in order to assess compliance with applicable laws, rules and regulations (including tax reporting purposes pursuant to tax legislation), industry codes, voluntary codes we decide to adopt, or good practice and internal policies and procedures;
to carry out pre-contractual, background and related checks and to conduct due diligence (such as to verify the details that you provide) as determined by applicable laws. This may involve the use of a credit reference agency or other third parties acting as our agents to conduct these verifications and searches. We may also screen against publicly available government and/or law enforcement agency sanctions lists;
to detect, investigate and prevent fraud and other crimes or malpractice;
for the purpose of, or in connection with, any legal proceedings (including prospective legal proceedings);
to obtain legal advice or to establish, exercise or defend legal rights;
the administration and maintenance of databases storing personal data;
to comply with our contractual obligations; and
for purposes otherwise set out in this Notice or as notified to you at the specific time of collection.

The Categories of presonal data we collect

We collect the following categories of personal data:

Customers who complete a registration form to attend an event and/or actually attend an event:
(i) Individual or company name, (ii) address, (iii) email address, (iv) telephone number, (v) data relating to physical health e.g. disability requirements when attending an event, program or educational class, (vi) data relating to health, such as dietary requirements, and (vii) biometric data from the photographs and video footage.
Donees who provide a donation
(i) name, (ii) bank account details from transfers received and (iii) amount donated.
Individuals who send requests for our goods and services:
(i) name, (ii) address, and (iii) email address.
Individuals who contact us via our contact us page:
(i) name, (ii) email address, and (iii) content in the free text box relating to the reason why you are contacting us.

As noted above, the personal data we collect may also include ‘special category data’ i.e., data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and genetic data, biometric data, data concerning health or data concerning a person’s sex life or sexual orientation.

Please note that if you do not provide certain personal data to us when requested (and where relevant, provide your consent), we may not be able to provide you with the services or process your applications.

OUR legal BASES for processing your personal data

We are entitled to use your personal data for these purposes because one or more of the following legal bases applies:

You explicitly consent, e.g., when you subscribe to receive marketing or when you provide special category data. Note that you can withdraw this consent at any time;
to take steps to enter into or perform a contract with you or other individuals, e.g., for charity events, or to provide you with the services you contract with us for;
compliance with our legal obligations;
in order to establish, exercise or defend our legal rights or for the purpose of legal proceedings or
ours or our third parties’ legitimate interests, where these are not overridden by your privacy and data protection rights. Our legitimate interests include: fulfilling your requests for information about us, the charity and the services we offer, conducting research for our projects, personalising and tailoring the content of our Website, maintaining and improving our Website so that users can get the information they need from the Website quickly, allowing us to effectively and efficiently provide you with our services; allow us to administer and manage the operation of our business, maintaining compliance with internal policies and procedures, monitoring the use of our copyrighted materials, offering optimal, up-to-date security solutions for IT systems, and for internal research purposes.

We are entitled to use your special category data for these purposes because one or more of the following legal bases applies:

you explicitly gave your consent;
the processing is necessary to protect your vital interests of the data subject or of another natural person where you are physically or legally incapable of giving consent;
the processing relates to personal data which is manifestly made public by you;
the processing is necessary for the establishment, exercise or defence of legal claims; or
the processing is necessary for reasons of substantial public interest.

Sharing your personal data

We do not use or share your personal data with others except as described in this Privacy Policy. In certain circumstances, we will share your information with third parties with your consent, as necessary, or as otherwise required or permitted by law. Specifically, we share your personal data:

With service providers and suppliers in our legitimate interests, or to perform a contract with you. Such third parties include: (i) IT security vendors; (ii) website hosting vendors, (iii) suppliers for events that we may host, and (iv) banks and payment process providers who will process your donations. These service providers assist us with many different functions and tasks for the purpose of the management and administration of our business, in order to facilitate the provision and enhancement of services to you.
When you request us to share certain information with third parties, with consent. Such as when you provide your dietary requirements or disability access requirements for an event. With your permission we will disclose your personal data to relevant third parties.
With professional advisors in our legitimate interests or as required by law. As necessary, we will share your personal data with professional advisors functioning as service providers such as auditors, law firms, or accounting firms.
With charitable regulators and Companies House in our legitimate interest or as required by law. As necessary, we will share your personal data with charitable regulators to demonstrate compliance with charity law and support best practice in governance and administration of charity practices.
For legal and security reasons and to protect our services and business, in our legitimate interests or as required by law. We will share your personal data with regulators, law enforcement agencies, public authorities, or any other relevant organisations: (i) in response to a legal obligation; (ii) if we have determined that it is necessary to share your personal data to comply with applicable law or any obligations thereunder, including cooperation with law enforcement, judicial orders, and regulatory inquiries; (iii) to protect the interests of, and ensure the safety and security, of us, our users, a third party or the public; (iv) to exercise or defend legal claims; and (v) to enforce our terms and conditions, other applicable terms of service, or other agreements.
With our affiliates, in our legitimate interests. We may share your personal data with companies within our corporate family.
In connection with an asset sale or purchase, a share sale, purchase or merger, bankruptcy, or other business transaction or re-organisation, in our legitimate interests. We will share your personal data with a prospective buyer, seller, new owner, or other relevant third party as necessary while negotiating or in relation to a change of corporate control such as a restructuring, merger, or sale of our assets.

These third parties will be expected to be subject to confidentiality requirements (either by contract, professional obligation, duty or otherwise) that require them to only use your personal data as described above.

We may aggregate or de-identify the personal data so that a third party would not be likely to link data to you, your computer, or your device. Aggregation means that we combine the non-personal information of numerous people together so that the data does not relate to any individual. “De-identify” means that we attempt to remove or change certain identifiers that may be used to link data to a particular person.

International transfers of personal data outside uk/eea

The personal data that we collect from you may be transferred to, and stored at, a destination outside the UK or the EEA. It may also be processed by staff operating outside the UK or the EEA working for us or for one of our suppliers. Such staff maybe engaged in, among other things, the processing of your payment details and the provision of services. If we transfer personal data to a third country outside of the UK or EEA, we will, take all reasonably necessary steps to ensure that your personal data is treated securely and in accordance with this Privacy Policy, and the personal data will be sent pursuant to a valid transfer mechanism, such as the EU standard contractual clauses, the UK Addendum or the UK International Data Transfer Agreement, or any equivalent contracts issued by the relevant competent authority of the EEA or UK, as relevant, unless the data transfer is to a country that has been determined to provide an adequate level of protection for individuals’ rights and freedoms for their personal data. Please contact us (using the information in Section 16 below) if you would like more information about these safeguards.

SECURITY

We have implemented commercially reasonable controls and appropriate technical and organisational measures to protect your personal data, as well as to maintain the security of the information contained in our systems in respect of personal data. Appropriate controls (such as restricted access) are placed on our computer systems and used where appropriate. Reasonable measures are taken to ensure physical access to personal data is limited to authorised employees.

When you contact us about your personal data, you may be asked to provide evidence of your identity (e.g., driver’s licence or passport). These types of safeguards are designed to ensure that only you, or someone authorised by you, has access to your file.

Although we do our best to protect your personal data, we cannot guarantee the security of your information transmitted through the Website and any transmission is at your own risk.

Retention of personal data

We will retain your personal information as follows:

if you contact us, we will keep your data for one year after you contact us. However, if you proceed to make a donation or become a trustee/member following contacting us, we will keep your data for a period of seven years;
your information when you register to attend an event for two years;
your information when you provide a donation for seven years; and
data on your use of our Website and our services is retained for two years.

We will also retain and use your personal data to the extent necessary to comply with our legal obligations, resolve disputes and enforce our terms and conditions, other applicable terms of service, and our policies.

We take reasonable steps using appropriate technical methods in the circumstances to delete or destroy your personal data when we no longer have a legal basis to retain it or to ensure that the personal data is anonymised or irrecoverable.

CHILDREN DATA

We do not knowingly collect personal data from children who aged below 18 (or whatever the age may be of a child in your jurisdiction) without first obtaining consent from their parent or guardian.

If we learn that personal data has been collected through the Website from children without parental consent, we will take the appropriate steps to delete the personal data. If you are a parent or guardian and you wish to review the personal data we have collected about your child, delete it, or restrict the further collection or use of it, or if you discover that your child has provided us with personal data without your consent, please contact us using the contact information in Section 16 below.

Marketing

Depending on your preferences, and if you are in the EEA and UK, if you have opted-in or notified your interest in a particular product, service or event, or if you have you previously attended an event, we may send you marketing communications.

If you no longer wish to receive marketing communications from us you can opt-out at any time by informing us (using the information in Section 16 below) or by using the ‘unsubscribe’ method provided on the form of marketing you received e.g. the ‘unsubscribe’ button in the email.

Your option not to receive promotional and marketing material shall not preclude us from corresponding with you, by email or otherwise, regarding your relationship with us (e.g., your account and activity or our responses to questions or inquiries you pose to us); shall not preclude us, including our volunteers, employees, contractors, agents and other representatives, from accessing and viewing your personal data for our internal business purposes; and shall not preclude us from disclosing your personal data as described in this Privacy Policy for purposes other than sending you promotional and marketing materials.

COOKIES

We use cookies and other similar technologies to collect information about your browsing activities over time and across different websites. Cookies allow us to recognize and count the number of users and to see how users move around our website when they are using it. This helps us to improve our services and the way our website works. You can find more information about cookies and how to manage them here.

Your rights

If you are located in the EEA or the UK, you have certain rights in relation to your personal data:
Access: You have the right to access personal data we hold about you, how we use it, and who we share it with.
Portability: You have the right to receive a copy of the personal data we hold about you and to request that we transfer it to a third party, in certain circumstances and with certain exceptions.
Correction: You have the right to correct any of your personal data we hold that is inaccurate.
Erasure: In certain circumstance, you have the right to delete the personal data we hold about you.
Restriction of processing to storage only: You have the right to require us to stop processing the personal data we hold about you, other than for storage purposes, in certain circumstances.
Objection: You have the right to object to our processing of your personal data.
Objection to marketing: You can object to marketing at any time by opting-out using the unsubscribe/ opt-out function displayed in our communications to you.
Withdrawal of consent: Where we rely on consent to process your personal data, you have the right to withdraw this consent at any time by emailing us at info@humanityinsured.org.
Please note that a number of these rights only apply in certain circumstances, and all of these rights may be limited by law. For example, where fulfilling your request would adversely affect other individuals or our trade secrets or intellectual property, where there are overriding public interests or where we are required by law to retain your personal data.
To exercise any of these rights, you should contact info@humanityinsured.org. We will respond to requests to exercise these rights without undue delay and at least within one month (though this may be extended by a further two months in certain circumstances, such as where the request is categorised as complex, or you have been delayed in providing us with further information or proof of identity).

Links to third-party websites

Our website may contain links to other websites, online platforms, plug-ins or other applications operated by third parties. We do not control such other sites or applications, and are not responsible for their content, their privacy policies, or their use of your information. These third-party sites are not subject to this Privacy Policy, and we recommend that you check the privacy and security policies of each website that you visit. We are only responsible for the privacy and security of the personal data that we process as a data controller and have no responsibility for the actions of other third party data controllers in relation to your personal data. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators. We expressly disclaim any and all liability for the actions of third parties, including but without limitation to actions relating to the use and/or disclosure of personal data by third parties. Any information submitted by you directly to these third parties is subject to that third party’s privacy policy.

Complaints

If you have complaints about how we process your personal data, please contact us at info@humanityinsured.org and we will respond to your request as soon as possible.
If you think we have infringed data protection laws, you can file a claim with the data protection supervisory authority in your jurisdiction, for example, for the UK, you may contact the UK Information Commissioner’s Office.

Contact

If you have any questions, comments, or concerns about our Privacy Policy, our use of your personal data, or any other data protection matters, or to submit a request relating to your personal data, do not hesitate to contact us at info@humanityinsured.org.

Humanity Insured Privacy Policy