Humanists UK Services and Information Provision
- In the case of advice provided via the Faith to Faithless or pastoral care helpline we will keep all your information – including notes, letters and information given to us about you – in a confidential record that is specific to you. We use a customer relationship management system (CRM) to support our advice, guidance and support. This means that we can keep the information you provide us, so we are able to see the history and relevant details of your case(s). This ensures that we provide appropriate and accurate advice or support. We take information security very seriously. No one is allowed access to our system or files unless they need this to provide the service to you, or one of the other purposes discussed in this notice.
- If you call our Faith to Faithless or pastoral care helpline, your call may be recorded. This is used for training purposes, quality assurance, complaint investigations, and to make further improvements to the service we provide to you. You are informed of the recording before any data collection occurs.
- Information you provide in order to get advice, guidance, or support in other areas (including that provided by our Public Affairs & Policy team in casework on matters such as asylum or schools or discrimination) will be treated as confidential unless you give us permission to share it. It is stored in secure files and no one is allowed access to our system or files unless they need this to provide the advice, guidance, or support to you, or one of the other purposes discussed in this notice.
- To ensure that our services meet a high standard of quality, files are sometimes checked by our quality assurance staff. Files may also be checked by external auditors if the work we do is funded by another organisation, such as a local authority. All auditors are bound by confidentiality policies.
- We may use your data for statistical reports. These statistics will not include any information that could be used to identify any individual.
- We want to keep you up to date with our fundraising, marketing, and campaign activity.
- We use a range of marketing activities and channels to contact our supporters – including our website, email, face-to-face fundraising, direct mail, social media, and telephone.
- We will always obtain consent to contact you by email and text message for marketing purposes. We will also obtain consent from all new members to make marketing calls.
- We will sometimes send marketing by post, on the basis of it being within our legitimate interests to do so, unless you opt out. See section 10 (‘Our legal basis for processing data’) for more information about our use of legitimate interests. We will also contact existing supporters by phone on this basis (unless they are registered with the Telephone Preference Service or have opted out of receiving marketing communications from us).
- We send the following marketing materials:
- updates about our work – including email and paper newsletters and other publications informing you about our work
- information about our campaigning activities, including how you can support such campaigns (for example by lobbying influential figures or signing a petition), and updates about the progress of our campaigns
- fundraising appeals, including requests for donations, information about how you can leave us a gift in your will, how you can raise money on our behalf, attend or take part in a fundraising event, communications relating to auctions and raffles, and updates on the impact that your fundraising activities have had on our work
- details of events, including details of our Convention and Lecture Series plus events held in aid of Humanists UK. Please note that if you sign up to a Humanists UK event we will also send you administrative communications about how you can take part. We will also send you a reminder about similar events in future years, in case you want to participate again
- information about products offered by our online shop
- information about how you can help support Humanists UK by giving your time as a volunteer or using your influence to progress our aims, along with updates on the impact of your work
- details of the professional services that Humanists UK offers, such as training and publications
- We will never share or sell your personal data to a third-party organisation for its marketing, fundraising, or campaigning purposes.
- You can withdraw your consent and unsubscribe from or update your marketing preferences at any point using the details in the ‘Contact us’ section below.
- Any ‘mass’ electronic communications, such as emails, will have a link to unsubscribe from future electronic communications, so you can manage your own communication preferences.
- If you make any changes to your consent, we will update your record as soon as we possibly can. It may take up to 30 days for our systems to update and stop any postal communications from being sent to you. Email communications will be stopped within a week and usually immediately. If you tell us you do not wish to receive marketing, fundraising or campaign communications, you may still receive transactional and service-based communications confirming and servicing other relationships you have with us (as described below). You can also opt out of receiving marketing communications from us by signing up to the Fundraising Preference Service.
- Where possible, we cleanse and remove out-of-date data. This helps us to improve the delivery rate of our mailings and minimise wasted expenditure.
Administrative communications to friends and supporters
- In addition to the fundraising and marketing communications that you receive from Humanists UK, we will also communicate with you by post, telephone, and email in relation to administrative and transactional matters. For example, we may call you after you have set up a Direct Debit to confirm your details, and will contact you upon cancellation to check this was your intention. There may be other occasions where we need to contact you about your contribution – for example, if there is a problem with a payment or in relation to your Gift Aid declaration.
- As mentioned above, we may still need to communicate with you for administrative purposes even where you have opted out of marketing communications from us. For example, members will be contacted about membership renewal and governance aspects of membership such as the AGM.
Member and Supporter research and analysis
- We may use profiling and database segmentation to analyse your personal information, and create a profile of your interests, preferences, and ability to donate. This allows us to ensure communications are relevant and timely, to provide an improved experience for our supporters. It also helps us understand the background of our members and supporters so that we can make appropriate requests to those who may be willing and able to donate more than they already do, or leave a gift in their will. This enables us to raise funds quicker and in the most cost-effective way.
- Our Communications and Development team uses information that is already in the public domain (information that has been published in print or online) to identify high net worth individuals who may be interested in supporting our work with a major gift. These publicly available sources of information include Companies House, the Charity Commission’s Register of Charities, Who’s Who, LinkedIn, company annual reports, and articles in reputable newspapers and magazines. We do not use publicly available sources which we consider would be intrusive for this purpose, such as online planning applications. We also carry out research to identify existing supporters who may be able to join our major donor programme. This is based both on publicly available information, and information our supporters have given us voluntarily (e.g. where a person lives, who they bank with, what their occupation is, and their age).
- Under data protection legislation, you have the right to object to your data being processed in this way. If you wish to opt out of potentially being identified as a high net worth individual, please inform us by emailing: firstname.lastname@example.org.
- We are legally required to carry out checks on individuals who give us large donations, to comply with our duties in respect of anti-money laundering legislation and the prevention of fraud.
Humanists UK Shop and Online purchases
- When you purchase an item from our website (including event tickets and products from the shop) we may collect certain information from you – including your name, address, phone number, email address, Gift Aid status, marketing preferences, and payment details – so that we can process your purchase or contact you if we have any queries regarding your purchase.
- Where you have purchased something from us we may contact you again about similar products or services. We will always give you the opportunity to opt out of receiving further communications of this nature.
- Depending upon the communication preferences you select when registering your details, we may then also contact you for fundraising and marketing purposes, about the activities listed in the fundraising and marketing communications section of this policy.
- When someone visits humanism.org.uk we collect standard logging information and details of visitor behaviour – such as which pages are visited, and how long is spent on each one. We do this to find out things such as the number of visitors to the various parts of the site, and how people are using our site. These website statistics and data are collected by Google Analytics and Hotjar. Google’s system also provides us with non-personally-identifiable ‘Interest’ and ‘Demographics’ data, which is collected using the widely-used Google Advertising Network DoubleClick cookie (see here for more information on this cookie, including how to opt-out). Humanists UK collects this data so that we can find out the kinds of people visiting our site, and we use this data to help us deliver our messages as effectively as possible. See below for more information about cookies, and here for a way to opt out of Google Analytics on all websites you visit.
- Our website also uses web beacons or pixels through third-party service providers that allow us to track conversions and activity on our website – as well as generating advertisements that appear on Facebook, Twitter, and search engines like Google, for you and other potential users. This data is anonymous, and helps us know which forms of advertising are the most cost-effective.
- We may also from time to time work with third-parties such as Twitter or Facebook to judge the effectiveness of our advertising. This involves tracking whether you respond directly to an advert on these services, or whether you engage with us having seen an advert. This is known as ‘conversion tracking’, and uses ‘cookies’ on your machine. We do not provide these third-parties with identifiable information. However, if you have an account on these services it will be possible for them to match up your account to the visit to our site, and as such they may use this to inform future advertising. In a nutshell, if you are logged in to your Twitter/Facebook account and visit a page on our site with ‘conversion tracking’ enabled, Twitter/Facebook will know about it and may use this in their advertising algorithms. Currently we are working with Twitter and Facebook in this regard. We will update this page if this changes. You can opt-out of this kind of tracking on Twitter using the instructions on this page. You can manage your Facebook settings here. Your web browser allows control of most cookies through the browser settings.
- Depending on your settings or the privacy policies for social media messaging services like Facebook, Twitter, and Instagram, you may receive targeted advertisements through our use of social media audience tools. For example, Facebook’s ‘Custom’ and ‘Lookalike’ Audiences’ programmes enable us to display adverts to our existing supporters when they visit Facebook, or other people who have similar interests or characteristics to our supporters. We may provide your data (including your email address) to Facebook, so it can determine whether you are a registered account holder with them, or so that Facebook create a ‘lookalike’ audience or to exclude you from receiving ads. Our adverts may then appear when you access Facebook. We only work with social media networks that provide a facility for secure and encrypted upload of data, and who immediately delete any records not matching with their own user base. For more information, or to manage your social media ad preferences, please see Facebook’s ‘About Custom Audiences’ guide and its Data Policy.
- We use ‘cookies’ to collect data from your browser when you visit our website. A cookie is a small text file that is stored on your computer via your web browser. This file allows us to temporarily store information about your website usage. For example, a cookie is created when you login, so that as you continue to navigate the website we can understand who you are and show you the appropriate content. Cookies are also created whenever you click ‘Remember me’ on a website. Next time you visit that website, it checks to see if there is a cookie in place – if there is, you don’t have to login next time. Cookies can also be used by third-parties, and sites such as Facebook can use them to see which websites you have visited. Our site has various cookies in place – see the rest of this policy for details of the organisations we work with, and how we ensure that your data is secure. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
- If you receive an email and you open it, or don’t open it, or select a link and browse our website, we collect this information to ensure that the information we send to people is received and relevant.
Applying for a job or volunteer position at Humanists UK, or membership of one of our professional networks such as Humanist Ceremonies™
- When you apply for a job or volunteer position with us, or to join the Humanist Ceremonies™ network, your personal data will be collated to monitor the progression of your application, and the effectiveness of the recruitment process through the statistics collected. Where we need to share your data – such as for gathering references or obtaining a Disclosure and Barring Services check you will be informed beforehand. These checks are only done after a position has been offered to the successful candidate. On the application form, you are asked to complete the referee details, and by providing them are giving Humanists UK permission to contact the referee. If you provide referee details, once offered a role, we will automatically send out reference requests. If you specifically request it, we will contact you for permission first.
- Personal data about unsuccessful applicants are held for 6 months after the recruitment exercise is complete for that position. You, as an applicant, can ask us to remove your data before this time if you do not want us to hold it. If we feel there is another suitable position available, we may share anonymised application details with the relevant senior manager before deciding whether to contact the applicant.
- Once you have taken up your role with Humanists UK, we will compile a file relating to your employment, volunteer position, or membership of the Humanist Ceremonies™ network. The information contained in this will be kept secure and will only be used for purposes directly relevant to that role. Once your employment, volunteer, or celebrant relationship with us has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it from our files.
- We may collect data about professional contacts and partners with whom we work, or to whom we provide professional services – such as training, publications, or volunteer placement. Personal data collected in this way will be processed in accordance with data protection legislation and this policy.
- We may send our professional partners information and updates about our work (primarily by email). Such contacts can opt out of receiving this information at any time.
- We maintain a record of information related to MPs and other holders of public office, to enable us to undertake our campaigning activity in furtherance of our charitable aims. This will include keeping a record of contact details such as address, telephone number, and email address as well as publicly available voting records and committee and group memberships.