GDPR and Data
Collection

1. Policy Overview

This policy guides and governs the work that The Open Door Project carries out with respect to the collection, storage and use of information provided by our customers, volunteers, supporters, donors and Newsletter circulation subscribers. It aims to cover the requirements appropriate to The Open Door Project in accordance with the General Data Protection Regulation (GDPR), May 2018.

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Our information comes primarily from email sign up sheets. It comprises name (title, first and surname), telephone and email contacts only. We do not collect information about ethnicity, gender or other information deemed 'sensitive'.​

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2. The Information We Collect

 

If a donation is made, the name, address, date and amount of the gift is recorded. If the donor wishes to remain anonymous, the name is entered as 'Anonymous'. Should the donor wish to complete a Gift Aid declaration, a Gift Aid donations form is completed to record the details required by HMRC in order to claim for Gift Aid.

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3. The storage of the information we hold

 

If a donation is made, the name, address, date and amount of the gift is recorded. If the donor wishes to remain anonymous, the name is entered as 'Anonymous'. Should the donor wish to complete a Gift Aid declaration, a Gift Aid donations form is completed to record the details required by HMRC in order to claim for Gift Aid.

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We recognise and take very seriously our responsibilities to ensure that we respect the confidentiality of personal data.

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3.1 Gift Aid Declarations

The original (paper) contact information sheets are stored in a locked filing cabinet at the registered address. They are kept for six years as required to meet HMRC’s expectations for Gift Aid reference.

 

Donation information is filed in a separate folder from the mailing information and is added to the Gift Aid claims form which is routinely submitted to HMRC. Information is passed securely to a designated trustee to acknowledge donations and then shredded.

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3.2 Mailing list

The mailing Excel database is compiled from the information on these sheets annually. A column is included to indicate whether or not a Gift Aid declaration has been signed. The database is compiled by a volunteer, is then password-protected and is made available to the administrator of the Mailchimp account and the trustees.

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4. The use we make of the information we collect

 

We use the information on the mailing database:

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• Via MailChimp (the bulk email distributor we use), to inform supporters of news, events and activities being organised by The Open Door Project.

• Send out mailings by post to inform supporters and churches of news, events and activities being organised by The Open Door Project.

• Contacting Volunteers

• For marketing purposes of Special Offers and special interest promotions

• For customer invoicing and receipt purposes

 

We use the information on the Gift Aid donations list only to complete the annual HMRC Gift Aid submission.

 

We do not use any information for the purposes of data sharing with other organisations, wealth-screening or research, either by ourselves or by third parties and would never sell information to any other organisation.

 

We will send information by post, telephone or email to volunteers and customers or by responding in the same way as the communication came to us (so a letter will receive a postal response, an email a reply by email) unless otherwise requested or advised by the initiator of the correspondence.

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5. Viewing your personal data, unsubscribing and opting-out of communications 

 

Supporters and donors can request to view the personal data we hold on them and can opt out of receiving any or all of our communications at any time by unsubscribing or contacting The Open Door Project at TODPinverness@gmail.com

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