Privacy Policy

Keep Britain Tidy aims to process information about you fairly, lawfully, and in a
transparent manner. This policy relates specifically to our collection and use of
personal information of supporters and website users for the purposes of running our
charity.

Keep Britain Tidy is a “data controller”. This means that we are responsible for deciding
how we hold and use personal information about you. We are required under data
protection legislation to notify you of the information contained in this privacy policy.

It is important that you read this policy, together with any other privacy policy or notice
we may provide on specific occasions when we are collecting or processing personal
information about you, so that you are aware of how and why we are using such
information.

Our contact details
Name: Keep Britain Tidy (Registered in England and Wales under the registered
charity number 1071737 and as a limited company registered under the company
number 3496361).
Address: Elizabeth House, The Pier, Wigan, WN3 4EX.
Telephone Number: 01942 612 621
Email: dataprotection@keepbritaintidy.org
Web address: www.keepbritaintidy.org

The type of personal information we collect

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics such as name, title, addresses,
  telephone numbers, and personal email addresses; Date of birth; Gender; Individual’s interests;
• Details of your involvement in our campaigns and charity work, including any
  information you provide to us during your involvement with our campaigns;
• Details of donations you have made and financial information such as method of
  payment and card details;
• Details of your tax status to enable us to claim Gift Aid;
• Details of any fundraising you have completed;
• Details of any information you provide to us when submitting applications for our
  awards (e.g. Green Flag Awards or Coastal Awards);
• Details of any information you provide to us when taking part in our initiatives such
  as the Eco-Schools programme;
• Details of any correspondence you have with us including any interaction you have
  with us on our social media platforms;
• Details of any complaints you have made;
• Your marketing and communications preferences;
• Photographs
• CCTV images (where you attend any of our premises);
• For visitors to our website and in addition to the above, we may collect:
  • technical data, such as your IP address, your login data, browser type
    and version, time zone setting and location, browser plug-in types and
    versions, operating system and platform, and other technology on the
    devices you use to access our website;
  • profile details such as your interests, preferences, feedback and survey
    responses.

How we collect your personal information

Most of the personal information we process is provided to us directly through
interactions with you and/or by automated technologies during your interactions with
one of the following websites:

• Keep Britain Tidy;
• Green Flag Award;
• Green Key, and;
• Eco-Schools.

As you interact with our website, we will automatically collect technical data about your
equipment, browsing actions and patterns. We collect this personal data by using
cookies and other similar technologies. For more information about our use of cookies,
please see our Cookies Policy.

Supporters are asked to ‘opt-in’ to receive information about a campaign by providing
some or all the personal information listed above.

Supporters will also be asked if they wish to receive our email news updates, giving
more information on our other work. Supporters will ‘opt-in’ to receive these email
news updates. You can ask us to stop sending you these updates at any time by
following the unsubscribe links on any communications we send to you or by
contacting us at any time.

We may also collect your personal information indirectly from publicly available
sources such as corporate websites, public social media accounts and the electoral
register in order to create a better understanding of our supporters and potential
supporters’ interests and support of KBT.

Legal basis for using your personal information

We will only use your personal information when the law allows us to. Your personal
information is usually processed for one of the following reasons under data protection
law:

• Where you have provided your consent for us to contact you, for example to email
  you with information on a campaign you have chosen to support or with KBT email
  news updates;
• where we need to comply with a legal obligation;
• where it is necessary for our legitimate interests (or those of a third party) and your
  interests and fundamental rights do not override those interests.
  We may also use your personal information in the following situations, which are likely
  to be rare:
• where we need to protect your interests (or someone else’s interests);
• where it is needed in the public interest.

How we use your personal information

The situations in which we will process your personal information are:

• Registering you as a supporter
• Compiling, sorting and updating lists of all supporters of a campaign
• Compiling, sorting and updating the list of supporters signed up to receive our email
  news updates
• Contacting you with email updates on our campaigns
• Contacting you with our email newsletter, where you have signed up to receive this
• Administering your donation or supporting your fundraising
• Keeping a record of your correspondence with us
• Responding to any request, complaint or query you make to us
• Managing our events
• Processing any applications you make to our awards schemes
• Administering and protecting KBT and our website (including troubleshooting, data
  analysis, testing, system maintenance, support, reporting and hosting of data)
• Using data analytics to improve our website, marketing, relationships and
  experiences.

How we may share your personal information

We will share your personal information with third parties where required by law, where
it is necessary to administer our relationship with you or where we have another
legitimate interest in doing so.

Where necessary or required, we may share your personal information as follows:

• With partner operators or third-party service providers (including contractors and
  designated agents), in connection with services performed on our behalf and to
  process data in support of our purposes listed above.
• With government bodies and law enforcement agencies.
• With our insurers and legal advisers.
• With our auditors and accountants.
• With survey and research organisations.
• With our funding providers.
• With third parties to whom we may choose to sell, transfer or merge parts of our
  charity or our assets. Alternatively, we may seek to acquire other charities or merge
  with them. If a change happens to KBT, then the new trustees may use your
  personal data in the same way as set out in this privacy policy.
• This list is not exhaustive as there are other circumstances where we may also be
  required to share information, for example:
  To meet our legal or regulatory obligations.
• In connection with legal proceedings (or where we are instructed to do so by
  Court order).

Our relationships with third party service providers are governed by contractual
provisions with us and they only have access to personal information to perform the
described purposes and may not use it for other purposes.

Third parties that KBT currently use who may process your personal data and the
purpose for which your data is processed:

Acomplis
http://www.acomplis.co.uk/
We use Acomplis to provide web support for our accreditation websites.

Applied
https://www.beapplied.com/
Recruitment software – Applicant tracking system and recruitment administration

Arkom
https://www.arkom.co.uk/
We use Arkom to support our Customer Relationship Management system, that stores and
processes contact information to facilitate internal reporting, external comms and
organisational processes.

Catalyst2
https://www.catalyst2.com/
We use Catalyst2 to provide web hosting services.

Campaign Monitor
www.campaignmonitor.com/
We use Campaign Monitor to distribute emails to our supporters and clients.

Carbon Creative – Eco Schools

Eco-Schools

We use Carbon Creative to support the ECO schools website

DotDigital
https://dotdigital.com/
We use DotDigital to distribute emails to our supporters and clients.

Finnovate
https://finnovate.io/
We use Finnovate to support the ECO schools portal

Futr
https://futr.ai/
Futr provides KBT’s chatbot service on the main website.

Google Analytics
www.policies.google.com/privacy?hl=en
We use Google Analytics to monitor how our websites and webpages are used by visitors to
our sites.

High Speed Training
https://www.highspeedtraining.co.uk/
Used to provide on-line training

Microsoft 365
https://privacy.microsoft.com/en-gb/privacystatement
Microsoft 365 is our main productivity suite that supports email, storage of documentation
and meeting & webinar hosting.

Enthuse

Security and data

We use Enthuse as our fundraising platform. You opt-in to receive further communications
from Keep Britain Tidy.

Shopify
https://shop.keepbritaintidy.org/
We use Shopify to host our litter picking equipment store. Only the order information you
agree to is used for future communication.

How we store your personal information

Your information is securely stored on a secure private network and within our
marketing databases within the UK and European Economic Area (EEA).
We may transfer your personal information outside the UK and EEA. For example,
some of our external third-party service providers may be based outside the UK and
EEA so their processing of your personal data will involve a transfer of data outside
the UK and EEA.

• Whenever we transfer your personal information out of the UK and EEA, we ensure a
  similar degree of protection is afforded to it by ensuring at least one of the following
  safeguards is implemented
• We will only transfer your personal information to countries that have been
  deemed to provide an adequate level of protection for personal information.
• Where we use certain service providers, we may use specific contracts approved
  for use in the UK and EEA which give personal data the same protection it has in
  the UK and EEA.
• Where there is a specific exemption under data protection law which will permit us
  to make the transfer outside the UK and EEA.

Please contact us if you want further information on the specific mechanism used by
us when transferring your personal data out of the UK and EEA.

How long we keep your personal information

We will only retain personal information 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. For details of our different retention periods, please contact
us using the contact details above.

Your data protection rights

• Under data protection law, you have rights including:
  Your right of access – You have the right to ask us for copies of your personal
  information.
• Your right to rectification – You have the right to ask us to rectify personal
  information you think is inaccurate. You also have the right to ask us to
  complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal
  information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to
  restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the the right to object to the
  processing of your personal information in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the
  personal information you gave us to another organisation, or to you, in certain
  circumstances.

You are not generally required to pay any charge for exercising your rights. If you
make a request, we generally have one month to respond to you, unless we have a
legal ground to extend this deadline. Please note, there are some specific
circumstances where these rights do not apply and we can refuse to deal with your
request.

Your right to withdraw consent

In the circumstances where you may have provided your consent to the processing of
your personal information, you have the right to withdraw your consent for that specific
processing at any time. To withdraw your consent, please contact us using the contact
details above. Once we have received notification that you have withdrawn your
consent, we will no longer process your information for the purpose or purposes you
originally agreed to, unless we have another legitimate basis for doing so in law.

You can ask us to stop sending you marketing updates at any time by following the
unsubscribe links on any communications we send to you or by contacting us at any
time.

How to complain

If you have any concerns about our use of your personal information, you can make
a complaint to us at:
dataprotection@keepbritaintidy.org,
or by writing to us at:

The Data Protection Officer, Elizabeth House, The Pier, Wigan, WN3 4EX.
You can also contact by telephone Number on 01942 612 621.

If you are unhappy with how we have used your data you can also complain to the
Information Commissioner’s Office. The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Changes to this Privacy Policy

This privacy policy was last updated in November 2023. We reserve the right to update
this privacy policy at any time. We may also notify you in other ways from time to time
about the processing of your personal information.

Policy Implementation Notice
This is the policy statement of: KEEP BRITAIN TIDY
The overall and final responsibility for this policy is that of: Board of Trustees
Approved by the Board of Trustees on (date): 13th December 2023
Day-to-day responsibility for ensuring this policy is put into practice is delegated to: Data Protection Officer
Date policy reviewed: 27th November 2023
Next policy review date: 30th November 2025