PRIVACY AND DATA PROTECTION POLICY STATEMENT
1. Our commitment to your privacy
Magic Me (registered charity 328331) respects your privacy and realises how important it is that your personal information remains secure.
We hope that this policy explains how we collect, manage and protect your details, but if you would like more information, if you want to request a copy of the personal information we hold about you, or ask us to update or correct any information, please contact us here:
Phone: 0203 222 6064
Your personal data is protected by UK legislation, specifically the Data Protection Act 1998, and the Privacy and Electronic Communications (EC Directive) 2003.
Written consent is not requested as it is assumed that the consent has been granted when an individual freely gives their own details.
By giving Magic Me your details, you will occasionally receive information about our work, including by email and by post. You can unsubscribe at any time by emailing or by calling us.
3. What kind of information we may hold about you
A. Personal Information
We may collect information from you when you join a project (such as when you sign up to volunteer for Cocktails in Care Homes) and submit personal information to us using paper based forms, online forms or when you email us.
Examples of personal information include name, job title, organisation, address, telephone number, email address, date of birth, age, interests and other details.
B. Sensitive Personal Information
In some cases we may collect information that the Data Protection Act considers to be ‘sensitive’. Sensitive personal information is personal information relating to your religious or ethnic origin, religious or political opinions, sexual orientation, physical or mental health or criminal convictions. Such information will only be collected and retained with your specific consent. We do not collect this information via our websites.
4. How do we use your information?
We use the personal information we hold about you only for the following purposes:
A. To provide services to you
B. To administer our relationship with you
C. We use personal information that you supply us for the purpose for which it was collected.
Examples include; sending you information or the answer to a query, to register your interest in taking part in a project, attending an event or volunteering for Magic Me, to enable you to buy publications or make donations.
D. To contact you about other projects, services, events or developments
Magic Me would like to use your personal information to contact you with information about Magic Me, our projects, events or developments.
E. For monitoring, evaluation and research (including market research) purposes
Magic Me is a UK charity, funded entirely by donations and grants. We are required by several of our funders to supply monitoring information about the people who take part in and benefit from our project .e.g. how many women, how many over 55s, etc. The information we send to our funders remain as the figures are not linked to an individual’s name and is therefore anonymous.
Monitoring is useful. It encourages learning as all data has to be interpreted and discussed. This provides Magic Me with the opportunity to learn from what is happening, share our experiences and facilitates future planning. We can learn from what has/ has not worked which can then be put into practice and shape future projects.
F. If the assets of Magic Me are transferred to a third party
If Magic Me decides to transfer its assets or ceases to trade, becomes insolvent, enters into receivership or any similar or equivalent event occurs, Magic Me or those acting on its behalf may sell its assets or parts of it to a third party or parties. In such circumstances, Magic Me or those acting on Magic Mes’ behalf may transfer your personal information to these third parties.
G. If disclosures are required by law
If required to do so by any applicable law, search warrant, subpoena or court order, or by any regulation, treaty or other legally binding obligation with which Magic Me is required to comply, Magic Me or any such company or trust will disclose some or all of your personal information as and to the extent that it is required to do so.
5. Use of photographs
Magic Me uses photography for documenting, celebrating and promoting our work:
A. Printed materials including our Annual Report, promotional fliers, business cards, calendars, postcards etc.
B. Exhibitions in community venues, public spaces and galleries; displays at project celebrations, conferences, and community events.
C. Presentations on PowerPoint or video at project celebrations, conferences, recruitment events and to funders or potential funders.
D. Press releases
E. Magic Me’s website, social media and on emails.
Magic Me acknowledges that people today are very alert to intrusion, issues surrounding celebrity, manipulation and exploitation of images and the need to be sensitive. Magic Me recognises that there are many issues regarding giving consent and that a degree of trust needs to be built up amongst participants and also with Magic Me staff and artists before photographs are taken, or consent requested. Use of photos for press needs to be separately handled. Every volunteer and project participant will be asked to complete a photo permissions form before photos are taken, and measures will be taken to ensure those who do not grant permission are not photographed and their wishes followed.
Magic Me will remove any photograph if a complaint received from an individual within the image. This applies to still and moving images published on Magic Me’s website and printed publications.
6. How long will we keep your information?
We will retain your information for as long as you have an active relationship with Magic Me. If you cease to have an active relationship with us or request to receive no further contact, we may retain some basic information in order to avoid sending you unwanted materials in the future, and to ensure that we don’t accidentally duplicate information.
You can unsubscribe at any time by emailing firstname.lastname@example.org or by calling us on 0203 222 6064
8. Sale/exploitation of personal information by third parties
9. Data security
Magic Me uses a number of mechanisms to protect the security and integrity of your personal information. Unfortunately, no data transmission over the internet can be guaranteed to be completely secure. So while we strive to protect such information, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk. Once any personal information comes into our possession, we will take reasonable steps and all other precautions required by law to protect that information from misuse and loss and from unauthorised access, modification or disclosure.
10. Links to other websites
Personal data is kept on a password-protected computer system and in paper-based systems. Every effort is made to ensure that paper-based data is stored in secure and organised systems.
12. Contacting us
Request for a copy of your personal information
If you would like a copy of your personal information please write to: The General Manager, Magic Me, 18 Victoria Park Square, London E2 9PF stating your full name and providing us with sufficient information to verify your identity.
• Please also help us to respond quickly by indicating why you think we hold personal information about you and what kind of information you think we may hold.
• Please note an access fee may be charged to cover our reasonable costs of providing the information to you.
• Sometimes there may be a reason why access will not be possible. If that is the case, you will be told why.
13. Correcting your details
Please let us know if the personal information which we hold about you needs to be corrected or updated, please email us.
If you do not want to be contacted in the future by Magic Me please email us to confirm your preference.