Liverpool School of Tropical Medicine (LSTM) takes your privacy very seriously in all our interactions with you. Developing a better understanding of our supporters through your personal data enables us to make better decisions, tailor our interactions with you, and fundraise more efficiently. Our policy is outlined below, and we will refer to it on the occasions when we have need to communicate with you. We will keep this policy up-to-date by amending it when we make any changes to the way we handle your personal data.
LSTM is the Data Controller of the information it holds or will hold on you. You can contact us about your personal data and data protection by emailing firstname.lastname@example.org or by post to Fundraising Department, Liverpool School of Tropical Medicine, Pembroke Place, L3 5QA.
When will we contact you?
We will get in touch with you when you have contacted us about making a donation or in response to any enquiries you have made. We will also contact you only when you have opted in to receiving information and communications from LSTM to receive general updates and about fundraising initiatives. In certain circumstances LSTM will use legitimate interest to process data and contact people who we believe have an interest in a relationship with LSTM, such as alumni or philanthropists.
Your details may be shared with third parties (including database provider HubSpot and email communication service MailChimp) who LSTM has carefully selected to facilitate communications on our behalf, but only when you have given your permission for us to do so by opting in to receive such communications.
In 2021 LSTM stopped using Blackbaud and moved data to a new provider called HubSpot. We are contacting everyone who’s data is on the current database to inform them that we are intending to move over their data to HubSpot. This communication provides individuals with the opportunity to raise any concerns that they may have regarding their personal data and if they wish to cease a relationship with LSTM, have their data removed before the transfer takes place.
Data processed by HubSpot, is protected by extensive security measures and backed-up to multiple data storage centres. Details of these security measures can be found in Annex 2 of the Data Processing Agreement accessible via the above link.
You can choose what sort of information you wish to receive from LSTM by choosing to:
- Receive all communications from LSTM
- Receive LSTM fundraising communications only (including information on how your donation has been used, donor reports and project updates)
- Receive general communications about LSTM only (annual reports, general newsletters – events news and LSTM 125th Anniversary news)
- Receive no communications from LSTM
You can also choose the method(s) through which you are happy to be contacted (e.g. mail, email, phone).
If we wish to use your personal data for any reasons other than those originally advised to you then we will be in touch to request your consent.
All preferences can be stated when your data is collected and by contacting email@example.com. We will endeavour to make changes within seven business days of receiving your updated request. Your consent can be withdrawn at any time.
If you change your mind about the type of information you would like to receive, or if you want to update or amend your personal information and/or preferences, you can contact us: Liverpool School of Tropical Medicine, Pembroke Place, L3 5QA. Telephone: 0151 705 3272. Email: firstname.lastname@example.org
How we collect information about you
We may collect information about you whenever you interact with us. For example, when you donate to us, ask about our activities or volunteering opportunities, attended an event, signed up to communications, met with a member of our team, interacted with us on social media, or otherwise given us any other personal information.
In certain circumstances LSTM may receive information concerning individual philanthropists, grant-making foundations and partner organisations from third parties for research and due diligence purposes. If LSTM as data controller intends to share or receive personal data for these purposes, we will contact individuals within one month of receiving their data to ask for consent.
What details we collect
We may collect names, addresses, e-mail addresses, telephone numbers, business details, bank account details (where you have provided these), tax status for the purposes of collecting Gift Aid, and records of your interactions with us (e.g. education details and event attendance). In order to ensure that the data we hold about you is accurate and up to date, we may occasionally use information sources that are in the public domain to verify your details, such as address and telephone number. Sometimes we may use sources such as LinkedIn to verify and supplement the information that we hold as we only want to send you information which we believe you will be interested in. If LSTM decides to use a third party to undertake research and or due diligence, we will contact the individual or organisation concerned in advance to inform you of this and if you object, then this activity will not happen.
The Fundraising Department will not collect any special category data from you, such as data relating to: disability, health, race or ethnic origin, trade union membership, information concerning a person’s sex life or sexual orientation, political or philosophical opinions or religious beliefs.
How we use your data
We use your information for:
The administration of donations and legacies
Communication with you about news from LSTM and activities you might be interested in
LSTM event invitations (Events privacy notice available from https://www.lstmed.ac.uk/privacy-statement )
Targeted marketing of LSTM programmes and short courses
Internal research, profiling and analysis to evaluate the effectiveness of LSTM and to better target our activities
We use internal profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which we know is important to our supporters. This enables us to better understand the people who support us and to tailor appropriately any future requests for funding to those who may be able and willing to give more than they currently do.
We may analyse geographic, demographic and other information relating to you to better understand your interests and preferences in order to contact you with the most relevant communications.
We do not currently provide any personal data to third parties for screening or profiling purposes.
Legal rights to use your data
- We only use your data where we have the right or your permission to do so. In particular, we have the following legal bases for the processing of your personal data
- For non-special / non-sensitive data
- Where you have given your explicit consent (Article 6(1)(a)).
- Where it is necessary for the performance of any contract you may have with us (for example, a direct debit instruction), or take steps to enter into such a contract (Article 6 (1)(b)),
- Where it is necessary for compliance with a legal obligation to which LSTM is subject (Article 6 (1)(c)), for example charity law, safeguarding, criminal investigation.
- Where it is necessary for the purposes of legitimate interest (Article 6(1)(f)).
- For special / sensitive data:
- Where you have given your consent;
- Where it has been manifestly made public by you; or
- Where it is necessary for archiving or statistical purposes.
In addition to the above bases, we may also process for other reasons where it has received your explicit, freely given consent, or for vital interests (e.g. for medical treatment required if you were at an LSTM event)
Retention of data and updating your information
We hold your information only as long as necessary for each purpose we use it and in accordance with your rights below. We review our retention periods on a regular basis. When the information is no longer required, it will be destroyed securely.
If you change your mind, you can unsubscribe at any time or if you want to update or amend your personal information, you can contact us at: email@example.com or Liverpool School of Tropical Medicine, Pembroke Place, Liverpool, L3 5QA. We will endeavour to make the changes without undue delay and within at least one month.
Sharing of your data
We will only share data with selected third parties in line with this policy and for the purposes of communicating with you in accordance with your stated preferences. In certain circumstances sharing your data may be required for vital interest and legal compliance.
If LSTM runs an event in partnership with another named organisation your details may need to be shared (however we would only share the minimum information that is necessary). We will be very clear what will happen to your data when you register and when we collect your data.
Your rights and how to find out what information we hold about you
You have certain rights, which include;
- The right to obtain access to your personal data (what personal data of yours we hold)
- The right to have personal data rectified if it is inaccurate or incomplete
- The right to request the deletion or removal of personal data where we are not otherwise entitled to retain and process such data and there is no compelling reason for its continued processing
- The right to restrict or suppress the processing of your personal data, in certain circumstances. Further information is available upon request
- The right to withdraw consent at any time, where relevant; and
- The right to lodge a complaint with a supervisory authority (the Information Commissioner’s Office)
If you wish to exercise any of these rights, please contact us at: firstname.lastname@example.org or Fundraising Team, Liverpool School of Tropical Medicine, Pembroke Place, Liverpool, L3 5QA.
Further information, including how to request access to your personal data can be found here.
LSTM is committed to good fundraising practice.
Last updated on 29.07.2021