Dated: May 2018
Reviewed: October 2024
Next review date: October 2026

The National Paralympic Heritage Trust (NPHT) is committed to ensuring that all data that is shared with us is used for the purposes for which it has been supplied and handled both appropriately and confidentially. The privacy policy sets out in a clear and transparent manner how the data/information we receive is managed.

Why we collect information?

The NPHT relies on information (data) to be effective in delivering our objectives.

Examples of this include; collecting donations (including oral histories), claiming Gift Aid, administering newsletter subscribers and keeping in touch with supporters, donors and other organisations.

How we collect information?

We collect data when:

• A donation is made to us, either by post, online (either directly or by using Swift or Gocardless payment providers on our website), over the phone or via text donation.
• Contributions or comments are left on the website
• Users respond to our emails
• Individuals sign up to our e-newsletter
• An individual/group register as a NPHT volunteer or fundraiser
• An enquiry is made about donating or loaning memorabilia to our collection
• An enquiry is made about providing an oral history for our collection
• Supporters/Members of the public interact with us over the phone, email or on social media
• A resource pack is downloaded
• An individual/group register for an event or activity
• An individual/group fill in a feedback form about our virtual tours, exhibitions and events
• Other Marketing activities such as competitions, events, or online campaigns.
• We carry out due diligence checks on potential corporate funders

The Access Group, our website provider has access to the information held on the NPHT website. Please note that The Access Group will not access this information as a matter of course and will only access it on request of the Trust for the purpose of analysis or for fulfilling the purpose for which the data was collected. 

Examples of the information collected

What we collect	Why we collect it
Name	This allows a means for NPHT to address you when we make contact for the services you have opted into. This is also required for the purposes of claiming Gift Aid. If you subscribe to our e-newsletter, Mailchimp stores your name securely and will not sell your details on. The Mailchimp privacy policy can be found here: https://mailchimp.com/legal/privacy/
Address	Details are taken in order to process Gift Aid claims. If you volunteer with the NPHT, BetterImpact stores your address securely and will not sell your details on.
Phone number	This enables us to make contact with you via telephone if we have a query relating to Gift Aid, Donations or any other relevant contact. If you volunteer with the NPHT, BetterImpact stores your phone number securely and will not sell or pass your details on.
Email address	For the purpose of issuing newsletter communications for those who have opted in. For those contributing to our website, an email address is required as a username. If you subscribe to our e-newsletter, Mailchimp stores your email address securely and will not sell your details on. If you volunteer with the NPHT, BetterImpact stores your email address securely and will not sell your details on.
Financial information such as your credit card number or bank details	Details such as these will only ever be collected for the purpose of making donations to the NPHT, tickets for charged events or payments of invoices. Transactions are handled securely by our payment providers. The NPHT takes confidentiality extremely seriously and have internal processes to ensure data is protected.
Status as a UK tax payer	This information is required for the purposes of claiming Gift Aid.
Preferences	Upon registration to the website individual preferences will be recorded. It is the commitment of the NPHT to respect individual decision with regards to preferences. Individual preferences allow the NPHT to tailor communications. In order to change preferences or ‘OPT-OUT’ an email should be sent to [email protected]

How we use information

The information collected is used for the purposes of processing donations (including Gift Aid where relevant), subscribing users to e-newsletter communications, making bookings for events, developing partnerships, or registering website contributors.

Individuals' data will only be used for the purposes for which it has been supplied. In order for individuals to receive communications from the NPHT they must visit the website and subscribe to the newsletter.

The NPHT will never sell data or share information with any third party organisations.

Where is our data stored?

A database is kept by the NPHT which holds records of interactions and data securely. These records include non-financial information, such as details of a telephone call to our team. Data is key to enable the NPHT to achieve its goals.

Volunteer data	On the BetterImpact database. Emails held by the Volunteer Officer or other Staff Members.
Staff HR data	On SafeHR. On Sharepoint which has limited access to staff.
Corporate contacts	On a saved file on Sharepoint.
Collections donors	On files in a locked drawer in the office and on modes at Discover Bucks Museum or Bucks Archives
Oral history donors	On internal Google Drive.
Schools/groups data	On a spreadsheet on Sharepoint
Donors/Gift Aid	On Sharepoint.

How long information is kept?

The NPHT are wholly aware of their obligations under the General Data Protection Regulation (GDPR) regarding holding individuals' data, as such data will only be used for the purposes for which it has been supplied. The NPHT will ensure any data it holds will be stored safely, not shared with any third parties and will be discarded in a safe and responsible manner once it is no longer needed.

In this regard the NPHT will adhere to the retention schedule set out below: 

• Information relating to any financial contributions towards the work of the Trust as a donation or others will be retained for a period of seven years.
• Information relating to subscribers or contributors will be retained for a period of five years since the last interaction.
• Information relating to donations to archives and collections, including oral history, will be retained in perpetuity, and will be held by Bucks Archives and Discover Bucks Museum. The information is stored on secure collections management systems. NPHT has access to this data on request. NPHT retain digital and paper copies of donation forms which include personal information. The paper files are kept a locked drawer.

Your rights

Data protection laws also give individuals the rights to access, correct and control how we use their personal data in the following ways:

• The right to be informed about how their data is being used;
• The rights to access their personal data, usually referred to as a Subject Access Request (SAR);
• The right to have their personal data rectified;
• The right to have their personal data erased, usually referred to as the right to be forgotten;
• The right to restrict processing of their personal data;
• The right to object to receiving direct marketing materials;
• The right of portability of their personal data;
• The right to object to the processing of their data; and
• The right to not be subject to a decision made solely by automated data processing

More information on these Rights can be found in the Data Protection Policy.

Cookies

Cookies are small pieces of code which are downloaded to your computer or mobile device when you visit a website. Cookies allow the NPHT to recognise your device on subsequent visits to the website. This information is used to track visitor use on the website and to compile statistical reports on website activity. View our Cookie Policy here.

For further information visit www.aboutcookies.org or www.allaboutcookies.org. Individuals can set their browser not to accept cookies, the above websites demonstrate how this can be done. Please note in some cases some website features may not function as a result.

Other websites

Please note that while the NPHT website contains links to other websites, this privacy policy only applies to the NPHT website. Once an individual navigates from the NPHT they must read the privacy policy of the website to which they have navigated.

Changes to our privacy policy

The NPHT privacy policy will be reviewed every two years in line with its policy audit schedule.

How to contact us

To exercise your data rights or to raise a query relating to any of the above, please contact the NPHT. 

• By email: [email protected]
• By post: The National Paralympic Heritage Trust, c/o WheelPower, Stoke Mandeville Stadium, Guttmann Road, Aylesbury HP21 9PP
• By phone: 01296 489929