Privacy Notice | Sister2sisterbu

Sister2SisterBU LTD is committed to safeguarding your privacy

Our Privacy Policy

This Policy describes how and why Sister2SiserBU uses your personal information, how we protect your privacy when doing so and your rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear when we collect your information about what we will do with it.

This Policy explains:

About Us
How we collect information about you
Why we use your information
How we use your information to fulfil your requests and support you
How we use your information to tell you about our work
What we do if you choose to share about your experience of mental health issues or menopause
How long we keep your information
How we keep your information safe
Your rights
Updates to this Policy

If you have any questions about our Privacy Policy, please, email hello@sister2sisterbu.com

ABOUT US

The processing of your personal data is carried out by Marcia Jones for Sister2SisterBU.
Sister2SisterBU LTD (registered business number (13162033).
We refer to the business throughout this Policy collectively as “Sister2SisterBU”, we”, “our” or “us”.

LIMITATIONS OF SISTER2SISTERBU LTD SERVICES

Sister2SiserBU LTD, does not provide support to children under the age of 18 years.

HOW WE COLLECT YOUR INFORMATION

We collect information in the below ways:

Information you provide to us directly

You may give us your information in order to sign up for events, make a donation, purchase products, register as a volunteer or other services for us or otherwise communicate with us.
When you use our website, we collect your personal information using “cookies” and other tracking methods.

Information you provide to us indirectly

Your information may be shared with us by third parties, for example PayPal, Google or Mailchimp.
These independent third parties will only do so when you have indicated that you wish to support Sister2SisterBU with your consent.

Information from other Sources

We also use information from the following sources:
Social Media – Depending on your settings or the privacy policies for social media and messaging services like Instagram, LinkedIn or WhatsApp, you might give us permission to access information from those services, for example when you publicly tag us in an event photo.

Why we use your information

We will only use your information where we have a legal basis to do so and will always respect your rights.
Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so.
Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a fair way that respects your rights.

We only use your information:

If you have given us your consent to use the information for a specified purpose, such as sending marketing communications to you by email.
If you have given us your consent to provide a service to you, such as the Menopause Support Group, Wellbeing Courses, or other services provided by Sister2SisterBU.
Where it is necessary for us to comply with a legal obligation, on a donation.
For our own (or a third party’s) legitimate interests, provided your rights don’t override these interests, for example fundraising, internal record keeping, research and reporting.

How we use your information to fulfil your requests and support you

To respond to or fulfil any requests, complaints or queries you make to us
If you contact us directly, we will use the information you give to us to handle your enquiry or request.
This may include sharing your details with a Member of the Support Team, in order to process your enquiry, responding to your query or feedback, or sending you relevant information.
We may also keep a record of conversations we have with you, feedback you provide and any marketing materials we send out to you.
We use this information to compile internal reports to help us improve our services and to handle queries more efficiently.
To process any donations you make and maintain a record of your past or potential future financial contributions.
If you have completed a form to register or enquire about an event or activity, we will send you details about the event, or activity and provide you with support throughout.
You can contact us at any time if you want to update your communication preferences or if you choose not to receive this information.
We will send information and support to you, phone, mobile messaging, email, social media, or any other channels for which you have provided your details.
When you have asked for details of an event, we will send you information including, where relevant, ideas and reminders on key information about the activity.
Where appropriate, we will use the information you provide to identify any help we can offer, specific to the activity you have signed up for and to provide necessary information to the Support Team.
Where this includes information about your health or other sensitive information, we will only use this information if you have consented to us doing so.

How we use your information to tell you about our work

To send you marketing communications by email, mobile messaging, or direct message on social media, where you have agreed to receive this.
Where you have provided an email, mobile phone number, or details of your social media profiles and consented to being contacted in this way, we will send you information by those channels.
This includes by direct messaging through social media and to volunteer for us.

To contact you by Phone and Email

Where it is appropriate and relevant, and you have provided us with a telephone number or an email address, we will occasionally call or email you to tell you about ways to give, about new services or to volunteer for us.
We do this as we consider it is a legitimate interest to promote this worthy cause, services and communicate with you about ways you can support us.

To manage your Contact Preferences

You can tell us to stop contacting you, or change the way in which we do so, by getting in touch with us – email hello@sister2sisterbu.com
We will keep a record of any requests to stop receiving marketing from us to ensure that we do not communicate with you in the future, unless you tell us you want to hear from us again.

Use any images, videos of, or other information you tell us about something you have done for Sister2SisterBU

If you share information about any event or activities you have done for us, or your personal experiences, by email or over social media, we may want to use this to help us promote our events and activities in the future.
We will obtain the necessary consent to use this information.

What we do if you choose to tell us about your experience of Mental Health or Menopause

Where you have provided information about your lived experience of mental health or menopause, including through a survey, focus group, questionnaire, or when we are talking to you by phone or email, we will, if it is appropriate for you for us to do so, explain what the information will be used for and whether it will be held anonymously or not.
If the information will be held in a way that could be connected to you personally, we will ask your consent to store and use what you tell us.

Sharing your information with other Organisations or Third Parties

Sister2SisterBU will never share your information with third parties for their own purposes, unless this is explained to you at the time we collect your information.
You give us your consent to do so.
We also use suppliers known as ‘data processors’ to process your personal information on our behalf, for example, to send out mailings or process payments.
When enlisting the services of such suppliers we ensure that they are under a contractual obligation to only use your information in accordance with our instructions and for no other purposes.
When you are using our secure online donation / shopping pages you are going through to a partner company and the information you give to such partner company, such as your credit card number and contact information, is provided to them so that the transaction can take place.

How long we keep your Information

We will hold your information for only as long as is necessary from the end of your relationship with the business in accordance with our Data Retention Policy. In some circumstances, this will be shorter.

How we keep your Information Safe

We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details. For example, ensuring our online forms are always encrypted and our network is protected and routinely monitored.

Your rights

Under certain circumstances, by law you have the right to:

Ask us to correct personal information that we hold about you which is incorrect, incomplete or inaccurate.
Ask us to erase your personal information from our files and systems where there is no good reason for us continuing to hold it.
Object to us using your personal information to further our legitimate interests (or those of a third party) or where we are using your personal information for direct marketing purposes.
If you have given your consent to us processing your personal information, you have the right to withdraw your consent at any time.
To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information and, subject to our Data Retention Policy, we will dispose of your data securely.

Updates to this Policy

We may update this Policy to reflect changes in how we use your information. You may wish to check this Policy each time you provide Sister2SisterBU with your information.
Where appropriate, we will provide you with notice of any significant changes to how we use your information. This Policy was last updated in November 2023.