1. Who we are and what is our aim

The Lord Mayor’s Appeal is a registered charity (Registered Charity No: 1148976) and company limited by guarantee (Company No: 08140664). The registered address is Mansion House, London, EC4N 8BH.

The aim of the Lord Mayor’s Appeal is to help one million people thrive in the City of London and beyond over the next three years. Our initiatives and campaigns focus on:

• supporting better diversity and inclusion in the workplace
• reducing the stigma of mental illness and creating mentally healthy workplaces
• improving the skills of our current and future workforce, young people and those who face disadvantages
• philanthropy, fundraising and volunteering

We also seek to develop a better understanding of our supporters and the effectiveness of our initiatives and campaigns through using personal data to allow us to make better decisions, make a greater impact, develop our thought leadership programmes, fundraise more efficiently and create events and communications that ultimately, help us to reach our goal. However, we do not carry out any wealth screening or prospecting.

2. Purposes for which we use personal data

Personal data means any information about individuals including a name, address, email address as well as identifiers like IP addresses. If you support us by, for example, making a donation, volunteering, registering to fundraise or signing up to attend one of our events, we will use your personal data for the following purposes:

• Provide you with the services, products or information that you asked for; as well as information about other services, products or information we think might interest you but in accordance with your communication preferences.
• Administer your donation or support you’re fundraising, including processing any Gift Aid donations.
• Send you surveys, and for market research as well as recording your responses to our initiatives and events.
• Invite you to events.
• Keep a record of your relationship with us and record the contact we have with you.
• Ensure we know how you prefer to be contacted.
• To allow you to participate in interactive features on our website, when you choose to do so.

Additionally for all individuals who visit our website we will use your personal data for the following purposes:

• To analyse and improve the services offered on our websites. This means we can provide you with the most user-friendly navigation experience we can, which may involve providing your information to third parties.
• To use your IP address to identify relevant information. This may include information such as your approximate location. It also helps us to block disruptive use or establish information like the number of visits to the website from different countries.
• To make our marketing campaigns more targeted and relevant to potential supporters and donors.
• Since tools may be used to improve the effectiveness of The Lord Mayor’s Appeal communications with you, we may use tracking tools to determine whether you open the emails we send you and also which links you click within a message. For instance, our email marketing service provider gives us information on who opens our emails and who does not.

If you participate in one of our programmes or benefit from one of our events (including those where we partner with other organisations), we will use your personal data for the following purposes:

• Registration for the event; and
• Accommodating any dietary requirements.

In these situations, the partner organisation may well collect your personal data directly from you and provide it to us for these purposes.

3. Lawful grounds

We rely on a number of lawful grounds to use your personal data. We consider the grounds listed below to be relevant:

a. Consent

Where you have provided your consent for our use of your personal data in a certain way, for example, we will ask some of our individual fundraisers and supporters to consent to receive communications from us.

b. Legal obligation

Where the processing of your personal data is necessary for us to comply with a legal obligation to which we are subject, for example where we have to share your personal data with regulatory bodies or where we claim Gift Aid on donations.

c. Contractual relationship

Where it is necessary for us to process your personal data in order to perform a contract to which you are a party (or to take steps at your request prior to entering a contract).

d. Legitimate interests

Where applicable law allows us to collect and use personal data for our legitimate interests, and the use of your personal data is fair, balanced and does not unduly impact your rights. Legitimate interests mean the interests of The Lord Mayor’s Appeal in conducting and managing our organisation and charitable activities. For instance we have an interest in making sure our communications, initiatives and events are relevant for you, so we may process your personal data to send you marketing and information that is tailored to your interests.

When we process your personal data for our legitimate interests we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests. We will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).

Our legitimate business interests include the following:

• Where the processing enables us to enhance, modify, personalise or improve our communications or initiatives for the benefit of our supporters, beneficiaries and donors
• To provide communications and events which we think will be of interest to you
• To enhance the security of our network and information systems
• To determine the effectiveness of our initiatives, promotions, campaigns and advertising
• To better understand how people interact with our websites

Whenever we process personal data for these purposes we will ensure that such processing is necessary and justified. You have the right to object to this processing if you wish and if you wish to do so please let us know at info@thelordmayorsappeal.org. Please bear in mind if you object this may affect our ability to carry out the tasks above for your benefit.

4. How we collect personal data

We collect information in the following ways:

Information you give us

• The Lord Mayor’s Appeal may obtain personal data from you when, for example, you complete an online form, register with The Lord Mayor’s Appeal for a mailing list, apply to become a volunteer, take part in an event or make a donation.

Information from Third Parties

• We may also receive personal data about you from independent third parties, such as fundraising sites like Just Giving, Virgin Money Giving, Blackbaud and Eventbrite. We will only receive personal data from third parties in this way if you have given your consent for your personal data to be passed on to us. You should check their Privacy Policy when you provide your personal data to understand how they will process your personal data. Personal data we obtain in this manner will be covered by this privacy policy.

Information we get from your use of our website and services

• We collect information about the services you use and how you use them, like when you watch a video on YouTube, visit our websites or view and interact with our emails, ads and content.

Information in the public domain

• We may obtain some information from publicly available sources such as Companies House, newspaper articles or open postings on social media such as Facebook, Twitter and LinkedIn.

5. What personal data do we collect

The types of personal data that The Lord Mayor’s Appeal collects include:

• Your title, name;
• Your contact details (address, email, phone number and social media contact details);
• Your professional activities and employment details;
• Current interests and activities that you share with us;
• Gift aid status and records of donations;
• Contact preferences;
• Media articles about you appearing in reputable mainstream media and trade publications;
• Your IP address, location, browser type and information on how you interact on our website
• Your bank or credit card details in line with payment card industry standards;
• Any other information provided by yourself at the request of The Lord Mayor’s Appeal.

Where appropriate we may also ask your interests and motivation for supporting The Lord Mayor’s Appeal, but we will never make this question mandatory, and only want to know the answer if you are comfortable providing us with that personal data.

6. Keeping your personal data updated

We continuously review records of supporters to ensure your personal data is as accurate as possible and always appreciate it if you let us know if your contact details change. Where possible we use publicly available sources to keep your records up to date for example, the Post Office’s National Change of Address database, or information provided to us by other organisations as described in Section 4. It is important that we keep your personal data as up to date as possible so that we can cross reference your personal data with the Mail and Telephone Preference Services which we will consult to ensure we do not send marketing to individuals registered on this list.

7. Sharing your personal data with third parties

We are committed to protecting your personal data and therefore it will never be sold to external organisations. We do though share your personal data with third parties acting as our agents and processors carrying out work on our behalf. Where we enter into a relationship with an external processor, any such arrangements will be subject to a formal agreement between The Lord Mayor’s Appeal and that organisation to protect the security of your personal data. They only act under our instructions and we maintain full responsibility for your personal data.

To deliver This is Me North West, This is Me Scotland, and This is Me West Midlands, we work with partners within these regions, and will share information with our partners in order to deliver the program. Any personal data shared will be shared in strict confidence, and in accordance with the Data Protection Act 2018.

We may disclose your personal data to third parties if we are legally obliged to; or in order to enforce or apply our terms of use for this website or other agreements; or to protect the rights, property or safety of the Lord Mayor’s Appeal, our donors or others. This includes exchanging information with other companies and organisations for the purposes of fraud detection and protection.

We may also ask external service providers to carry out tracking and analysis on our behalf as described in the cookies policy.

We reserve the right to disclose your personal data to third parties such as:

• Our Trustees where we share personal data for internal procedures and policies only.
• Should we merge with another organisation to form a new entity, your personal data will be transferred to the new entity or if we buy or sell any business or assets, in which case we will disclose your personal information to the prospective buyer or seller or such business or assets.
• For auditing purposes
• If we are under any legal or regulatory obligation to do so; and
• In connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.

8. Your rights

If your contact details change, or if you believe that the personal data that The Lord Mayor’s Appeal holds about you is out of date or inaccurate, please get in touch with us and provide us with the correct details at info@thelordmayorsappeal.org

If you do not want to receive any further information about The Lord Mayor’s Appeal and would like us to remove your name from our mailing list, you can opt out by following the link on any email we send you. Alternatively email us at info@thelordmayorsappeal.org or write to us at The Lord Mayor’s Appeal, Mansion House, London, EC4N 8BH. To help us locate any personal data about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.

If you’d like to request a copy of the personal data we hold which relates to you, please email your request to info@thelordmayorsappeal.org

You also have the following rights in certain circumstances:

• To seek erasure of your personal data e.g. to ask us to delete your personal data from our records;
• To restrict the use of your personal data e.g. if you contest the accuracy of the personal data we hold on you, we can restrict its use until we can verify the accuracy of the personal data;
• To seek data portability of your personal data e.g. only available where the lawful ground is consent or contractual necessity and only where the processing is carried out by automated means and you have provided us with personal data; and
• To object to our use of your personal data where we are relying on the legitimate interest ground or using your personal data for direct marketing.

If you’d like to exercise any of these rights, please email your request to info@thelordmayorsappeal.org

Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns.

Use of Cookies

Like many websites, we may collect and record information in order for us to understand more about how our website is used and to provide you with a personalised experience when you visit our website. We use 'cookie technology' to do this. We may use cookies to gather certain information about you, including details of your operating system, browser version, domain name and IP address, and the details of the website you linked from to the website. The Lord Mayor’s Appeal only uses Google Analytics to record this information to enable us to better understand website usage and improve the experience for our visitors.

You can disable cookies through your web browser. Internet browsers normally accept cookies by default. However, most browsers let you turn off either all or third-party cookies. What you are able to do depends on which browser you are using. If you do not accept our use of cookies as set out above, please set your browser to reject cookies. However, please be aware that this may impair or limit your ability to use our website. The option to do this is usually found in the options, settings or preferences menu of your browser or mobile device.

You may opt-out of Google’s analytics cookies by visiting Google’s opt-out page - https://tools.google.com/dlpage/gaoptout.

Click on the links below to find out how to change your cookie settings in:

• Internet explorer
• Firefox
• Chrome
• Safari
• Opera
• iPhone and iPad
• Samsung

10. How we keep your personal data safe

We aim to ensure that there are appropriate, physical, technical and managerial controls in place to protect any personal data we use about you; for example our online forms are always encrypted and our network is protected and monitored. Within our offices all of our staff receives training on handling personal data securely.

11. Retaining your personal data

Unless still required in connection with the purpose for which it was collected and/or processed, we will generally remove your personal data from our records six years after the date that it was collected. However, before this date: (i) if your personal data is no longer required in connection with such purpose(s); (ii) we are no longer lawfully entitled to process it; or (iii) you validly exercise one of your rights of erasure under section 8, we will remove it from our records.

If you request that we stop sending you marketing communications we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us. We won’t keep any personal data that we don’t need.

Please note that we are legally required to hold some personal data to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions to up to 6 years.

Where we have collected your personal data by relying on your consent, you may withdraw your consent to any particular use of your personal data at any time without needing to specify a reason. You can withdraw your consent by emailing us at info@lordmayorsappeal.org

12. How we will contact you

We will contact you by email. You can unsubscribe at any time from receiving direct marketing communications by email from us. Some individual fundraisers and supporters will be asked to consent to receive email communications from us.

We may occasionally phone you or send you a letter, but please tell us if you would prefer us not to. However, of course, we will not contact you again if you ask us not to. This will relate to all communications with you from the Lord Mayor’s Appeal.

We may also collect details of your visits to our website, for example your general geographic location, other sites you’ve visited and the resources that you access. We use this to provide you with the information, services or products that you’re interested in and are most relevant to you.

13. Making our communications relevant to you

We want to ensure that we provide you with information that is relevant to you. In order to do this, we may need to analyse the personal data we hold on you for supporter analysis and data quality purposes. This analysis may include modelling (e.g. how likely you are to respond to the invitation) and segmenting (looking at people who are similar to you), so that you receive targeted and relevant communication.

14. How we handle debit or credit card information

The Lord Mayor’s Appeal will ensure that when collecting sensitive information over the Internet such as debit cards, credit cards information that this is done so securely. We and our partners use TLS (Transport Level Security) to encrypt data sent between the customer and us or our partners.

The Lord Mayor’s Appeal is PCI compliant and uses external Payment Card Industry (PCI) compliant providers to collect this personal data on our behalf. We do not store PCI data on our own systems.

15. How to protect yourself and your personal data

To protect yourself when sending us sensitive information, please ensure that you use devices running supported operating systems that are regularly patched, and incorporate some form of malware protection. Only connect your devices to networks that you trust.
Where we have given you (or where you have chosen) a password which enables you to access certain parts our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.

16. Links to third party websites

This website may include links to other websites, not owned or managed by the Lord Mayor’s Appeal. Whilst we try our best to only link to reputable websites we cannot be held responsible for the privacy of personal data collected by websites not managed by the Lord Mayor’s Appeal, nor can we accept responsibility or liability for those policies. For this reason you should consult the privacy policy on any external website you link to before you submit any personal data to those websites.

17. International Data Transfers

The personal data collected from you may be transferred to, and stored at, a destination outside the UK or European Economic Area ("EEA"). It may also be processed by individuals operating outside the EEA who work for us or working on our behalf. This includes staff engaged in, among other things, the processing of your payment details and the provision of support services.

Personal data is always encrypted and uses Secure Sockets Layer (SSL)/Transport Layer Security (TLS) for data transfer, creating a secure tunnel protected by 128-bit or higher Advanced Encryption Standard (AES) encryption.

Please note that certain countries outside of the UK or EEA have a lower standard of protection for personal data, including lower security protections. Where your personal data is transferred, stored, and/or otherwise processed outside the UK or EEA in a country which does not offer an equivalent standard of protection to the UK or EEA, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards designed to protect your personal data (for instance, entering into the European Commission approved standard contractual clauses). If you have any questions about the transfer of your personal information, please contact us using the details at section 18 below.

Unfortunately, the transmission of information via the Internet is never 100% secure and we cannot guarantee the security of your personal data transmitted to our website. This means any such transmission is at your own risk.

18. Contact Us

You can contact us at any time using the following details:

Email: info@thelordmayorsappeal.org

Phone: 020 73323908

Address: FAO The Lord Mayor’s Appeal, The Mansion House, London, EC4N 8BH