Privacy Policy

At The OLLIE Foundation, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains when and why we collect personal information about individuals, how this information is used, the conditions under which it may be disclosed to others, and how it is kept secure in accordance with the General Data Protection Regulation ((EU) 2016/679) and, when enacted, the Data Protection Act 2018 (UK) (together referred to as the “GDPR”).

For the purpose of the Data Protection Act 2018 (the Act), The OLLIE Foundation is the Data Controller unless otherwise stated: Faulkner House, Victoria Street, St Albans, Hertfordshire AL1 3SE, Charity registration no: 1167116.

This Privacy Policy applies to current and former clients, including members of our workforce (including employees and consultants, agency workers, advisers, self-employed consultants, and volunteers), vendors, other third parties with whom we work, and other persons.

This Privacy Policy was last updated on 30 January 2024.

This policy may change from time to time, so please check this page occasionally. By submitting your data to The OLLIE Foundation, you are accepting this privacy policy and authorizing The OLLIE Foundation to collect, store, and process your information in the ways explained.

We only ask for personal information when we truly need it. We collect it by fair and lawful means, with your knowledge and consent. We also let you know why we’re collecting it and how it will be used. We retain collected information for as long as necessary to provide you with your requested service. We will protect the data we store through commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use, or modification. We don’t share any personally identifying information publicly or with third parties, except when required to by law.

Data protection principles compliance

We comply with the principles of the Data Protection Act in the following ways:

  • we will ask for your consent before using your data for any purpose other than that for which it was given
  • we will endeavour to ensure the data we hold is completely accurate and will update our database if you tell us of any inaccuracies
  • we will only collect the data we need and will not keep it longer than necessary
  • we will keep and use all data in accordance with your rights (see below)
  • any data we hold about you will be treated confidentially and stored securely.

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and practices of these sites and cannot accept responsibility or liability for their respective privacy policies. Your continued use of our website will be regarded as acceptance of our practices around privacy and personal information.

If you have any questions about how we handle user data and personal information, feel free to contact us at contactus@theolliefoundation.org. You are free to refuse our request for your personal information, with the understanding that we may be unable to provide you with the response you have requested.

How your data is collected

In most circumstances, The OLLIE Foundation will only ask for your name and contact details. Sometimes, we may ask for additional information where it may help us keep our communications relevant to you. We will only collect sensitive personal data where absolutely necessary and with your explicit consent.

All data collected by The OLLIE Foundation will be retained only for an appropriate length of time, defined by our legal requirements and operational needs, and will be securely archived or deleted after this time. We will also collect information such as your Internet Protocol (IP) address for monitoring and improving the effectiveness of our website services as well as its security. We use the third-party analytics services Google Analytics to gather this information for analysis. We use this information to produce aggregate visitor information activity reports, which we use to inform our website content development. For more information on Google Analytics cookies, see the official Google Analytics page.

We use a cookie control system that allows you to accept the use of cookies and control which cookies are saved to your device/computer. Some cookies will be saved for specific time periods, while others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device – please see your web browser options.

How your data is kept safe

We have put in place security measures to prevent your personal data collected from this website from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Within The OLLIE Foundation, only those authorised to process your data can access your data. We work hard to ensure our staff can only see the data they need to perform their tasks.

We currently host our email mailing list with Mailchimp. Mailchimp automatically places single-pixel gifs, also known as web beacons, in every email sent by The OLLIE Foundation. These are tiny graphic files that contain unique identifiers that enable Mailchimp to recognise when our subscribers have opened an email or clicked certain links. These technologies record each subscriber’s email address and IP address and the date and time associated with each open and click for a campaign. Mailchimp is based outside the European Economic Area (EEA) in the U.S. We have signed a Data Processing Agreement with Mailchimp, who acts as a Data Processor for The OLLIE Foundation, which is the Data Controller for the mailing list. As a processor, Mailchimp is required under contract to ensure that any data transfers outside the EEA will be made in accordance with applicable law.

To achieve this, Mailchimp has been certified to the EU-U.S. Privacy Shield Framework. In practice, this means that Mailchimp in the U.S. is considered a “safe” recipient of personal data of its customers and their subscribers that is transferred from the EU to the U.S. by offering an “adequate level of protection” for such personal data (as determined by the European Commission). The Privacy Shield remains an adequate data export mechanism under the GDPR.

How we collect your personal data

We collect information about you in the following ways:

  • when you voluntarily give The OLLIE Foundation your personal information
  • when you engage with a service we offer, either directly with The OLLIE Foundation or through a third party we are working in partnership with one of our partner projects
  • when you request to participate in any of our events, the information you share is used to facilitate attendance and inform you of future events
  • when you make a donation via our website to Just Giving, your information will be used to process and administer your donation through Just Giving
  • when you subscribe to our updates
  • when you read or download information from our website (this would be such information as IP address or operating system, rather than personal identifying information).

How The OLLIE Foundation protects children’s privacy

The safety of children is very important to us. No information should be submitted or posted to The OLLIE Foundation by children under the age of 13 without prior parental/guardian consent. If you are aged under 13, please ensure you obtain your parent/guardian’s consent before sending any personal information to this website. All applicable laws are followed with respect to data collection from children.

How to find out more or make a complaint

The OLLIE Foundation operates in accordance with all relevant UK data protection laws. If you would like to find out more about these laws and how you could be affected beyond what is mentioned in this privacy policy, please visit the Information Commissioner’s Office.

You have a right to ask for a copy of the information we hold about you, which The OLLIE Foundation will supply to you within one month. The OLLIE Foundation will ask for proof of identity and may charge a fee should any request be unusually complex or time-consuming.

If you have any specific questions about how The OLLIE Foundation processes your data which are not answered here, or you would like to make a complaint about how we have managed your data, then please either write or email us via the details below:

The OLLIE Foundation
Faulkner House
Victoria Street
Hertfordshire
AL3 6BL

or email us at contactus@theolliefoundation.org.

You can also complain to the ICO if you are unhappy with how we have used your data:

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk