Privacy Policy
1. Introduction
MEN WHO TALK (hereafter referred to as “MWT”, “us”, “we”, or “our”) takes great care to preserve your privacy and safeguard any personal information you provide to us, whether on this website or by another means. MWT is a registered charity in England and Wales (1201596) offering in-person events and online support groups for men aged 18+ to help promote good mental health. This policy applies to our users, community, fundraisers, supporters, professionals, organisations, and volunteers (hereafter referred to as ‘you’), whose personal information we may process in the course of fulfilling our objectives.
When dealing with your personal information we will at all times comply with the UK GDPR, Data Protection Act 2018 and any other applicable legislation.
By using our website or providing us with your personal information you are agreeing to this Policy. We update this Policy from time to time, for example to keep it up to date in line with the UK General Data Protection Regulation and other applicable legislation, so please check it regularly. We will communicate changes as often as we can.
2. How we collect information about you
We may collect personal information from you when you:
a) Attend one of our online sessions; b) Attend one of our in-person sessions; c) Attend one of our in-person workshops or trainings; d) Apply for a paid or unpaid role within MWT, for the processing of your application; e) Make a donation to us; f) Order goods, materials or services from us; g) Sign up for our newsletter; h) Visit our website or social media pages; or i) Contact us or become involved with us in another way, for example with our governance, as a campaigner, fundraiser or as a volunteer.
At all times, you should be careful what information you provide to us.
3. The Personal Information we process about you
Personal information is any information about an individual from which that person can be identified. It does not include anonymous data (where the person’s identity has been removed).
We may process the following kinds of personal information:
- your name or alias;
- your contact details (including postal address, telephone number, email address);
- your date of birth;
- your gender;
- age, nationality for monitoring purposes;
- your bank or credit card details where you provide us with these to make a payment;
- if you apply for a job or volunteer for us, information necessary for us to process your application and assess your suitability – this may include things such as your employment status or unspent criminal convictions;
- your donation history and information as to whether you are a taxpayer to enable us to claim Gift Aid;
- details of your connection to the charity;
- information to support our work in identifying major donors, to understand their philanthropic interests and to complete any necessary due diligence;
- where you have left us a legacy, information regarding the Executors of the Will which you may have provided us;
- information about your activities on our website or social media platforms when you interact with us, for example your IP address (see further details on this below);
- any other personal information you provide to us.
We may also process special category data. This is certain types of personal data that is considered to be more sensitive. Examples of special category data are where you disclose information about your health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.
Where we collect and process this sensitive information directly, we will always try to anonymize that information and let you know beforehand how we will carry out this anonymization.
We will make it clear to you why we are collecting this type of information and tell you what it will be used for. For example, we may need this information to provide you with support if you are using one of our services. We will keep special category data in strict confidence – only those members of the MWT team who need to see or report on this information can see it.
4. How we use the personal information you provide
We will use personal information to:
- provide you with a support service;
- administer your donation or support your fundraising (including processing Gift Aid);
- keep a record of your relationship with us;
- respond to queries, requests and complaints;
- send you correspondence and communicate with you;
- check for updated contact details against third party sources so we can stay in touch with you;
- understand how we can improve our services by carrying out evaluations;
- generate reports on our services and our work;
- manage MWT events;
- further our charitable objectives;
- safeguard our staff and volunteers;
- process your application for a job or to volunteer, and retain employment records if you are successful;
- conduct training;
- audit and administer our accounts;
- carry out fraud prevention and money laundering checks;
- establish, defend, or enforce legal claims;
- conduct due diligence;
- carry out research to find out more information about our supporters’ and prospective supporters’ backgrounds and interests;
- understand how you engage with us through our website to enable us to improve user experience;
- administer our website, perform data analysis, research, generate statistics and surveys related to our technical systems;
- display content to you in a way that is appropriate to the device you are using, for example if you are using a laptop or a mobile device;
- test our technical systems to ensure it is working correctly;
- meet our legal obligations, for example a contract or our obligations to regulators, government and law enforcement bodies.
5. Our Lawful Basis for processing your information
Data protection laws require us to have a “lawful basis” for processing your personal information. The relevant legal bases are set out in current UK data protection legislation.
Consent: We ask you if we can use your personal information in a certain way, and you agree to this. Where we use your information for a purpose based on consent, you have the right to withdraw your consent at any time. Where necessary, we may seek to renew consent you have given at appropriate intervals in line with our internal policies.
Contract: We have a basis to use your personal information where we are entering into a contract with you or are performing our obligations under that contract. An example of this would be applying to work with us.
Legal obligation: We use your personal information to comply with one of our legal or regulatory obligations. For example, we may need to share your information with the Police or regulators such as the Information Commissioners Office or Charity Commission.
Vital interests: We may use your personal information where it is necessary for us to protect health or life. For example, we may pass your personal details to the emergency services.
Legitimate interests: We have a basis to use your personal information if it is reasonably necessary for us to do so and in our or your legitimate interests.
Some examples of us using personal information under “legitimate interest” are:
- If you attend one of our workshops or sessions, we will keep professional records of the support we’ve given you and who else is involved in your care, if relevant.
- Where we want to send you any communications by post or phone. Please note that when we market to you using email or text (or some other electronic means), we will usually rely on consent to do so.
Where we process your special category data, we must satisfy a further condition, as well as establishing a lawful basis. For example, in order to collect your health data:
- We rely on the condition that this is necessary for the purposes of the provision of healthcare or treatment, if we are using the information to provide you with our services; or
- We will obtain your explicit consent, making clear what data we are collecting, our purposes for doing so and anyone we might share your data with.
6. How we keep your personal information secure
We will take precautions to prevent the loss, misuse, or unauthorised alteration of personal information you give us. For example, our website does not store your personal information when you enter it into one of our contact preference forms – it links directly to our secure database.
We may send communications to you by email. Email is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected, we cannot guarantee this. We will, however, never include any special category or sensitive data in an email unless you ask us to.
We make no representations about any other websites, and when you access any other website through a link on our website (including social media sites) you should understand that it is independent from us and that we have no control over that website or the way your personal information is collected through those websites. Those websites may have their own privacy policies, and we encourage you to look at those policies or contact the website operators directly to understand how your personal information is used.
Most of our data storage and transfer solutions are based in the UK or European Economic Area (EEA); however, we do use cloud-based email and marketing solutions that back up data outside of the EEA. All data is stored and transferred in accordance with current Data Protection regulations. Where data is sent outside of EEA, we ensure that our service providers have the appropriate safeguards in place to ensure the same level of data protection security is applied.
7. How long we keep your information
We will keep data for only as long as it makes sense to do. We will take the following into account when determining the retention period for personal data:
- the purpose for which we process your personal data and how long we need to keep it in order to achieve that purpose;
- how long the information is likely to remain accurate;
- how long the information might be relevant to possible future legal claims;
- any applicable legal, reporting, regulatory or accounting requirements which specify how long certain records need to be kept.
In general, we will review your information and delete or minimise that which we have no reason to keep.
8. Sharing your information with other organisations and individuals
We will never sell your data to another organisation.
We may share your personal information with third parties in certain circumstances, including the following:
- partner organisations that we work with as part of our services and campaigns;
- with contractors, suppliers, or other third parties that provide services on our behalf (examples include our printers, website host providers and payment processors as the case may be);
- as part of a merger or other transfer of all or part of our assets or services to another organisation;
- pursuant to a court order or other legal process or as otherwise required or requested by law, regulation, or government authority programs, or to protect our rights or the rights or safety of third parties;
- pursuant to our obligations to make declarations to specific regulators, including the Charity Commission, HMRC, and/or data protection authorities;
- with our professional advisors, lawyers, accountants and auditors; or
- with your consent or as otherwise disclosed at the time of data collection or sharing.
If we ever need to send data to a third party (for example to our printers to send you a magazine or flyers you asked for), we will make sure the company we use has signed a data processing agreement with us, so that they are bound to take care of your data in the same way we do.
Please see Clause 6 for information about the safeguards we have in place for when transferring data outside of the EEA.
If you require any further information on our third party providers, contact us at info@menwhotalk.org
9. Cookies
When you first visit our website, we will ask for consent to set any cookies (and to process any personal data collected by these cookies) which are not strictly necessary to make our pages work: you will be able to set your preferences at this stage. Where cookies are strictly necessary, we consider that we have a legitimate interest in processing the personal data they collect.
The current list of cookies placed on the MWT Website are as below:
NECESSARY
| Cookie | Duration | Description |
|---|---|---|
| _scc_session | 20 minutes | Description is currently not available. |
| wpEmojiSettingsSupports | Session | WordPress sets this cookie when a user interacts with emojis on a WordPress site. It helps determine if the user’s browser can display emojis properly. |
| cookieyes-consent | 1 year | CookieYes sets this cookie to remember users’ consent preferences so that their preferences are respected on subsequent visits to this site. It does not collect or store any personal information about the site visitors. |
| rc::a | Never Expires | This cookie is set by the Google recaptcha service to identify bots to protect the website against malicious spam attacks. |
| rc::c | Session | This cookie is set by the Google recaptcha service to identify bots to protect the website against malicious spam attacks. |
FUNCTIONAL
No cookies to display.
ANALYTICS
| Cookie | Duration | Description |
|---|---|---|
| _tccl_visitor | 1 year | Godaddy sets this cookie to collect aggregated, anonymized data to improve the site’s performance. |
| _tccl_visit | 1 hour | Godaddy sets this cookie to collect aggregated, anonymized data to improve the site’s performance. |
PERFORMANCE
No cookies to display.
ADVERTISEMENT
No cookies to display.
You can always withdraw your consent by clearing cookies from the cache in your computer and rejecting them next time you visit our site.
We may also use similar technologies to identify when our emails are opened. This allows us to identify whether our marketing campaigns are effective, and we consider that we have a legitimate interest in doing so.
For more information about our use of cookies and tags, different types of cookies, the information they collect and further information about how you can control the types of cookies that are placed on your browser, please refer to our Cookies Policy.
Some uses of cookies (like helping you to fill out forms) may be replaced by ‘Local Storage’ in the coming years – we will update our Policy if we adopt this, to keep you informed. There are also potential changes to the ‘E-Privacy’ regulations coming in the future relating to the use of data by cookies and similar technologies – again, we will update our Policy to reflect any changes that we make and will use reasonable efforts to inform you of these changes.
10. Your Rights
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting our management team by email at info@menwhotalk.org and by phone on 020 4501 8562. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/
Right to access your personal information You have the right to request access to and/or request a copy of the personal information we hold about you. We will provide you with this information unless legal exemptions apply.
Right to have your inaccurate information corrected (right to rectify) You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, provide us with details and we will review, and where applicable, correct any inaccuracies.
Right to restrict use You have the right to ask us to restrict the processing of some or all of your personal information. You can request this if; some information we hold on you isn’t right; we are not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information and you have objected to us doing this.
Right to erasure You have the right to ask us to delete some or all of your personal information. If we are unable to delete your information, as there are some exceptions where we are unable to delete personal information, we will explain why this is.
Right for your information to be portable You have the right to receive your personal information in a commonly used format and to request that we provide the information to another provider (data controller).
Right to object to the use of your personal information If we are processing your personal information, you have the right to object to the processing of that data at any time. If you request this, we will stop processing your data.
In relation to all of these rights, please email or write to us at the address below. Please note that we will require proof of identity in order to carry this out and ask you the scope of the request you’re making, so that we can best help you within the applicable timeframe of one month (in accordance with the Information Commissioner’s Office guidelines).
In certain circumstances (for example where required or permitted by law) we might not be able to provide you with access to some of your personal information, but where appropriate we will notify you of the reasons for this.
11. Exceptions to this policy
Data protection law allows organisations to share personal information in an urgent or emergency situation, including to help them prevent loss of life or serious physical, emotional or mental harm.
MWT will rely on the exemptions under Article 6(1)(c) and 6(1)(d) of the UK GDPR to share personal information where we have a legal obligation to do so or where it is necessary to protect the vital interests of a data subject. This could be complying with a lawful request from the police or assisting in an urgent life and death crisis of a concerned individual.