Preservation of your privacy is important to Nanak Naam and we are committed to letting you know how we use your personal information and to making only responsible use of your data.

References to “we”, “us”, “you” or “our” in this privacy statement are references to Nanak Naam, a registered charity in England and Wales, registered charity number: 1171938.

This statement relates to the various contact types associated with Nanak Naam, including individual contacts, supporters, partnerships, subscribers and volunteers.

1. What personal data we collect

Nanak Naam will ask for some basic personal information from you, in the following situations:

• If you sign up as a supporter of Nanak Naam.
• If you sign up as a volunteer of Nanak Naam.
• If you sign up and register your interest to receive communications from Nanak Naam.
• If you enrol for a Nanak Naam online course.
• If you make a donation to Nanak Naam.

This information will include your full name, email address, address and phone number. We also may ask for some non-personal data (e.g. how you heard about Nanak Naam or the services you are interested in).

We also collect technical data automatically when you visit our website, including your IP address, browser type and version, and operating system. This is done via cookies (see Section 3).

You are responsible for making sure you give us accurate and up to date information. If you provide information on behalf of another person, you will need to tell them how to find this privacy statement and make sure they agree to us using their information for the purposes set out in it.

We will also collect personal data when you access the services we offer. Depending on the service you use, the way we collect data includes but is not limited to the following:

• Downloadable resources – name, country and email address.
• Event sign up – name, email address, address, phone number, photograph consent for all events and payment details for paid events only.
• Online feedback or research surveys – name, email address, address and phone number.
• Course enrolments – name, email address, address and phone number.
• Donations surveys – name, email address, address and phone number.

In all instances where we collect the data from individuals it’s in order to deliver our charitable services.

2. How we use your personal data

We use your personal information to manage how we communicate with you on our customer relationship management system and/or to provide the services you have requested from us. We never share your information with third parties, unless it is necessary to deliver the service you have requested from us.

Primary examples of this include, but are not limited to:

• Sharing data with our external event staff or volunteers, including our trainers.
• Sharing data with our event mentors.
• Sharing data with our event venues for security and safety purposes, or to ensure our accessibility obligations are met.

Under UK Data Protection Law, we rely on the following legal bases to process your data:

• Consent: When you explicitly agree to receive marketing emails or newsletters.
• Contract: When you purchase a course or ticket, we need your data to fulfill that purchase.
• Legal Obligation: For example, processing Gift Aid information for HMRC.
• Legitimate Interest: To improve our services and manage our charity effectively.

We never share your information with third parties for marketing purposes without asking for specific, unambiguous consent.

From time-to-time, we may use your feedback and attribute it to you (e.g. by quoting a name and organisation alongside the feedback). We take this information from the surveys you are asked to complete, and we do so to talk about our services publicly or demonstrate the impact of the charity to key stakeholders e.g. funders. We never share your information without asking for specific, unambiguous consent. This will be very clear on the relevant forms you complete, or we will email you asking for your consent. If in any case, this consent is not received then your data will not be shared.

3. Cookie Policy

To comply with the “Privacy and Electronic Communications Regulations” (PECR), we must inform you about our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. We use the following types of cookies:

• Strictly necessary cookies: These are required for the operation of our website (e.g., to enable you to log into secure areas or use a shopping cart for donations).
• Analytical or performance cookies: These allow us to recognize and count the number of visitors and to see how visitors move around our website. This helps us to improve the way our website works (e.g., Google Analytics).
• Functionality cookies: These are used to recognize you when you return to our website so we can personalize our content for you.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

4. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. For example, we keep financial data regarding donations for 6 years to comply with UK tax law.

5. Your Rights

Under the UK GDPR, you have rights regarding your personal data, including:

• The right to access: You can ask for copies of your personal data.
• The right to rectification: You can ask us to correct inaccurate information.
• The right to erasure: You can ask us to delete your personal data in certain circumstances.
• The right to withdraw consent: If you have given consent for email marketing, you can withdraw it at any time by clicking “unsubscribe” at the bottom of our emails.

To exercise any of these rights, please contact us using the details below.

6. Contact and Complaints

If you have any questions about this policy or our privacy practices, please contact us.

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK (www.ico.org.uk).