Privacy Policy

Whether you are a client, service user, supporter or donor, at Migrants Resource Centre, we promise to respect any personal data you share with us or that we get from other sources. We also promise to keep your data safe and secure. We aim to be clear about what we will do with your data when we collect it and not do anything with it that you wouldn’t reasonably expect.

Developing a better understanding of our clients, supporters and service users through their personal data helps us to make better decisions about our future programmes and services and to fundraise more efficiently. This allows us to progress our aim of a more integrated society and to achieving our mission of supporting the most vulnerable in society when they need our help at no financial cost to them. We are continually developing and improving this policy to make it more understandable to supporters.

Further, we guarantee that we will never sell or share your data to a third party who may wish to use if for their own purposes.

In May 2018, in compliance with new Data Protection Regulations, we will only communicate with you if you have given us express permission to do so or if we have a legitimate business reason. We will endeavor to communicate in a manner and for purposes that you have indicated that you have consented to. We believe that we have a legitimate interest in keeping your data correct and up to date and to informing you of our activities so that you can make informed choices regarding your ongoing relationship with us.

Our marketing and other communications include information about our latest activities, legal services, English language, computer and other education courses, events, campaigns and fundraising activities. If you would like to receive such communications please contact us at: info@migrants.org.uk

 

Our policy covers:

Where we collect data about you from

What personal data we collect

How we use your data (legal clients)

How we use your data (service users, supporters and donors)

How we keep your information safe and who has access

Keeping your data up to date

Your right to know what we know about you, make changes or ask us to stop using your data

Changes to this policy

 
 

Where we collect data about you from

We collect information in the following ways:

When you give it to us DIRECTLY: You may give us your information when you:

• Sign up as a client
• Sign up for one of our courses
• Sign up for one of our events
• Use one of our services in person or by phone
• Make a donation
• Tell us your story
• Visit one of our offices
• Communicate with us generally.
• Provide us with specific consent to contact you for given purposes.

When you give it to us INDIRECTLY: Your information may be shared with us by a third party. For example, you may be recommended to one of our courses by a friend, or by being referred to us for legal representation by a solicitor or charity.

When you share your information or it is available publicly we may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services.

The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:

Third party organisations: You may have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site.

Social Media: Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp, Twitter or LinkedIn, you might give us permission to access information from those accounts or services.

Information available publicly: This may include information found in places such as Companies House and information that has been published in articles/ newspapers.
When we collect it as you use our WEBSITES OR APPS

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.


 

What personal data we collect

The type and quantity of information we collect and how we use it depends on why you are providing it.

Service Users

If you are an existing service user of sign up for an event or course we will usually collect

• Your name
• Your contact details
• Your date of birth
• Your ‘consent’ and permission details for future courses or fundraising

Where it is appropriate we may also ask for specific feedback, for example, how useful you found our courses to be.

Supporters

If you support us, for example, to make a donation, volunteer or support us through social media we will usually collect:

• Your name
• Your contact details
• Your date of birth
• Your ‘consent’ and permission details for other marketing activities such as events or courses.

Where it is appropriate we may also ask for specific feedback, for example, why you have decided to donate to us.

Clients

If you are an existing client or become represented by our legal team we will collect all information relevant to your case.


 

How we use your data (legal clients)

Your data will be collected, recorded and used only by members of the legal team.

We will not use your data for any purpose, other than in relation to your case, unless you give us your specific consent.
Children’s Data

We often collect data from and relating to children whom we are representing. This will never be used for any other purpose and where possible with a parent’s or guardian’s consent. When representing minors, in asylum cases, we recognise that this may not always be possible.


 

How we use your data (service users, supporters and donors)

We mainly use your data to:

• Provide you with the services, products or information you asked for
• Administer your donation or support your fundraising, including processing Gift Aid
• Keep a record of your relationship with us
• Ensure we know how you prefer to be contacted
• Understand how we can improve our services, products or information.

If you enter your details onto one of our online, or paper, forms, and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the form or our websites.

We may also use your personal information to detect and reduce fraud and credit risk.

Building profiles of supporters and targeting communications
We, sometimes, use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which donors consistently tell us is a key priority for them. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

When building a profile, we may analyse geographic, demographic and other information relating to you to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings.

Direct Marketing
With your consent, we will contact you to let you know about the progress we are making and to ask for donations or other support. We will make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us we respect that. Just let us know when you provide your data or contact us at info@migrants.org.uk
To reaffirm. We DO NOT sell or share personal details to third parties for the purposes of marketing. From time to time we may run an event in partnership with another named organisation and your details may need to be shared. We will be very clear what will happen to your data when you register.

Sharing your story
Some people choose to tell us about their experiences as a refugee, asylum seeker or how they feel found the experience of becoming a part of British society. This is something which we truly appreciate and we love to hear these inspiring stories. Some may take on a role as a Volunteer, attend focused events or become involved in other ways. This may include them sharing sensitive information, perhaps related to their personal circumstances, sexuality, health or family life in addition to their biographical and contact information.

We may, from time to time, use some of the information provided, including gender, ethnicity, sexuality or other experience to target opportunities to get involved. We will also monitor the types of people who are involved to ensure that the views we hear are representative.

If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our campaigning and fundraising work. It should be restated here that we would never do this WITHOUT the explicit and informed consent of the individuals concerned.

Children’s data
From time to time we collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child. Information is usually collected when children attend our events, courses or are represented by our legal team. It is often sensitive personal data.

Where possible and appropriate we will seek consent from a parent or guardian before collecting information about children.


 

How we keep your information safe and who has access

Whatever your relationship with us we ensure that there are appropriate technical controls in place to protect your personal details. For example, our network is secure, protected and routinely monitored which we know is important for you when completing online forms or donating online.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Where we use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collect or have access to. This may include our accountants, who manage donations and individual banking details, barristers and other legal counsel who we are working with on a given case or the external agency who hosts our database. We ensure that legally binding confidentiality agreements are in place prior to the transfer of any data.

Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.


 

Keeping your data up to date
Service users, supporters and donors

We make every effort to ensure that the data that we hold on you is accurate and up to date. From time to time this may require us to contact you in order to ensure that your situation, details and personal wishes remain the same.

However, we really appreciate it if you let us know if your contact details change so that we may keep or records up to date. You can do this by contacting us at: info@migrants.org.uk

Legal Clients

Records relating to legal cases are kept securely and separately to all other data with limited access. Where records are paper based they are kept in locked secure cabinets with very limited access.

Your right to know what we know about you, make changes or ask us to stop using your data

Whatever your current or past relationship with us may be, you have a right to ask us to stop processing your personal data at any time and for any reason. For example, if you do not consider the activity consistent with the purpose for which you provided it. (e.g. processing your donation or registering you for an event) We will comply with your request immediately. You can do this by contacting us at: info@migrants.org.uk or to let us know if you have any concerns.

You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to Operations Manager, Migrants Resource Centre, 25 Ashley Road, London N17 9LJ We do not accept these requests by email so we can ensure that we only provide personal data to the right person.

If you have any questions please send these to: info@migrants.org.uk.

For further information see the Information Commissioner’s guidance here (link is external).


 

Changes to this policy

We may change this Privacy Policy from time to time and it is under constant review to ensure it is compliant with current law. If we make any significant changes in the way we treat your personal information we will make this clear on our Website or we may contact you directly.

If you have any questions, comments or suggestions, please feel free to contact us at: info@migrants.org.uk.