PRIVACY POLICY

UKESG Limited is a Company Limited by Guarantee registered in England and Wales under number 11861609 and registered as a Charity number 1192712.

Registered office: 7 Billing Road, Northampton NN1 5AN.

UKESG Limited, the Gratitude Games organiser, is committed to respecting your privacy and complying with applicable data protection laws. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, and how it will be processed by us. Please read the following carefully to understand how we will treat your personal data. The data controller of the personal data referred to in this policy is UKESG Ltd, 7 Billing Road, Northampton, Northamptonshire, United Kingdom, NN1 5AN.

COLLECTION OF PERSONAL DATA

Information provided to us while using the UKESG website, joining the network, subscribing to UKESG newsletters, booking onto events, volunteering at events and/or requesting any services we offer will be collected by us. We may also collect personal data for the following:

  • We may ask you for information when you make a complaint and, if you contact us, we may keep a record of that correspondence.
  • We may ask you to complete optional surveys that we use for research purposes and to provide a better experience.
  • When you interact with us via UKESG’s website and online resources that you access, which may include the use of cookies.
  • So that we can send you email newsletters that you request and other communications we send to you, including text messages.
  • Information from partners and third parties where you’ve given consent to those other organisations sharing information with us, and where those organisations lawfully share your information with us.

HOW WE WILL USE YOUR INFORMATION AND HOW IT WILL BE PROCESSED

UKESG will use your personal information to:

  • Carry out UKESG’s obligations arising from any contracts entered into between you and UKESG
  • Authenticate you when you register for services
  • Provide you with information, products or services that you request or which we feel may be relevant to you based on previously accessed services, where we are legally entitled to do so
  • Ensure that content from UKESG’s website is presented in the most effective manner through the use of cookies
  • Allow you to participate with interactive features of the UKESG website, when you choose to do so
  • Notify you about changes to UKESG’s services and when new services are available
  • Segment your personal data to make sure that you only receive information that is relevant to you (e.g. regionally)

The legal basis on which we collect and process personal data depends on the specific context, but we will only use your information where we:

  • Have your consent to do so
  • Need the personal data to perform a contract with you
  • Need to process your personal information for UKESG’s legitimate interests and only where these are not overridden by your data protection rights
  • Have a legal obligation to collect personal information from you
  • Need the information to protect your vital interests or those of another person

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and explain the consequences if you do not provide it.

THE SECURITY OF YOUR INFORMATION

UKESG takes all steps reasonably necessary, including policies, procedures and security features, to ensure that your data is treated securely and protected from unauthorised or unlawful access and/or use, and in accordance with this notice. Where any payments are collected on UKESG’s behalf, we require payment providers to be compliant with the Payment Card Industry’s Data Security Standards (PCI-DSS).

RECIPIENTS OF PERSONAL DATA

We will share information about you with some of UKESG’s suppliers who process data on our behalf to help provide services to you. We undertake this data sharing on the basis of UKESG’s legitimate interests.

Categories of organisation and purpose:

  • Online booking systems – to enable you to book events and training
  • Monitoring systems – to help us monitor partner activity, satisfy funders and conduct research or analysis
  • PR/Marketing agencies – to provide relevant content to news agencies
  • Website hosting companies – to host UKESG digital platforms
  • Email broadcasting systems – to send emails to you
  • SMS broadcasting systems – to send text messages to you
  • Social media companies – to verify your identity when using “register with” functions and to provide you with relevant social media posts

INTERNATIONAL TRANSFER OF PERSONAL DATA

We do not envisage transferring any information about or relating to individuals outside of the United Kingdom. However, if we allow an organisation to process your information abroad, we will ensure appropriate safeguards are in place so your personal information is subject to the same standards and protections as within the UK.

DATA RETENTION PERIOD

We will hold information about you only for as long as necessary for the purpose for which it was collected.

  • As long as you continue to use UKESG’s services, we will retain and process your information. If you become inactive, we will anonymise any personal data relating to you.
  • Personal data linked to insurance claims, subject access requests, disputes, safeguarding investigations, disciplinary or police matters will be kept only as long as necessary for those purposes.

IP ADDRESSES AND COOKIES

We may collect information about your computer, including IP address, operating system and browser type. This is statistical data about browsing actions and patterns and does not identify individuals.

We may obtain information about your internet usage by using cookies. Cookies contain information stored on your device’s hard drive. You may refuse cookies by adjusting your browser settings; however, this may limit site functionality. Unless you refuse, UKESG’s website will issue cookies when accessed. Third-party systems may also use cookies over which we have no control.

YOUR RIGHTS

Data protection laws grant you the following rights:

  • Right of Access – to obtain a copy of information we hold about you.
  • Right of Rectification or Erasure – to correct inaccurate data or request deletion where it is no longer needed.
  • Right to Restriction of Processing – to request we stop processing where accuracy or legality is disputed.
  • Right to Portability – to receive a copy of your personal data in a structured, machine-readable format.
  • Right to Object – to object to processing based on legitimate interests, including direct marketing.
  • Right to Withdraw Consent – to withdraw consent for processing where applicable.
  • Right of Complaint – to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.
  • Right to Opt-out of Marketing Communications – to unsubscribe from marketing emails or texts at any time using the links provided.

CHANGES TO UKESG’S PRIVACY POLICY

Any changes UKESG makes to this policy in the future will be posted on this page and, where appropriate, notified to you by direct communication.

HOW TO CONTACT UKESG

If you wish to contact UKESG about your personal data or to exercise any of the rights described above, please email communications@ukesg.uk or write to:

UKESG Ltd, 7 Billing Road, Northampton, Northamptonshire, United Kingdom, NN1 5AN.