Our privacy policy

What this privacy policy covers

Mukul Madhav Foundation UK (MMF UK) is committed to protecting your personal information and being transparent about what information we hold.
The purpose of this Privacy Policy ('Policy') is to give you clear information on how Mukul Madhav Foundation UK collects and uses personal information (or personal data) you provide to us and that we collect, whether online, via phone, email, in letters or in any other correspondence or from third parties.
Developing a better understanding of our supporters through their personal information allows us to fundraise more efficiently and serve better.
We ensure that we use your personal information in accordance with the law. This Policy explains:

What information the Mukul Madhav Foundation UK may collect about you;
How we will use that information.
Whether we disclose your details to anyone else;
Your choices regarding the information you provide to us.

If you have any queries about this privacy and cookies policy, please contact the Data Protection Officer by email: contactus@mmpc.org.uk.

Changes to this Privacy Policy

The Policy may change from time to time in accordance with the law. Please visit this website section periodically in order to keep up to date with the changes in our Policy.

Who we are

Mukul Madhav Foundation UK is a registered charity in England and Wales. Our registered charity number is 1182723 and our registered office address is Mukul Madhav Foundation UK, New Zealand House, 80 Haymarket, London SW1Y 4TE.

Information collection

We collect information about you in the following ways:

Information you give us. For example, when you post information on our social media or message boards, make a donation to us, register for an event or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address, telephone number, date of birth, bank account details for setting up a regular direct debit gift and contact preferences.
Information we get from your use of our website and services. We collect information about our online content that you use and how you use it, like when you watch a video on YouTube, visit our websites or view and interact with our ads and content. We, like all organisations, are able to confirm what browser you are using, IP address and computer operating systems that are being used and this information may be used to improve the services we offer. Please see our Cookie Policy for more detail.
Information from known third parties. We may also receive information about you from our third party partners with whom you choose to interact, for example websites such as JustGiving when making a donation. This can include information such as your name, postal or email address, phone number, your geographic location, credit/debit card details and whether you are a tax payer so that we can claim Gift Aid. To the extent that we have not done so already, we (or they) will notify you when we receive information about you from them and tell you how and why we intend to use that information.
Information available publicly. We may include information found in places such as Companies House, LinkedIn and information that has been published in articles/newspapers. Please see ‘How we combine and analyse the information we collect about you’ to find out more

Wherever possible we use aggregated or anonymous information which does not identify individuals by name.

What personal information do we process?

We collect, store and use the following kinds of personal information:

Your name and contact details, including postal address, telephone number, email address and, where applicable, your social media profile
Your date of birth
Financial information you provide where you make a payment, such as bank details or credit/debit card details, although we don't store credit or debit card details (see below)
Information about your computer/mobile device and your visits to and use of this website, including for example your IP address and geographical location
Information about our services which you use/which we consider of interest to you
Information as to whether you are a tax payer so that we can claim Gift Aid
Any other personal information you share with us as described above

Do we process Special Category Data?

Certain categories of personal information are regarded by the law as more sensitive than others.
This is known as 'special category' or 'sensitive personal data' and covers things like information about your health, ethnic origin, religious beliefs, political opinions or any genetic or biometric data that is used to identify you.
We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so.
We will always make it clear when we collect this information from you what sensitive personal data we are collecting and why.

Your debit and credit card information

If you use your credit or debit card to donate to us, buy something or pay for a registration online we will use a specialist payment processor. We will also ensure that card details are handled securely under Payment Card Industry (PCI) Data Security Standards. For more information about these Standards see here - https://www.pcisecuritystandards.org/security_standards/index.php.
If you provide your card details to make a donation by phone, only MMF UK staff who are authorised and trained to process payments should be able to collect or see your card details. We never store your credit or debit card details following the completion of your transaction. All card details and validation codes are securely destroyed once the payment or donation has been processed.
Please do not send an email containing any credit or debit card details, since it will be immediately deleted and no payment will be taken. If this happens, we'll let you know.
All donations should be completed through the donation page on our website (www.mmpc.org.uk ) or via our customer support centre by contactus@mmpc.org.uk

Website users

All MMF UK websites use cookies to help our websites work well and to track information about how people are using them. More information on cookies can be found in our Cookie Policy.

All MMF UK websites collect personal information you supply when you register with us.
The website you sign up to will collect information such as your name, email address and post code. Once you register with that website, you will not be anonymous to us when you subsequently sign in.
As part of the registration process and continued use of MMF UK services, you agree that any registration information you give to MMF UK will always be accurate, correct and up to date. Please do get in touch should you need to amend or update any of your personal information.
We collect and retain information about your interactions with us so that we can process any request you make and efficiently deal with future queries.
As explained in our Cookie Policy, we use cookies to allow us to store limited information on an individual’s computer to either track them through tracking cookies or to allow people to have automatic logons as an example. We use this information to provide you with a good experience when browsing our website and to improve the functionality of our site.
Our website uses products to analyse and improve user experience. These products track user experience of the website by looking at behaviours like mouse clicks, mouse movements, page scrolling, and any text entered into website forms. The information is used to improve and personalise website experience, personalise the content of emails and for statistical and aggregate reporting.

How we use your information

We use your personal information for a number of purposes including the following:

To provide you with the services, products or information you have requested.
To provide information about our work, activities, volunteering or events although this will only be where you have consented to being contacted for those purposes unless the MMF is in a position to rely on the Legitimate Interest basis for contacting you (see further information below under Legal Basis for Processing)
To process donations we may receive from you;
To fundraise in a manner referred to in this Policy or that you would reasonably expect;
To create an account for you if you register with us;
For administration purposes (for example we may contact you regarding a donation you have made, including in relation to Gift Aid or the event you have registered for).
For internal management, such as record keeping of enquiries, feedback or complaints;
To invite you to participate in surveys or research (although this is voluntary);
To use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you;
To analyse and improve the online services we offer, to make them as user-friendly as possible;
We may collect personal information to conduct supporter research and this is on occasion through our existing network. We may also analyse information you provide to us with other freely available public information to create a profile of supporter interests, preferences and level of potential donations so that we can contact you in the most appropriate way and with the most relevant information (for more information about this use, see How will you combine and analyse the information we collect about you?)
Where collecting and holding your information is required or authorised by law;
We may use your personal information for the purposes of credit risk reduction or fraud prevention (using external specialist agencies to help us); and
Other specific purposes that you may agree to from time to time.

You can opt out of your data being combined and analysed for marketing purposes by contacting our Supporter Care Team or our Data Protection Office as set out in the Contact Us below.
Please note that before seeking or accepting major donations we are required to conduct a minimum level of due diligence. This is in accordance with our legal and regulatory obligations and our internal risk management policies and procedures. This means that if you opt out of analysis of your data, we may still conduct some analysis that is required to enable us to accept donations from you.

Social Media

MMF UK uses social media to promote our life saving work. We have accounts on social media platforms including but not limited to Facebook, Twitter, LinkedIn, Instagram, and YouTube. We collect donations through various social media platforms. Where members of the public engage with our posts or publish content relevant to our work, we may like the posts, follow them, reply or write to them. We conduct research on what people say on public social media platforms to better understand how people feel about our sector and to improve our work. This research may be done by staff or companies we work with.
If you are a social media user, we will user social media tools as part of our relationship with you. You will be shown advertising relating to the MMF UK which we predict you will be interested in seeing. The social media platform will also use your profile to identify those with similar characteristics to you who we think may also be interested in finding out more about the work we do. These individuals will then be shown advertising about MMF UK. Please contact us at contactus@mmpc.org.uk if you wish to enquire further.

Legal basis for processing

The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this Policy. Depending on the purposes for which we use your data, one or more of the grounds listed below may be relevant:
Legitimate Interest:
We rely on the “legitimate interest’ ground for processing where we believe it is in the legitimate interests of you, as the data subject, or of the MMF UK, to process your data. When we process your personal information in this way, we also consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law). We will only use your information in accordance with the purposes described in this Policy. Examples of processing based on the legitimate interests ground are:

Conducting research to better understand who our supporters are and better target our fundraising activity;
Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
Taking and using photos and/or films of event participants and attendees;
Administering events;
Sending relevant communications to your work email address;
The use of CCTV recording equipment in and around our premises for monitoring and security purposes
Promoting the MMF UK on social media, Google, YouTube and other online platforms

Consent:
In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way (for example, asking for your consent to use your personal information to send you direct marketing information, and we may ask for your explicit consent to share sensitive personal information with us)

Legal Obligation:
We may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes. We may also use personal information to cross check and prevent known malicious activities on MMF UK operated services.

Your rights

You have the following legal rights in relation to our collection and processing of your personal information:

Right to be informed – you have the right to be told how your personal information will be used. This Policy and other policies and statements used on this website and in our communications are intended to provide you with a clear and transparent description of how your personal information may be used.
Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information (and other related information). Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we will provide you with your personal information subject to any exceptions that apply.
Right of erasure – at your request we will delete your personal information from our records as far as we don't have an overriding legitimate reason for holding on to it (e.g. to comply with a legal obligation).
Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask us to update those records. You can also ask us to check the personal information that we hold about you if you are unsure whether it is up to date or not.
Right to restrict processing – you have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or whether our use is legitimate or not.
Rights related to automated decision-making – where we take automated decisions in relation to your personal information with no human involvement (i.e. such as credit scoring) you have the right to ask us for human intervention or to challenge any such decision.
Right to object – you have the right to object to processing where we are: (i) processing your personal information on the basis of the legitimate interests ground (see 'Legal basis for processing' above) and we have no compelling reason we can demonstrate to continue with that processing; (ii) using your personal information for direct marketing, or; (iii) using your personal information for statistical purposes.

It is always your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to continue to contact you, you have the right to object or change your mind at any time.
You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails or by sending us an "opt-out" text message, following the instructions we provide you in our initial text.
or contactus@mmpc.org.uk or you can write to: Mukul Madhav Foundation UK
New Zealand House, 80 Haymarket London SW1Y 4TE.
If you have indicated that you do not wish to be contacted by us for marketing purposes, we will retain your details on a 'do not contact' list to help ensure that we do not contact you accidentally. However, we may still need to contact you if you carry on dealing with us, including (but not limited to):

Processing a donation you make or any continuing direct debit;
Providing you with information you need in order to participate in an activity or event for which you have registered;
Explaining and apologising where we have made a mistake; and
Dealing with future legal claims in connection with a contract we have with you

To exercise any of these rights, please send a description of the personal information in question to our Data Protection Office at the address shown in the Contact us section below. Please note that some of these rights may be subject to legal restrictions, which we'll tell you about if they apply.
For more information about your rights or if you are not happy with our response to your request, you can contact the Information Commissioner’s Office (ICO) – for more details, see https://ico.org.uk/.

Recipients - Information and disclosure

We do not sell or rent your information to third parties for marketing purposes. However, we may disclose your personal information in the following circumstances:

To other MMF entities, trading subsidiaries, suppliers or service providers to provide the products or services you've requested from our website(s). For example, where we use a separate company to deliver goods to you.
To third parties who support our operations and services under our instructions. The legal phrase used to describe these types of third parties is 'data processor'. These third parties include trusted partners (e.g. AWS (storage and authentication services) (https://aws.amazon.com/) that work with us to assist us in achieving our charitable aims and objectives, and other entities that act as fundraisers for MMF UK, deliver MMF UK information and marketing support on our behalf (subject to your communication preferences). We require these third parties to act lawfully in accordance with our instructions and ensure that appropriate controls are in place to keep your information secure. We regularly monitor the activities of these companies and partners to ensure they are complying with the MMF UK's high standards of care.
We may provide your email address or mobile phone number in an encrypted format to social media companies, such as Facebook, Instagram, Twitter or YouTube, or to digital advertising networks that are providing services to us by displaying our advertising to you on those social media platforms and other websites, as well as identifying audiences with interests similar to yours. You can opt out of your data being used in this way by contacting our Supporter Care Team or our Data Protection Officer as described below. However, this may not prevent our advertisements being shown to you where you have not been targeted personally.
Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example, where ordered by government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to lawful operation of our website or enforcing applicable terms and conditions) or to protect the MMF UK, for example in cases of suspected fraud or defamation.

Legal Obligation: We may need to collect, process and disclose personal information to comply with the law. For example, store a gift aid declaration if you have made a donation and wish to claim gift aid. We may use personal data in relation to a legal claim,
Performance of a contract: It may be necessary for us to process your personal data to carry out a contract you have entered into with us.
What are my legal rights?
The law gives you 'data protection rights' to control how we use the personal data we hold about you. In short, you can ask us at any time to:
• stop using your personal data (or 'forget' about you) in most cases;
• correct any data we hold;
• tell you about the personal data we hold (and provide you with a copy); and
• complain to the regulator https://ico.org.uk/.
If I want to use these data protection rights, what do I do?
You can find out more about your rights by clicking here: MMF UK.org.uk/privacy. The ‘Your rights’ section may be particularly helpful.

Can I get more information?
Yes, if you have any questions about this Privacy Policy, your personal data or your data protection rights, please contact:

The Data Protection Officer
Mukul Madhav Foundation UK
New Zealand House
80 Haymarket
London SW1Y 4TE
Email: contactus@mmpc.org.uk

If I don't like the answer I get from the MMF UK, can I contact anyone else?
If you don't get the answer you would like from us or you have a complaint about how we use your personal data, you can contact the Information Commissioner's Office (ICO), whose website is https://ico.org.uk.

Inappropriate website content

If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory, abusive, or hateful content on our forums or social media pages, if necessary, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
International transfers of personal information
our information is normally kept within the UK or within the European Economic Area (EEA) and this is a priority for the MMF UK when selecting where we host and use your information.
On some occasions, we may have to use services that host your information outside of these areas. When this occurs, we will only ever use highly reputable suppliers that have gone through information security due diligence, have contractual clauses about the high standard of data processing, and meet all requirements that your information is looked after to a standard as if it were in the UK or the EEA. If and when this occurs, usually this is a company in the USA.
For more information about this please contact us using the Contact Us section.

Keeping your personal information

We keep your personal information only for as long as we need to use it for the purposes set out in this Policy.
We have adopted a data retention policy that sets out the different periods we retain personal information for in respect of these relevant purposes. The criteria we use for determining these retention periods is based on various legal requirements; the purpose for which we hold data and whether there is a legitimate reason for continuing to store it (such as in order to deal with any future legal disputes); and guidance issued by relevant regulatory authorities including, but not limited to, the Information Commissioner's Office (ICO).
Personal information that we no longer need is securely disposed of and/or anonymised so you can no longer be identified from it. Some personal information may be retained by us in archives for statistical or historical research purposes although we will do this in a manner that complies with applicable data protection law.
We continually review what personal information and records that we hold and delete what is no longer required. We never store payment card data after the transaction has been completed.

Contact us

Mukul Madhav Foundation UK
New Zealand House
80 Haymarket
London SW1Y 4TE
Email: contactus@mmpc.org.uk