JUSTICE’s Privacy Policy

What personal information is collected?
We collect personal information such as: name(s), contact information (for example, postal address, telephone number, email address), donation history, card payment details* or bank details (for Direct Debits)*, accessibility requirements, dietary requirements, relationships, job title and employer, whether a donor pays tax (for Gift Aid), communication preferences, reason for support, and communication history.

We also collect information such as: which web pages you visit, social media used, etc. This is captured using Cookies (see below for more information). We also use newsletter analytics which records and monitors the success of our emails and any click through’s. Any preferences that you have informed us of, such as how you want to hear from us and which aspects of the charity are of particular interest, will also be retained.

At JUSTICE we comply with the GDPR principles of data minimisation and purpose limitation, and only collect information that we need. We only use information for the intended purpose. For example, we only ask for accessibility and dietary requirements in relation to in-person events; and we only ask if an individual is a UK taxpayer to work out if we can claim Gift Aid on their donation or for due diligence purposes.

*Any information you give us relating to credit card and bank account details is handled by a PCI DSS compliant supplier (Blackbaud Merchant Services, Rapidata and SagePay) and encrypted using secure server technology. For more information, please contact dataprotection@justice.org.uk.

How we acquire and use your information
Most of the information we process for supporters is taken from the information you submit via registration forms. This may be when you join as a member, make a donation, register for an event (Blackbaud NetCommunity), fundraise for us or make a donation towards a fundraising event (JustGiving), complete a survey (SurveyMonkey), follow us, or click through from a social media advert (eg. Facebook, Twitter (X), LinkedIn). We partner with these suppliers to host these forms to provide the best experience to you and anyone who fills out these forms.

JUSTICE is the data controller, and these suppliers are data processors.

We may also process information from written correspondence, meetings and phone calls. When we collect your information in this way we are either doing so to carry out an agreement with you (contractual performance) or for our legitimate interest, to understand more about our supporters so that we can raise money sustainably to continue the work we do. For example, we will or may process your data for the following purposes:

• Help deal with your enquiry, request, or application.
• If you join us as member, we will use your data to manage your membership subscription and renewals, to keep you updated with our work and events via monthly newsletters and ad hoc emails.
• If you donate to us, we will use your data to record and acknowledge your donation and to keep you informed of our work and future fundraising campaigns.
• Process your membership or a donation and maintain any preferences you have for receiving information from us and to ensure we suppress your contact when you have requested us to do so.
• Provide further information about our work, activities or products by email or post.
• Seek your ideas and feedback, via research or surveys.
• Register and administer your conference or event participation and we may reach out to you about the charities work, fundraising efforts, events or with other items that we deem relevant to your experience with JUSTICE.
• When you follow us on social media or engage with us on social media we may use this information to tailor communications to you, engage you in our work or fundraising including potential screening, profiling, or marketing. Use in-house tools and public domain information to analyse who supports us or receives services from us and in what ways. Use the insight to improve our work, services, fundraising activities and communications.
• Provide a more personalised service, such as using your details, interests and behaviours to customise communications we may send you or the web pages you see.
• Screening and profiling (see further below).
• Provide it to a professional body if required by law or to comply with a legal process.
• Notify you about changes to our Service.
• In each of the cases listed above, one of the reasons for collecting your data may be to enable us to reach out to you about the charities work, fundraising efforts, events or with other items that we deem relevant to your experience with JUSTICE.

We only process your personal data to the extent that it is necessary to achieve these aims. In doing so, we have balanced the interests of JUSTICE against your individual interests, rights and freedoms.

Data can also be shared with us by other companies, such as JustGiving who share information with us, such as your name, contact information and communication preferences provided you have given your consent. This enables us to say thank you and where appropriate send follow up communications and information about fundraising events and ask for donations in the future.

We may also collect information about you from third party screening, profiling, marketing or insight companies or AI software to assist us in ensuring that our communications with you are relevant (see profiling section below).

JUSTICE may also work with companies to look at the personal information we store in our database Raisers Edge and match it against publicly available records to add value to our database and improve the quality of the data. JUSTICE has a legitimate interest in working with these companies. It helps us to avoid sending communications to people who are recently deceased. We may record home moves and changes of address where the data is publicly available. This helps us to save money by only contacting those people who would be most interested in our communications. JUSTICE is the data controller, and the companies are the data processor.

We also work with companies to research the potential of donors and fundraisers to be a significant donor and collect additional details relating to their employment and any philanthropic activity. We may estimate gift capacity, based on visible assets, history of charitable giving and their connection to JUSTICE. JUSTICE has a legitimate interest in working with these companies. It helps us to understand our donors and fundraisers more and means that we can be more cost-effective. JUSTICE is the data controller, and the companies are the data processor. For clarity we have provided more details on this below.

Profiles and Screening
• At JUSTICE, our critical work is only made possible thanks to the generosity of our supporters – so it is vital that our fundraising efforts are as effective as they can be. By developing a better understanding of our supporters through our own research of them using publicly available sources such as published rich lists, newspapers and corporate websites, we can tailor and target our fundraising events, communications and approaches (including volunteering and speaking opportunities) to those most likely to be interested in them. This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective and appropriate way.
• We may also carry out our own research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers. This allows us to be more efficient and cost-effective with our resources and to assist our vital fundraising efforts, and also reduces the risk of someone receiving information that they might find irrelevant or intrusive.
• We may also obtain information about potential donors or individuals, such as wealth indicators, who might want to support us by fundraising or by speaking about their experiences with the legal system where these have been shared publicly, where they have not previously provided us with information.
• Additionally, as part of our legitimate interests, we have considered that screening is an effective way for us to ensure that we are contacting you with appropriate and relevant messages. We operate a number of different programmes to nurture support and want to make sure that when we make a request of any of our supporters, it is an appropriate one. As such, in some instances, we do make use of third-party screening and insight companies who combine information we provide about our supporters with publicly available information to help us determine which of our supporter programmes any particular supporter is best suited for. We may estimate gift capacity, based on visible assets, history of charitable giving and their connection to JUSTICE. This helps us to understand our donors and fundraisers more and means that we can be more cost-effective. JUSTICE is the data controller and the companies are the data processor. The information we may provide is set out below in the section entitled “Which information do we use?” We will only provide information to any of these third parties where we have a contract do so to. For information on the current list of suppliers that we use for this activity please contact dataprotection@justice.org.uk

Which information is used for profiling and screening?
• Data which has been provided directly to JUSTICE by supporters is used for profiling and screening (in particular by third party screening and insight companies), for example, when becoming a member or registering for events, and combine this with information from publicly available sources such as: Companies House, the Electoral Register, company websites, ‘rich lists’, social networks such as LinkedIn, political and property registers and news archives and other publicly available information and AI predictive software or insight company information, in order to create a fuller understanding of someone’s interests and support of JUSTICE. We only use reputable sources, where someone would expect their information may be read by the public. We avoid any data that we believe has not been lawfully or ethically obtained, and we do not use information sources which are not publicly accessible.
• 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.

Your rights – opting out of profiling and screening
• While this does form a crucial and necessary part of our strategy to secure voluntary income, we are committed to putting you in control of your data and you’re free at any time to opt out of your data being used for profiling or screening. To find out more, please contact dataprotection@justice.org.uk.

What Information we disclose to other parties
We never sell or rent your personal information with other charities or companies for their own marketing purposes. We do share your information with organisations who are completing a service on our behalf.

The only time your Information is shared with other organisations is or may be:
• Where you have given your permission and/or we have a legitimate interest for us to do so.
• When we are obliged to do so by law such as sending your Information to be checked against the Telephone Preference Service, or if contacted by the authorities with a reasonable request for information.
• To our third-party service providers, business partners, supplier’s agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process your payments, send you mailings or marketing information). These third parties have access to your Information only to perform these specific tasks on our behalf and are legally obligated not to disclose or use it for any other purpose.
• If you commit to leaving a legacy , we may share your Information with co-beneficiaries.
• If we have a legitimate interest and/or your permission, we may share your Information with analytics and search engine providers or use predictive AI software, insight companies or marketing segmentation companies to better engage and communicate with you.

We make sure that all suppliers of services take as much care with your data as we do. Where possible, we ensure that suppliers process your data in the UK, or in the EEA (European Economic Area) and therefore are subject to the same rules as we are.

How we store personal information and how long we keep your information for
We store the data of our members, donors, fundraisers, and event attendees in our database Raiser’s Edge. Raiser’s Edge is hosted in the cloud by Blackbaud, to read more about Blackbaud’s security please visit https://www.blackbaud.com/security. We also use Microsoft business services and stored data in Microsoft’s cloud document and storage system, SharePoint, as well as in other Microsoft applications. To read more about Microsoft’s data storage and security please visit Microsoft’s Trust Centre.

JUSTICE has a Data Retention Policy, which determines how long we store personal information for and we retain data in line with this policy for example if you support our charity by becoming a member, donating, attending an event or signing up to our mailing list, we will keep you details in our database for six years after your last activity, for individuals and indefinitely (with periodic reviews) for organisational records. This is so that if you reconnect with us, we will have history of how you have supported the Charity in the past.

In the event that you ask us to stop sending you direct marketing/fundraising/other electronic communications, we will keep your name on our internal suppression list to ensure that you are not contacted again.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). For more information, please contact dataprotection@justice.org.uk

Online security
We endeavour to ensure that there are appropriate and proportionate technical and organisational measures to prevent the loss, destruction, misuse, alteration, unauthorised disclosure or of access to your personal information.

Your information is only accessible by appropriately trained staff, volunteers and contractors.

The security of your personal information is important to us but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. As such we make no warranties as to the level of security afforded to your data, except that we will always act in accordance with the relevant UK and EU legislation.