Our Privacy Statement applies to the personal data that the Focolare GB collects and uses. References in this Privacy Statement to “Focolare GB”, “Focolare Movement”, “we”, “us” or “our” mean the Focolare Trust a registered charity in England and Wales (279072) in Scotland (SC039844) and Mariapolis Ltd registered charity (257912) in Scotland (SC040066) at the following addresses: Focolare Trust 67 Church Road Roby Liverpool L36 9TN Mariapolis Ltd Unit 1, Polaris Centre, 41 Brownfields Welwyn Garden City Herts AL7 1AN We are the “data controller” for the purposes of the UK Data Protection Act 1998 and UK General Data Protection Regulation (GDPR). We control the ways your personal data is collected and the purposes for which your personal data is used. The Focolare has a designated Data Protection Officer who can be contacted via dataprotection@focolare.org.uk.

When using the term “personal data” we mean information that relates to you and enables us to identify you, either directly or in combination with other information that we may hold. We collect personal data from you when you subscribe on our website, when registering for an event, when completing an evaluation form or through personal contact. The Focolare will ensure that your personal data is accurate, relevant and limited to what is necessary in relation to the purposes for which it is processed.

2.1 Bank details

We use your name, sort code and account number when you register for a paid event or make a purchase.

2.2 Non-personalised data

Website usage information is collected using cookies. This means that when you visit our www.focolare.org/gb website we collect non-personal data such as details of which of our web pages you visited and files downloaded. For more information, please see the Appendix on cookies below.

2.3 Social media

We collect your posts and messages directed to Focolare in GB on social media. We collect these when you interact with us on social media platforms such as Facebook, Twitter, Instagram.

2.4 Legacy administration

We collect personal data of an executor where necessary for legacy administration when someone dies leaving a legacy to the Focolare Movement.

2.5 Sensitive personal data

We collect and use personal data you provide to us to contact you and inform you about Focolare Movement activities. Interfaith dialogue is one of Focolare GB’s main activities and some of our events include religious services or sharing about people’s own faith and beliefs.  When collecting and storing sensitive information such as an individual’s religious affiliation, we have procedures in place to ensure that your personal data is kept secure and for no longer than necessary. We may also store medical information provided by you for use in case of a medical need or emergency. This information is only accessed on a need-to-know basis. Unless required by law or as otherwise described in this Privacy Statement, we do not disclose your personal data to any third party without your prior consent.

3.1      

Focolare GB does not share your data with any other organisation, public body or commercial organisation, unless required for either legal or compliance reasons, or where it is more cost effective and efficient for us to use a third party to deliver a product or service on our behalf such as for emailing.

3.2      

Your data is only shared within the Focolare to manage, enable, organise, plan, run or operate the activities relevant to your participation. This may mean your data could be passed on to a Focolare Centre near to where you live or to a Youth activities Coordinator within the Focolare Movement.

3.3      

The Focolare GB will on occasion, share personal data and compile reports for the Focolare’s international centres.  Data which could personally identify you will only be shared with your consent.

3.4      

Data collected from registering for an international Focolare event will be shared with the international Focolare Centre organising the event.

3.5      

We may need to pass on personal information if required by law or by a regulatory body. For example, if requested as part of a Gift Aid audit or by a law enforcement agency.  

We use your personal data for the following purposes:

4.1 To communicate with you

4.1.1   We may need to contact you by post, email and/or telephone for administrative or operational reasons – for example, to inform you of a Focolare Movement event, communicate Focolare Movement News or send you information you have requested. 4.1.2   To contact you after you have sent us a request, filled in a web form through our website or contacted us on social media.

4.2      

To tailor our communications to your needs and preferences and to provide you with a more relevant experience, for example, by sending you communications on topics in which you have shown an interest in previously.

4.3      

To protect your vital interests (For example if you were unfortunate enough to fall ill or suffer an injury on our premises, then we may pass on information to the NHS for treatment purposes and to family members).

4.4 Opting-in

The Focolare will occasionally provide you with the opportunity to opt-in to receiving certain types of communication. If you are already receiving such communication, you do not need to opt-in again as your existing preference will persist until you provide explicit instruction that you want to opt-out. We will only use the communications you exchange with us and the feedback you may provide to improve our events and communications.

4.5 Opting-out

You can choose to opt-out of receiving email communications at any time either by clicking on the relevant unsubscribe link at the bottom of any emails you may receive from us, by writing to your local Focolare community coordinators, by emailing dataprotection@focolare.org.uk or in writing to one of the above addresses.

4.6 Legal reasons

We are required to keep details of financial transactions, including donations, for seven years to meet accountancy and HMRC requirements. Some people kindly tell us that they have included a gift to Focolare in their will, or that they intend to do so. We retain their personal information indefinitely so that we can keep in touch during their lifetime.

4.7 Historical archives

We collect personal data necessary for preserving our history. For example, we keep the information of those who have contributed in a significant way to the development of the Focolare Movement in Great Britain. By reason of the consent expressed by the user, where required, it is possible you we may be contacted via e-mail, text message, or through any equivalent electronic tool or by paper mail or telephone call using contact details provided. If you have a preference for how we may contact you in these circumstances, you can make a specific request by using this link or by emailing dataprotection@focolare.org.uk or in writing to one of the above addresses.

The UK GDPR requires organisations to consider the legal basis on which they process personal data. Focolare will process personal data in line with the following principles:

5.1 With your consent:

emails, telephone calls, SMS text messages and marketing information will only be sent after obtaining your consent.

5.2 When it is in our legitimate interests to do so: 

to promote Focolare GB activities and events, to provide information to anyone interested in the goals of the Focolare and to carry out Focolare GB day-to-day activities. Some  examples not mentioned under the other bases include maintaining and improving our records and organisational processes, to fulfil our administrative purposes, protect our charitable interests and historical archiving. Photographs and other forms of recording may occur during Focolare GB events. Used appropriately they can enhance the enjoyment of those participating and explain to others the nature of these events. In addition, as a charity, Focolare GB should provide evidence of how its funds are being used. For these reasons the Focolare GB has a legitimate interest in obtaining such images/recordings. Participants at Focolare GB events as well as those contacting Focolare GB have the absolute right to ‘opt out’ of having such recording of themselves made. All Focolare GB events will remind participants of this right and offer an opportunity to ‘opt-out’ when booking. Focolare GB have procedures in place to ensure this ‘opt out’ is recorded and enacted. This legitimate interest notwithstanding, photos/recordings of children and vulnerable adults required particular sensitivity in handling. For this reason, explicit consent should be sought from a parent/carer prior to any such photos/recordings being made.

5.3 When the law requires it:

for example for Gift Aid purposes or to comply with safeguarding legislation (e.g. passing on information regarding a safeguarding allegation to statutory bodies, e.g. Local Authorities, the Police.)

We do not routinely use external sources to update our database, for example, if there is a change of address. We will normally rely on you to tell us if your details have changed. Our activities are often age related, faith related or related to particular interests or professions. We conduct analysis of information such as date of birth, faith, interests and professions to tailor our communications to those we believe may be of interest to you.

7.1 Children and young people

We are committed to protecting the privacy of the young people who engage with us through our website, social media, at events. If a person is under 18 and would like to get involved with the Focolare, we ensure we have consent from a parent or guardian before obtaining personal information. When we collect information about a child or young person aged under 18 we will make clear the reasons for collecting this information, as well as how the information will be used, shared, stored and for how long. The Focolare GB Safeguarding Policy and Guidelines can be found here: www.focolare.org/gb/safeguarding

7.2 Adults at risk

We are committed to protecting adults at risk and people in vulnerable circumstances. We may record personal information, with your consent, so that at an event we can make reasonable adjustments e.g. provide accessible accommodation, for all to be included and participate in Focolare activities.

We take appropriate physical, electronic and organisational measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary. Our Focolare GB Document Retention Schedule sets out retention periods for different kinds of documents/information we hold, based on the purpose for processing.

At any time you may:

• Request details of some or all of the personal information we hold;
• Request a copy of your personal information;
• Withdraw the consent you have provided previously for processing your personal data;
• Request that we correct or remove the information we have on file;
• Request information about Focolare’s processing activities and request that we restrict the processing of your personal information in certain ways; or
• Ask that we delete your Personal Data where there is no compelling reason for us to continue to process it; or
• Object to specific processing of your personal information.
• Prevent Focolare GB from using your personal data for direct marketing purposes;
• Challenge processing which has been justified on the basis of our legitimate interests or in the public interest.

You have also the right to be informed about how the Focolare collects your data, and what it is then used for.  At any time you may ask for a copy of the personal information we hold about you.  You may wish to receive the personal data you have provided us in a ‘portable’, i.e. machine readable format. Please note: The above rights may be limited in some situations – for example, where we can demonstrate that we have a legal requirement to process your Personal Data. Also, we may need you to provide us with proof of identity for verification and data security purposes before you can exercise your rights. You may make any of the above requests by contacting the Data Protection Officer by email at dataprotection@focolare.org.uk or in writing to one of the above addresses. You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office (link is external), the UK data protection regulator.

All material uploaded to our website or social media is subject to approval by the Focolare before being used. The person uploading material should be 18 or over and, if not, must have the express permission of a parent or guardian to upload the material. Material uploaded must not violate any copyright laws, the rights of any third party or any other laws. Photographs and videos must have been taken with the knowledge of the subjects, or where the subjects are under 18, with the permission of their parent or guardian. All subjects must have given permission for the material to be used by the Focolare. Under certain laws and regulations the Focolare might be asked to disclose information to government agencies or employees. The Focolare will use any material in accordance with our own data protection policy and the UK GDPR. In exceptional circumstances, your personal data may be accessed by and processed outside the European Economic Area (EEA) by the Focolare staff based outside the EEA, working in our international centres. Where your personal data is transferred outside of the EEA, we require that adequate level of protection is in place in accordance with UK GDPR.  

10.1 Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Focolare GB shall promptly assess the risk to people’s rights and freedoms and if appropriate promptly report this breach to the ICO (more information on the ICO website).

We may make changes to this Privacy Statement from time to time. You are advised to visit this section of our website periodically to keep up to date with the changes to our Privacy Statement. We welcome any questions, comments and requests regarding this Privacy Statement and these should be addressed to the Data Protection Officer by email at dataprotection@focolare.org.uk or in writing to one of the above addresses.

Cookies

The Focolare Movement website uses various types of “cookies” (small text files which are stored on your computer, mobile or other device when you visit our website). The use of session cookies, which are not memorised in a permanent or persistent way on the user’s computer, is strictly limited to ensure a more secure and efficient browsing of the website. Session Cookies do not collect any personally identifiable data. See the Extended Information Document regarding the use of cookies on this website. The browser settings can be configured to block cookies or the system prompts the user to change the cookie settings. It is important to be aware that in choosing to block the cookies, the user may be preventing from utilising all the functions and services of this website. Almost all modern browsers have the functionality to block cookies from being set, and there are a number of third party tools that can also do this. If you choose to block all cookies it is likely that the functionality of both our own and the majority of other websites will be impacted, given the importance of cookies to the development of the internet. None of the personal data of users are purposely acquired from the site. Cookies are not used for relaying personal information, and also persistent cookies of any type, that is, systems which track users, are not used on this site. The use of so-called session cookies (that are not memorised in a persistent manner on the user’s computer and disappear upon closing of the browser) is strictly restricted to the transmission of session identification data (constituted by casual numerals generated by the server) and are necessary to allow safe and efficient surfing of the site. The session cookies used on this site do not resort to other information gathering techniques which could potentially jeopardise the privacy of users browsing the website, and do not allow the acquisition of personal data that can identify the user.