At Coram Beanstalk we rely on the generosity and support of individuals like you to carry out our vital work with young people and children.

That is why we want to be transparent about why we need the personal details we request when you engage with us and how we will use them.

Coram Beanstalk is committed to protecting the personal data that we collect and process about you, and respecting your privacy. We aim to be clear and transparent and not do anything you wouldn’t reasonably expect. We do this by ensuring you are provided with an explanation about how Coram Beanstalk collects and processes the information you provide us with, or that we collect about you, whether online, via phone, email, in letters or in any other correspondence or from third parties.

We collect and use personal data to ensure that we can manage our relationships with all those who wish to support us (whether that is by working for us, volunteering for us, donating to us, raising funds for us or buying our service to have an impact on children in their school/setting). (When we use the word ‘supporter’ in this policy we may mean any and all of these types of individuals). We also want to better understand how we can meet and exceed our supporters’ expectations. This allows us to operate more efficiently and effectively to ultimately help us reach our goal that every young person should have the chance to succeed.

Please read this policy carefully, along with our Terms and Conditions and any other documents referred to in this policy, to understand how we collect, use and store your personal information.

The privacy policy covers the following:

1. Who we are
2. Where Coram Beanstalk collects its information from
3. What information Coram Beanstalk may collect about you
4. How Coram Beanstalk will use the information we collect
5. How Coram Beanstalk will update your information
6. Where Coram Beanstalk will disclose your details to anyone else
7. How to access, correct or delete your information
8. How Coram Beanstalk uses cookies
9. How we keep your data safe
10. How long we store your data for
11. Contact us
12. Further information

By providing us with personal information, you consent to the collection and use of this information in accordance with this privacy policy. In accordance with the Data Protection Act 2018, we will not keep your personal data for longer than is necessary.

We may update this policy from time to time without notice to you, so please check it regularly.

If you have any questions about this privacy policy and our cookies policy please email our Data Protection Officer on [email protected] or write to Coram Beanstalk at:

Data Protection Officer

Coram Beanstalk
Coram Campus
41 Brunswick Square
London
WC1N 1AZ

1. Who we are

Coram Beanstalk is a charity that operates throughout England to improve the reading ability, confidence and enjoyment of children who are struggling with their reading. Our aim is for all children to leave school able to read well and express themselves confidently.

Our charity’s legal name is Volunteer Reading Help, trading as Coram Beanstalk (with registered company number 2101719) and we are registered as a charity in England a Wales (registered number 296454).

Our charity is registered as a Data Controller with the Information Commissioner’s Officer under the Data Protection Act 2018:

Data controller	Registration number
Beanstalk	Z653658X

2. Where do we collect information from?

We collect information in the following ways:

Information you give us

• Coram Beanstalk may obtain personal information from you when, for example, you complete an online form on this website, register with Coram Beanstalk for a mailing list/e-newsletter list, apply to become a volunteer or work with us, take part in an event or make a donation.

Information from Third Parties

• We may also receive information about you from independent third parties, such as volunteering sites such as Do It or fundraising sites like Justgiving, Virgin Money Giving, Easy Fundraising, Give As You Live, Give a Car, Ebay, Stripe and others. We will only receive data from third parties in this way if you have given your consent for your data to be passed on to us. You should check their Privacy Policy when you provide your information to understand how they will process your data. Data obtained in this manner will be covered by this privacy policy.

Information we get from your use of our website and services

• We collect information about the services you use and how you use them, like when you watch a video on YouTube, visit our websites or view and interact with our ads and content.

Information in the public domain

• We may obtain some information from publicly available sources such as Companies House, newspaper articles or open postings on social media such as Facebook and LinkedIn.

3. What information do we collect?

The types of personal information that Coram Beanstalk collects may include:

• Your title, name, gender, ethnicity and date of birth;
• Your contact details (address, email, phone number and social media contact details);
• Family and spouse/partner details, relationships to other supporters;
• Your professional activities and employment details;
• Current interests and activities;
• Gift aid status and records of donations;
• Contact preferences;
• Information about your wealth;
• Media articles about you;
• Your IP address, location, browser type and information on how you interact on our website
• Your bank or credit card details in line with payment card industry standards;
• Any other information provided by yourself at the request of Coram Beanstalk (e.g. to support a job or volunteer application).

Where appropriate we may also ask your interests and motivation for supporting Coram Beanstalk (e.g. if you apply to volunteer with us) and we only want to know the answer if you are comfortable providing us with that information.

In some limited circumstances, the personal information that Coram Beanstalk collects may include information that is considered “sensitive data”. This may include personal information regarding racial or ethnic origins, political opinions, religious beliefs, health and also information concerning criminal offences. Where this information is collected we will tell you so you know why it is needed. We may also collect photos, case studies, quotes and films if you consent and if, for example, you attend one of our events.

If you are under 16 you should ask permission of a parent or guardian before sending personal or sensitive information to anyone online. Coram Beanstalk will ask for parental permission for the use of case studies or imagery for anyone under the age of 18 years.

4. What might we do with your information?

Legal basis for processing information

We require your information to enable us to deliver our services and fulfil our public benefit; by providing us with personal information, you consent to the collection and use of this information in accordance with this privacy policy.

If you have applied to join Coram Beanstalk’s volunteering programmes, Coram Beanstalk will use your information to run, fund, develop and evaluate its programmes.

If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event we will mainly use your data to:

• Provide you with the services, products or information that you asked for; as well as information about other services, products or information we think might interest you where you have consented to being contacted
• Administer your donation or support your fundraising, including processing Gift Aid
• Send you surveys, and for market research
• Invite you to events
• Keep a record of your relationship with us and record the contact we have with you
• Ensure we know how you prefer to be contacted

Tools may be used to improve the effectiveness of Coram Beanstalk’s communications with you, including tracking whether you open the emails we send you and which links you click within a message.

We may also use personal information to carry out due diligence so that we are fundraising in accordance within the law, the code of fundraising practice and our internal policies and procedures.

Profiling and analysing information of our supporters

• In order to tailor what type and level of support we ask you for, we may analyse personal information we collect about you including how you have engaged with us previously, demographic information, measures of affluence, philanthropic interests and networks
• We may also use information in the public domain, for example listed Directorships or typical earnings in a given area
• In some instances, we may use third party wealth screening companies or insight companies to provide us with general information about you (please refer to section 6 for further information on data shared with Third Parties)

You can opt out of your data being used for profiling and wealth screening techniques by contacting us at [email protected].

5. How we update your information

We continuously review records of supporters to ensure your data is as accurate as possible and always appreciate it if you let us know if your contact details change. Where possible we use publicly available sources to keep your records up to date for example, the Post Office’s National Change of Address database, or information provided to us by other organisations as described in Section 1. It is important that we keep your personal data as up-to-date as possible so that we can cross reference your information with the Mail and Telephone Preference Services.

6. Who might we share your information with?

We will not sell or rent your data, and do not swap data with anyone.

We are committed to protecting your data and therefore it will never be disclosed to external organisations other than those acting as agents and data processors carrying out work on our behalf.

Where we enter into a relationship with an external party, any such arrangements will be subject to a formal agreement between Coram Beanstalk and that organisation to protect the security of your data. They only act under our instructions and we maintain full responsibility for your data.

Examples of where we may share your data include when:

• We provide data on staff to payroll company to enable salaries to be paid
• We may use external consultants in interview panels for job applications
• We provide references for former staff to employers
• We provide volunteer names and DBS information to schools and settings to facilitate their volunteering
• We provide data to UCheck for DBS checks for safeguarding purposes
• We work with schools to track progress made by children on our programmes
• We enter into a funding contract with a Local Authority, central government department or European Commission institution
• We report to funders on the impact of their donation to the young people we help
• We use case studies to promote our business and brand
• We work with other charities and partner organisations to ensure a holistic approach can be taken for children with multiple needs and/or to deliver new programmes
• We work with external parties to develop our Customer Relationship Management systems
• We use external providers for our email newsletters
• We use external providers for mailshots e.g. when posting Reading Records to our volunteers
• We provide data to organisations we advertise with to enable us to recruit more volunteers
• We provide data to Local Authority Designated Officers when required for safeguarding purposes
• We share name and contact details of active volunteers with other volunteers in their area so they can receive peer support if they consent for us to do so
• We share bank details of active volunteers who wish to claim expenses with our bank to facilitate payment by bank transfer

Data may also be available to our website provider to enable us and them to carry out analysis and research on demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the following will apply:

1. Your data will be made available to our website provider
2. The data that may be available to them include any of the data we collect as described in section 3.
3. Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA.
4. They will store your data for a maximum of seven years.
5. This processing does not affect your statutory rights.

7. How to access, correct or delete your information

The Data Protection Act 1998 and the General Data Protection Regulation 2016 allows you to request a copy of the personal information relating to you which is kept by Coram Beanstalk.

If your contact details change, or if you believe that the information that Coram Beanstalk holds about you is out-of-date or inaccurate, please get in touch with us and provide us with the correct details.

If you do not want to receive any further information about Coram Beanstalk and would like us to remove your name from our mailing list, please contact us to let us know. Please address all your requests to our Data Protection Officer inbox [email protected] or write to the Data Protection Officer, Coram Beanstalk, Coram Campus, 41 Brunswick Square, London, WC1N 1AZ.

To help us locate any personal information about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.

8. How Coram Beanstalk uses Cookies

Like many websites, we may collect and record information in order for us to understand more about how our website is used and to provide you with a personalised experience when you visit our website. We use 'cookie technology' to do this. We may use cookies to gather certain information about you, including details of your operating system, browser version, domain name and IP address, and the details of the website you linked from to the website. Coram Beanstalk uses Raising IT and Dotmailer.

Cookies identify your browser, and basic information that you have shared with Google to our servers when you visit our website. They do not identify you as an individual. If you do not want to accept cookies you can easily disable this function by changing the settings on your Internet browser. You are able to completely opt out of Google Analytics for Display Advertising and customise Google Display Network adverts through your browser’s Advert Settings.

Tailored Content Cookies Local

• ONE is used to serve you with information that may be tailored to your use of this website. This tailoring is unique to you and your use of this website and is not shared with any third party. The _one cookie falls under this area and lasts for 2 years.

Tailored Content Cookies Group

• ONE is used to serve you with information that may be tailored to your use of our group of websites. This tailoring is unique to you and your use of our group of websites and is not shared with any third party. The _one_svr cookie falls under this area and lasts for 2 years.

Tracking Cookies

• We do not use cookies that track a user across different customer sites.

9. How we keep your data safe

We aim to ensure that there are appropriate physical, technical and managerial controls in place to protect any personal information you may provide to us; for example our online forms are always encrypted and out network is protected and monitored. Within our offices all of our staff receive training on handling data securely.

Where we use external companies to collect or process data on our behalf we carry out comprehensive checks on them before we work with them and ensure that agreements are in place that set out our expectations and requirements. We avoid any need to transfer your personal data outside of the European Economic Area (EEA) and if we do we ensure it is kept secure.

Despite all of our precautions no data transmission over the internet can be guaranteed to be 100% secure. So, whilst we will always strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention that you do so at your own risk.

10. How long we store your data for

We will hold your personal information on our systems for as long as is necessary for the relevant activity. For example, data on unsuccessful job and volunteer applicants is kept for twelve months; data on staff and volunteers is kept for the duration of their term with Beanstalk, plus six years; data on donors and prospective donors is kept for ten years to enable us to build longer term relationships with our supporters.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us. We won’t keep any information that we don’t need.

11. Contact us

If you have any queries about this Policy or any complaints with regard to the administration of the Policy please contact us by email at: [email protected] or by sending a letter to the Data Protection Officer, Coram Beanstalk, Coram Campus, 41 Brunswick Square, London, WC1N 1AZ.

12. Further information

The laws governing how your personal data can be used are:

• The Data Protection Act 2018
• The Privacy and Electronic Communications Regulations 2003
• The General Data Protection Regulation 2016
We also follow the best practice code set out by the Fundraising Regulator: Code of Fundraising Practice.

You can also contact the Information Commissioner’s Office at ico.org.uk to find out more or report a concern. They are the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. We work with them to make sure that we collect, store and use your information appropriately and don’t do anything you wouldn’t expect us to.

Last updated: 14 December 2021