How do we use your information?

We collect information about you to manage your account, process your order or fulfil any contract we have with you.
We use information collected from your website visits to personalise your future visits and to improve the experience we provide to our online users. For example, information like the browser and device you are using helps us to maintain usable and accessible websites for
all our audiences.

We also use your information to help us develop products and services that you need, and where we have a lawful basis and permission to contact you, we may use it to help us send you relevant and timely information about the help and support that we offer.

Where do we store your information?

Online forms

The forms on our website are built using a platform hosted in the US, so the information you provide to us is initially stored there. The contract we have with this provider ensures their practices comply with the EU’s General Data Protection Regulation 2018 and we regularly delete data from this system. In the longer term your data is stored in our customer relationship management system, which is hosted on a secure server in the EU.

Website accounts

If you are a registered user of our website(s), the personal data within your account(s) is stored in secure web servers based in the EU. You are responsible for keeping your website account password(s) confidential. We ask you not to share your password with anyone for
your own security.

Security and encryption

We take great care to ensure that our websites operate at the highest security levels and that our suppliers are committed to best practice in digital security. All personal information and financial data is encrypted in transmission. However, the security of data transmission via the internet can never be 100% guaranteed, and data transmission is at your own risk.

Cookies

What are cookies and how do we use them? The use of cookies is common practice on modern websites. A cookie is a small text file
which is placed on your computer’s hard drive by a website. When you visit one of our websites, your browser checks to see if it has any cookies for it and sends the information contained in those cookies back to the site in order to tailor and improve your experience.

Our cookies record things like whether you are currently logged into your website account, to ensure you’re given the right access on each page. They ensure the display settings you’ve previously selected (for example, preferred language) – or the settings associated with your account permissions – are activated correctly.

We also use cookies to collect anonymous usage and visitor behaviour information – this includes IP address, operating system, browser type and pages visited. We use this to track how our websites are used, measure their effectiveness, and to help us improve our content
and user experience.

Third party cookies

Some of the services on our websites, such as adverts from CharityJob, videos from Vimeo, and sharing functions from Facebook, Twitter or LinkedIn, may also place cookies on your computer. We do not take responsibility for third party cookies.

Can I refuse cookies?

Yes, you can use your browser settings to disable cookies. Different browsers offer different levels of control – for example you may be able to accept certain cookies and reject others, such as third-party cookies. If you refuse cookies please be aware our websites may not work smoothly for you and there will be certain parts that won’t function correctly. You can delete the cookies stored on your
computer at any time.

More information

For further information about cookies, you can visit www.aboutcookies.org or www.allaboutcookies.org

How long do we keep your information?

We do not keep your information for longer than necessary. We keep financial information for seven years due to legal requirements, and we delete all other personal information from our customer relationship management system if we have had no contact with you for three years.

Marketing

If you have purchased a product or service from ESRA or have opted-in to hear about ESRA’s products and services, we will send you information which may be of interest to you. You have a right to stop us from contacting you for marketing purposes at any time. All our
marketing emails contain unsubscribe links. You can also contact us at any time to request a change to your marketing preferences.

Access to your information

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, you can:
• Email: [email protected]
• Write to ESRA, 5 Harold Place, Hastings, TN34 1JA

We will not charge you for this service unless the request is ‘manifestly unfounded or excessive or repetitive’.

Keeping your information up to date

We want to make sure that any personal information we hold about you is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.

Sharing your information with other organisations

ESRA will not sell your information to any third party. We may share your information with third parties where we have legal duty to do so or to provide you with a service you have asked for. For example, we use a third-party supplier to dispatch publications you may buy
on our sites and we use secure third-party partners to process financial transactions. We have contracts in place with all third-party suppliers to ensure they are obligated to treat our customers’ personal data in compliance with the General Data Protection Regulation 2018. If ESRA is acquired by a third party, personal data held by ESRA will be one of the transferred assets.

Other websites

Our websites contain links to other websites not run by ESRA. This privacy policy only applies to ESRA websites so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 25 May 2018.

Your rights

Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights. You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on its website.

Who we are and how to contact us

ESRA is registered in Hastings as a charitable company limited by guarantee. If you have any questions about our privacy policy or information, we hold about you, can:

• Email: [email protected]
• Call: 01424 435318
• Write to ESRA at: 5 Harold Place, Hastings, TN34 1JA