Privacy Policy

This Is EPIC is committed to protecting the privacy of your personal data.

This Is EPIC is a registered charity in Guernsey with the registered charity number CH454.

If you have any questions about your privacy or this Privacy Policy, please write to:

This Is EPIC
Zabdiel
Rue De Friquet
Castel
Guernsey
GY5 7SU

Email: dataprotection@thisisepic.gg

We take your privacy very seriously and will always do our best to protect your personal information. In this Privacy Policy we will tell you what information we collect and how we use it. If anything is unclear please let us know.

One of the most important things to say is that we do not sell or exchange your personal information with any other organisations for marketing purposes.

How we collect information

We will collect information about you when:

• you make a donation;
• sign up to receive updates on our activities;
• you post on our social media sites like Facebook, Twitter and Instagram. Depending on your privacy settings or the privacy policies of these sites, you might give us permission to receive information about you from them;
• you volunteer for This Is EPIC;
• you take part in one of our events or fundraise for us or enquire about doing this
• you contact us through the following channels: online, email, phone, SMS, social media or by post.
• you visit our website.

We may also receive information about you from third parties such as Race Nation and Just Giving but only if you’ve given them permission to share your information with us. These organisations will have their own privacy policies so please do make sure you read them before providing your information.

The types of personal information we might hold about you

• Your name, address, email address and phone numbers
• Your date of birth
• Your bank or credit card details (only if you are making a donation)
• Your previous donation history and details of your plans to give in the future
• If you are taking part in an event we may also collect medical information, passport details and emergency contact details
• Where it is appropriate, we may ask your specific interests relating to our work

Using your personal information

We will use your information (see how we collect your information above) for the following purposes when it is in both yours and our legitimate interests to do so.

• To provide you with the service or information you have requested
• If you sign up for a fundraising event we will keep in touch with you regularly in the lead up to the event to ensure you have all of the details you need for taking part. We will also contact you after the event to get your feedback and communicate the total of the funds raised.
• To administer your donations
• To tailor internet and social media advertising according to your interests, preferences and the way you have used our website, Facebook or Twitter pages
• To send you mailings or call you about how your donations are helping people

With your consent we may also:

• email you with updates on fundraising appeals you have given to, new appeals, other This Is EPIC news and opportunities to take part in surveys or research

Your consent will be valid for at least three years, unless you tell us otherwise. If you do not open our emails or respond to our text messages during a three year period we will assume we no longer have consent to contact you in this way.

We use external organisations to collect and/or process your personal information on our behalf. By agreeing to this Privacy Policy you are giving us a general written authorisation to do so in relation to the third parties listed below:

• Mailchimp – email supplier
• Race Nation – event management
• Crowd Media – digital agency who design and support our website
• Just Giving – sponsorship website
• Google – website analytics
• Facebook – advertising

This list is current as at the date of this Privacy Policy but may change from time to time as we look to work with partners who provide a great service and a good price. We will ensure that any future changes to this list are reflected in this Privacy Policy.

How long we keep your information for

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for up to six years.

If you tell us you do not consent to receive our marketing, we will keep a record of your contact details to enable us to remove you from any contact lists now and in the future.

If you have a direct debit with us and you cancel we will delete your bank details after two years, unless of course you choose to re-start your donation.

How do we protect your information?

We implement appropriate technical and organisational security measures to protect your information and keep it confidential, including SSL technology and encryption.

You are in control

• You can change your mind about the consent you have given us for our marketing activities at any time.
• You can ask us to stop using your information for any of the purposes listed above at any time.
• You can request to see the information we hold about you at any time and ask us to correct, delete or restrict it. Please note, there may be a small charge to cover administrative costs if you make multiple requests.
• You also have the right to ask us to move, copy or transfer the information we hold about you from our own IT environment to another of your choosing, in a safe and secure way.

Simply write to This Is EPIC, Zabdiel, Rue De Friquet, Castel, Guernsey, GY5 7SU.

Alternatively you can email dataprotection@thisisepic.gg

If you are not happy with the way we have processed your data you can make a complaint to our team (at the above contact details). And if you aren’t happy with our response you have the right to lodge a complaint with the Guernsey Data Protection Authority – The Office of the Data Protection Commissioner – https://odpc.gg

Changes to this Privacy Policy

This policy will be reviewed at least annually. The next review is planned for January 2019. If we make significant changes we will publish them clearly on our website or contact you directly with more information.