1. What personal data we collect

Nanak Naam will ask for some basic personal information from you in the following situations:

• If you sign up as a supporter of Nanak Naam.
• If you sign up as a volunteer of Nanak Naam.
• If you sign up and register your interest to receive communications from Nanak Naam.
• If you enrol for a Nanak Naam online course.
• If you make a donation to Nanak Naam.

This information will include your full name, email address, postal address, and phone number. We may also ask for some non-personal data (e.g. how you heard about Nanak Naam or the services you are interested in).

You are responsible for making sure you give us accurate and up-to-date information. If you provide information on behalf of another person, you will need to tell them how to find this privacy statement and make sure they agree to us using their information for the purposes set out in it.

We will also collect personal data when you access the services we offer. Depending on the service you use, the way we collect data includes but is not limited to the following:

• Downloadable resources: Name, country, and email address.
• Event sign up: Name, email address, address, phone number, photograph consent for all events, and payment details for paid events only.
• Online feedback or research surveys: Name, email address, address, and phone number.
• Course enrolments: Name, email address, address, and phone number.
• Donations surveys: Name, email address, address, and phone number.

In all instances where we collect the data from individuals, it is in order to deliver our charitable services.

2. How we use your personal data and Lawful Basis

We use your personal information to manage how we communicate with you on our customer relationship management system and/or to provide the services you have requested from us.

Under the UK GDPR, we rely on the following lawful bases to process your data:

• Contractual Necessity: To process donations, book event tickets, or enrol you in courses.
• Legitimate Interest: To manage our volunteers and report on our charity’s impact to stakeholders.
• Consent: To send you marketing emails or newsletters. You can withdraw this consent at any time.
• Legal Obligation: To process Gift Aid information for HMRC.

3. Cookies and Tracking Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. We use the following cookies:

• Strictly Necessary Cookies: These are cookies that are required for the operation of our website (e.g., cookies that enable you to log into secure areas of our website or use a shopping cart for donations).
• Analytical/Performance Cookies: These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. We use services like Google Analytics for this purpose.
• Functionality Cookies: These are used to recognise you when you return to our website.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

4. Sharing your information

We never share your information with third parties unless it is necessary to deliver the service you have requested from us or to comply with the law.

Primary examples of this include, but are not limited to:

• Sharing data with our external event staff or volunteers, including our trainers.
• Sharing data with our event mentors.
• Sharing data with our event venues for security and safety purposes, or to ensure our accessibility obligations are met.
• Sharing financial data with payment processors (e.g., Stripe, PayPal) to process donations.
• Sharing data with HMRC for tax relief purposes (Gift Aid).

We never share your information with third parties for marketing purposes without asking for specific, unambiguous consent.

From time to time, we may use your feedback and attribute it to you (e.g. by quoting a name and organisation alongside the feedback). We take this information from the surveys you are asked to complete, and we do so to talk about our services publicly or demonstrate the impact of the charity to key stakeholders e.g. funders. We will always obtain your consent before publishing personally identifiable feedback.

5. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

For example, by law, we must keep basic information about our donors (including Contact, Identity, Financial and Transaction Data) for six years for tax purposes.

6. Your Rights Under the UK Data Protection Act 2018 and UK GDPR, you have rights including:

• Your right of access: You have the right to ask us for copies of your personal information.
• Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate.
• Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
• Your right to withdraw consent: Where you have previously given us consent to use your data (e.g. for newsletters), you can withdraw this at any time.

If you wish to make a request, please contact us.

How to complain: If you have any concerns about our use of your personal information, you can make a complaint to us.

You can also complain to the ICO if you are unhappy with how we have used your data: Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk