1. Introduction and general terms
The Vulcan to the Sky Trust promises to take great care with your personal data, and we commit to protecting any personal information we obtain about you, whether you are visiting our website to sign up for our newsletter, as a donor, shopper, event booker, or volunteer.
2. Who we are
The Vulcan to the Sky Trust is a registered charity (charity number 1101948). We also have a wholly-owned trading subsidiary (Vulcan to the Sky Enterprises Limited (company number 04899710).
The Vulcan to the Sky Trust’s registered address is Unit 4 Delta Court Third Avenue, Doncaster Sheffield Airport, Doncaster, England, DN9 3GN.
3. Our Purpose
The Vulcan to the Sky Trust’s purpose and overall mission is to preserve, protect and demonstrate Avro Vulcan XH558 and other aviation and engineering artefacts, and through explaining and educating all in their historical and technological significance, to inspire future generations.
Our supporters help us to achieve this in a variety of ways, primarily by donating money, being a Founding Guardian, purchasing goods for sale in our online store, at our Open Days, at pop-up shops, at our own or third party events and at airshows, or buying tickets for special speaker events and visits, leaving or pledging gifts in wills, or by donating their time as volunteers, all in order to support our programme of work
We take active steps to make sure that our supporters are aware of the ways in which they can help us achieve our overall purpose.
4. Why we hold and process supporters’ data
We hold and process supporters’ personal data for a number of reasons:
- To keep a record of donations made and actions taken by our supporters and our communications with them
- To claim gift aid on donations
- To send our supporters news and information about our projects, fundraising activities and appeals where we have their consent or are otherwise allowed to
- To fulfil contractual obligations entered into with supporters e.g. online purchases, event bookings and memberships, eg of the ‘Founding Guardians’
- To support volunteers, eg at events
- To support community-based fundraising
- To record pledges of gifts in will
- To ensure we do not send unwanted information to supporters or members of the public who have informed us they do not wish to be contacted
5. When and why we will send you personalised communications
The Vulcan to the Sky Trust will only contact you – for example keep you up to date on our work, or let you know of ways in which you can support that work – where we have your consent or we are otherwise allowed to do so (see section 7 for details).
We will make it easy for you to tell us if you would like to receive communications from us and hear more about our work and the ways in which you would like to receive this information (post and email). We will not send you communications if you tell us that you do not wish to receive it. There are a variety of ways you can do this, please see section 12 for details.
Where you give us your consent to send communications, we will wherever possible let you know how long this consent will last. Unless we have grounds for believing that a longer period is reasonable and have explained this to you, we will understand your consent to last for 24 months. After this time, in order for us to continue to update you, we will need your refreshed consent. You can update or withdraw your consent at any time, for individual channels of communication, or for all channels. See section 12 for details on how to do this.
Consent lasting more than 24 months
We will generally treat any consent you give us as lasting for 24 months, but will apply the following exceptions (but only where we inform you of this at the time you give consent):
- Where you have committed to giving us a regular donation (usually monthly). In this situation, and unless you withdraw your consent, we will treat consent as enduring until you cancel your donation, at which point your consent will expire 24 months after the last donation. This is to enable us to keep you up to date with the impact of your donations, and to ask whether alternative means of support would be of interest.
- Where you have indicated that you only want to hear from us about appeals. As it is not possible to predict when the next appeal will arise, we define appeal consent as lasting for 5 years, which is the longest interval between emergencies that we are aware of.
- Where you have notified us that you will be leaving a legacy to The Vulcan to the Sky Trust. This is a lifetime commitment and although we will provide you with regular opportunities to shape and control your communication from The Vulcan to the Sky Trust, we will treat your consent as ongoing.
6. How and when we collect information about you
The Vulcan to the Sky Trust may collect your personal data in the following circumstances:
When you give it to us DIRECTLY
You may give us your personal data directly (such as name, postal address, email address, payment card details) eg when you make a donation, become or renew as a Founding Guardian, book for one of our events, purchase products from the Vulcan to the Sky Enterprises online shop, volunteer your time, or when you communicate with us.
When you give it to us INDIRECTLY
You may give us your information indirectly when you sign up to events through any third party ticketing service we may use, or contribute to The Vulcan to the Sky Trust via fundraising sites like Just Giving or Facebook ‘donate’. These independent third parties will pass your data to The Vulcan to the Sky Trust where you have indicated that you wish to support The Vulcan to the Sky Trust and have given your consent or it is a necessary part of completing a contract with you.
When you access The Vulcan to the Sky Trust’s Social Media
We might also obtain your personal data through your use of social media such as Facebook, Twitter or LinkedIn, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
When the information is publicly available
We might also obtain personal data about individuals who may be interested in giving major gifts to charities or organisations like The Vulcan to the Sky Trust. In this scenario, The Vulcan to the Sky Trust may seek to find out more about these individuals, their interests and motivations for giving through publicly available information. This information may include newspaper or other media coverage, open postings on social media sites such as Facebook and LinkedIn, and data from Companies House. The Vulcan to the Sky Trust will not retain publicly available data relating to major donors without their consent, which will be sought at the earliest practical opportunity.
If you visit our website as an anonymous visitor (e.g. you switch off cookies), The Vulcan to the Sky Trust may still collect certain information from your browser, such as the IP address (an IP address is a number that can uniquely identify a computer or other internet device).
7. What information might we collect about you
We only collect personal data relevant to the type of transactions you have with The Vulcan to the Sky Trust.
For example, when you contact The Vulcan to the Sky Trust to make a donation, purchase an item online, support our gift aid scheme, or sign up to any of our activities or online pContent, such as newsletters, competitions, or message boards, or you telephone, email, write to or text The Vulcan to the Sky Trust, or engage with The Vulcan to the Sky Trust via social media channels, we may receive and retain personal information about you.
The information we collect is relevant to the type of transaction you are entering into with details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can claim Gift Aid.
8. Sensitive Personal Data
We do not collect “sensitive personal data” about our supporters, e.g. health status, unless there is a clear reason for doing so – such as volunteering where we need this to be aware and make appropriate ensure that we provide appropriate support to enable you to volunteer. Clear notices will be provided on application forms so that it is clear what information we need and why we need it.
Should you support The Vulcan to the Sky Trust in a substantial way, we may provide someone to help you tailor your relationship to suit your interests. If this is the case we may collect sensitive personal data where relevant to our relationship, such as your political or religious views. Should you disclose information to us about your health or your family, this may also be recorded, so that we can communicate with you in a considerate and appropriate manner.
All sensitive personal data is stored on a secure database, to which only a limited number of relevant staff have access. It is deleted when no longer relevant, is never shared with third parties, and is available to you at any point should you wish to see it.
9. How we will use your personal data
The Vulcan to the Sky Trust will use your personal information for the following purposes:
- For administrative reasons, including:
- “service administration”, which means that The Vulcan to the Sky Trust may contact you for reasons related to administering any donations you have made, your tax status with regard to Gift Aid if claimed, the completion of commercial or other transactions you have entered into with The Vulcan to the Sky Trust or the activity or online pContent you have signed up for;
- to confirm receipt of donations (unless you have asked us not to do this), and to say thank you and provide details of how your donation might be used for example if you donate via text you will receive a “bounce back” text message.
- in relation to correspondence you have entered into with us whether by letter, email, text, social media, message board or any other means, and to contact you about any pContent you provide;
- for internal record keeping so as to keep a record of your relationship with us;
- to fulfil contracts you have entered into with The Vulcan to the Sky Trust, such as membership of the ‘Founding Guardians’
- to keep your data up to date – for instance we may use the Royal Mail’s data on postal address changes to ensure that we can maintain contact with you where we believe you are happy to be contacted by post, we may also use services which notify us of the recently deceased to avoid any distress that continued communications would cause;
- to implement any instructions you give us to with regard to withdrawing consent to send marketing information or informing us through the Fundraising Preference Service that you do not wish to receive any marketing information;
- to use IP addresses to identify the location of users, to block disruptive use and to establish the number of visits from different countries.
- For marketing and fundraising reasons (see section 5 for details).
- For market research
- to invite you to participate in surveys or research about The Vulcan to the Sky Trust or our work (participation is always voluntary);
- to analyse and improve the activities and pContent offered by Vulcan to the Sky Trust website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.
10. Will we share your information with anyone else?
We will only use your information within The Vulcan to the Sky Trust for the purposes for which it was obtained. The Vulcan to the Sky Trust will not, under any circumstances, share or sell your personal data with any third party for their own communication purposes, and you will not receive communication from any other companies, charities or other organisations as a result of giving your details to us.
The Vulcan to the Sky Trust’s suppliers
We may need to share your information with service providers who help us to deliver our fundraising activities and appeals, for instance through preparing mailings to send you. These “data processors” will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.
Facebook and other Social Media Sites
We may also use your email address to match to your account on Facebook or other social media sites in order to show you Vulcan to the Sky Trust pContent while using these services. We only do this where you have opted in to emails and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.
In addition, we may also use your email address to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in The Vulcan to the Sky Trust, and we may then show them Vulcan to the Sky Trust pContent. No data we hold about you is retained by the third party.
There are two ways to prevent this use of your data, you can either update your preferences at The Vulcan to the Sky Trust by opting out of the relevant channel of communication or you can do this via the social media site:
Updating your preferences with The Vulcan to the Sky Trust will not guarantee that you never see Vulcan to the Sky Trust pContent on social media, since the social media site may select you based on other criteria and without your data having been provided by The Vulcan to the Sky Trust.
Where legally required
We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).
11. How long will we keep your personal information?
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 donations subject to gift aid for at least seven years to comply with HMRC rules.
If you request that we stop sending you communications, 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.
Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
Where you contribute material to us, e.g. user generated pContent or in response to a particular campaign we will only keep your pContent for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation..
12. How to control what we send you, and update your personal information
The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest.
If you wish to change how we communicate with you, or update the information we hold, then please contact us:
- email us at email@example.com, giving your phone number so we may call you as needed
- write to us at: Vulcan to the Sky Trust, Unit 4 Delta Court Third Avenue, Doncaster Sheffield Airport, Doncaster, England, DN9 3GN, giving your phone number so we may call you as needed
Additionally you can opt out of email separately:
- Email – You can opt out of marketing emails at any time by clicking the unsubscribe link in any marketing email from The Vulcan to the Sky Trust
13. How long will it take for these changes to be effective?
We endeavour to meet the following service levels where supporters request we do not send them marketing information:
- Email – 24 hours from receipt of email
- Mail – 28 days from receipt of ‘do not mail’ request. This period is longer than for other channels due to the production times for mailing campaigns, and in most cases we would expect the change to be effective much more quickly.
Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected (in return for proof of identity with two pieces of approved identification).
14. How we keep your data safe
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect on our behalf, or have access to.
16. How to make complaints about this policy or raise privacy concerns
If you would like more information, or have any questions about this policy, please contact us, by email us at firstname.lastname@example.org , or write to us at Vulcan to the Sky Trust, Unit 4 Delta Court Third Avenue, Doncaster Sheffield Airport, Doncaster, England, DN9 3GN, in ether case giving your phone number so we may call you as needed
To make a formal complaint about The Vulcan to the Sky’ Trust’s approach to data protection or raise privacy concerns, please contact:
The Data Protection Officer, Vulcan to the Sky Trust, Unit 4 Delta Court Third Avenue, Doncaster Sheffield Airport, Doncaster, England, DN9 3GN.
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Privacy concerns can be also be logged via the ICO website.
Date of update: 20 October 2020
18. Privacy FAQs
Q. Does The Vulcan to the Sky Trust obtain data from other organisations?
A. The Vulcan to the Sky Trust does not currently receive data from third parties, but may do in the future, including:
- UK changes – who provide data on house movers and the deceased so that we can keep our records up to date and make sure we only communicate where appropriate. This data is only obtained where it is consistent with current data protection laws and The Vulcan to the Sky Trust’s Fundraising Policy, and where you have given permission for it to be shared for this purpose.
- From the following suppression services;
- The Mail Preference Service (MPS), which ensures we do not send unsolicited mail to those who have indicated they do not wish to receive it..
- The Fundraising Preference Service (FPS), which ensures we do not send unsolicited marketing material to people who have indicated that they do not wish to hear from The Vulcan to the Sky Trust.
Q. Does The Vulcan to the Sky Trust obtain data from other organisations?
A. How we target our communications (profiling)
Profiling is a common technique used in direct communications using the data of individual supporters and email and postal mail. This involves analysing data to improve the targeting of communications. The Vulcan to the Sky Trust uses profiling techniques to help ensure that our communications are relevant. Profiling allows us to target our resources more effectively, which supporters consistently tell us is a key priority for them. It enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would. The data may have been provided to The Vulcan to the Sky Trust by our supporters when responding to our communications, or when using our website, or social media sites such as Facebook. It may also in the future be provided by external organisations as described above.
When building a profile of who to communicate to, we may analyse geographic, demographic and other information relating to you, as well as your previous responses to our communications. We do this in order to determine whether we believe a particular communication might be of interest. This helps to maximise the effectiveness of our campaigns and to minimise the wastage that would result from sending communications where it is not of interest.