Privacy
Eczema UK promises to keep safe any personal data you share with us and ensure that other organisations we work with use the data only to fulfil Eczema UK promises to keep safe any personal data you share with us and ensure that any partner organisations use this data only to fulfil requests and according to the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.l your request.
Developing a better understanding of supporters and stakeholders through their personal data allows Eczema UK to make better decisions, fundraise more efficiently and, ultimately, support our work to make life better for people with eczema and their families.
This privacy policy explains what to expect when Eczema UK collects personal information. Personal data collected via online and offline points will continue to be processed as per the policy below. If you don’t want your data to be used in the ways described in this policy, please email us at info@eczema.org, call 020 7281 3553 or write to us at 82 Tanner Street, London SE1 3GN.
The policy applies to information we collect about people who:
Join Eczema UK as a member
Donate money to Eczema UK
Sign-up to receive newsletters and other communications from us
Visitors the Eczema UK website
Post messages on Eczema UK social media pages
Contact Eczema UK
Order Eczema UK information resources
Complete Eczema UK surveys
Join specific programmes for support and who attend Eczema UK events
Are current and former employees, volunteers or job applicants of Eczema UK
Eczema UK conducts business with
People who apply for research grant funding
How Eczema UK uses profiling in targeting communications
Data retention
How Eczema UK handles children’s data
Other people Eczema UK may collect data on who may be interested in supporting our work
How Eczema UK keeps your data safe and who has access
Your rights and how to find out what data Eczema UK holds about you
This policy also explains:
How Eczema UK uses data for targeted communications
How long your data is kept
How Eczema UK handles children’s data
Eczema UK may collect data on other people whom it believes may be interested in supporting its work
An individual’s rights, including how to find out what data we hold about you
Eczema UK does not sell anyone’s data to third-parties. Data may be shared with third-party organisations engaged by Eczema UK to process data, as described in this policy. Such processing activities are controlled by contracts with appropriate terms protecting personal data.
1. People who join Eczema UK as a member
If you become a Member, Eczema UK will usually collect the following data about you:
name
contact details
payment details (bank or credit card details)
Eczema UK will mainly use the data to:
Provide information, services and the membership magazine Maintain a record of their relationship with Eczema UK
Ensure Eczema UK knows how they prefer to be contacted
Understand how Eczema UK can improve its information, services or products
When joining Eczema UK as a member, you receive copies of Exchange magazine, notices of Annual and other General Meetings and membership subscription correspondence because we believe it is reasonable members to receive information about the running of the organisation and as set out in its Articles of Association. Eczema UK considers this to be a legitimate interest under the Data Protection Act 2018.
2. People who donate money to Eczema UK or express an intent in donating in the future
When you donate money to Eczema UK, your personal details are recorded to enable processing of your donation (for example made by cash, cheque, standing order, credit card or direct debit) and to claim Gift Aid where relevant. This may include some or all of the following, your name, address, telephone number, email, amount of donation, reason for donation, bank details, if you are a tax payer (for Gift Aid purposes). Eczema UK may contact you using these details in respect of your donation (for example to send an acknowledgement or receipt, to give notice of direct debit collection) and may use your email and/or postal address to send printed general communications about eczema and Eczema UK for three years following a donation unless you tell Eczema UK not to. All such communications will give details about how to stop receiving future communications. Eczema UK believes this to be a legitimate interest under the Data Protection Act 2018.
When a pledge to donate sometime in the future is made, the personal details and address of the potential donor are recorded and may be used to send general communications about eczema and Eczema UK until the donation is received. Eczema UK will continue to communicate with the donor for three years following the donation unless indicated otherwise. If a pledge to include a gift (legacy) in the potential donor’s Will is made, Eczema UK will record their personal details including the address and send general communications about eczema and Eczema UK until notification of death is received. All such communications will give details about how to stop receiving them. Eczema UK believes this to be a legitimate interest under the Data Protection Act 2018.
3. People who sign-up to receive newsletters and other communications from Eczema UK
Eczema UK provides a range of resources for members and other supporters for distribution by email and in printed form by post, and may also seek to promote its services by telephone. Eczema UK will only send such material by each channel if people have consented to this, other than as described in clause 2, for certain postal communications sent without explicit consent under ‘legitimate interest’ provisions. Eczema UK might use personal information provided, or which is in the public domain, to select which communications to send.
This may include:
Contact details (e.g. formal titles or professional details you share with us – and from which Eczema UK may derive email address; post code etc.)
Details about any donations made Eczema UK in the past (e.g. gift amount, type of gift, banking and transaction information etc.)
Any connection to eczema that may have been shared with Eczema UK if permission has been given to use in this way
Other preferences expressing interest in particular aspects of our work and activities
a) Communication by email
Eczema UK only emails newsletters and other general communications to those who have subscribed using the Eczema UK website or provided consent for this in other ways. The opportunity to unsubscribe is provided on every general email sent.
Eczema UK gathers statistics around email opening and clicks using industry standard technologies to help monitor and improve email communications. This may include tailoring emails to reflect what Eczema UK identifies to be of particular interest to an individual or what it knows about their previous engagement, including to help make appropriate requests for donations to supporters who may be able and willing to give more than they already do. All Eczema UK emails include a two-click option to unsubscribe from future emails. Emails are sent using a third-party provider called MailChimp for email distribution and this is governed with appropriate terms to protect data.
Eczema UK may ask you for your connection with eczema in order to better target email communications, and this information may be classed as sensitive personal data in the Data Protection Act 2018. Providing such information is always optional and is only used to target relevant health advice and other communications and to enable Eczema UK to better understand the motives of people accessing its services.
Eczema UK may use email addresses and first name and/or surname details to identify audiences on social media channels to provide health information, services, or products that may be of use or interest to those audiences. This involves uploading these supporter details to third-party social media applications. This upload is governed by terms and conditions restricting the processing and use of the data and can be viewed on the various social media platforms.
b) Communication by post
Eczema UK sends magazines, publications, event information and invitations and fundraising materials by post to people who have asked to receive such information by post and to people who have donated to Eczema UK in the preceding 3 years. To stop these communications, email Eczema UK at info@eczema.org or call 020 7281 3553.
Eczema UK may use data held on supporters (including post code, previous donating history, method of donating including type of bank account, involvement in Eczema UK activities) to tailor such communications to different audiences and, by doing so, aim to best meet supporters’ interests in eczema and Eczema UK, as well as to help make appropriate requests for gifts to supporters who may be able and willing to give more than they already do.
Eczema UK uses third-party companies for large-scale mailings who would be passed contact details for this purpose only and these arrangements are governed by appropriate contracts which protect personal data. Before such mailings, Eczema UK carries out ‘mortality screening’ to avoid distress being caused to families of the bereaved receiving mail intended for a deceased loved one. This is carried out by a third-party supplier and is subject to a contract with clauses protecting personal data.
To request not that data not be used in this way, email Eczema UK at info@eczema.org or call 020 7281 3553.
c) Communication by phone
Eczema UK only phones people who have consented to be called and this may be to give updates about or to ask for feedback on Eczema UK services, in respect of an entry for an event, to thank supporters or to ask a supporter if they are able to make a donation (or increase their donation) to further its causes. Eczema UK may use third-party companies for large scale phone calling programmes, which would be passed your contact details for this purpose only and these arrangements are governed by appropriate contracts that protect your personal data. If you are kind enough to share your telephone number with us and to give us permission to call you, this will overwrite any Telephone Preference Service registration you may hold. To request a change in how Eczema UK communicates by phone, or to have contact details removed, email info@eczema.org or call 020 7281 3553.
Eczema UK will always use this information with care and consideration. If you’d like to change how Eczema UK communicates, or would like to have details remove, please email info@eczema.org or call 020 7281 3553.
4. Visitors to our websites
Third-party services (e.g. Google Analytics) are used to collect standard internet log information and details of visitor behaviour patterns when someone visits eczema.org. Eczema UK does this to find out things like the number of visitors to the various parts of the site, what page elements they click on, how long they stay on the site and what pages they visit. This information is only processed in a way which does not identify anyone. Nor does Eczema UK make any attempt to find out the identities of the people visiting our website.
Eczema UK also tracks the pages users visit when they click on links in Eczema UK emails. This information is used to personalise the Eczema UK website and emails with relevant content.
Eczema UK also uses a ‘Facebook pixel’ on its website and on some third-party processor websites to track how Facebook users have interacted with the site. This information is used to target relevant content or advertisements on Facebook or Instagram.
a) Use of cookies by Eczema UK
Eczema UK uses “cookies” to help make the website – and the way it is used better. Cookies mean that a website will remember a visitor. They’re small text files that sites transfer to the visitor’s computer (or phone or tablet). They make interacting with a website faster and easier. More details can be found in our Cookie Policy.
b) Site search
The Eczema UK website provides the ability to search its content. Search queries and results are logged anonymously to help improve the website and search functionality. No user-specific data is collected by either Eczema UK or any third party on its behalf.
c) Security and performance
Eczema UK uses third-party services to help maintain the security and performance of its website. To deliver this service, Eczema UK captures the IP addresses of visitors to the website.
5. People who post messages on Eczema UK social media pages
Eczema UK use third-party providers, such as Sprout Social, to monitor and manage its social media interactions. These services are governed by the privacy policies of these platforms. For more information, view the Sprout Social privacy policy.
If someone posts on Eczema UK’s social media pages, mentions Eczema UK’s social media platforms or sends a private or direct message via social media, it will be assumed permission is given to respond. Messages posted on Eczema UK social media pages (including X, Facebook, Instagram, LinkedIn and YouTube) are available publicly and Eczema UK does not take responsibility for those messages that are subject to the privacy policies of the application provider and the specific privacy account setting of the user. Eczema UK may use messages posted on its social media pages to better understand audiences, supporters and their concerns. As part of this, Eczema UK may scrape, anonymise and aggregate information that users post on Eczema UK social media pages. This information may then be published as a study or shared with partners. This will only be done in line with the privacy policies and terms and conditions of those platforms. If Eczema UK seeks to use attributable quotes from people using social media channels, their permission will always be sought first. Eczema UK will respond to publicly available social media posts relevant to eczema and associated issues where appropriate and within the permissions of those platforms.
6. People who contact Eczema UK, including to make a complaint
a) People who email Eczema UK
Any email sent to Eczema UK, including any attachments, may be monitored and used for reasons of security and for monitoring compliance with the Society’s policies. Email monitoring or blocking software may also be used and emails will be processed through Eczema UK prevailing email service. It is the responsibility of the sender to ensure email communications sent to Eczema UK are within the bounds of the law. Depending on the purpose and content of the email, it may be stored on Eczema UK’s email servers or supporter database.
b) People who phone or write to Eczema UK about general matters
Eczema UK will use caller data to handle queries or deal with the matter raised. Eczema UK may store details of contact details with the data in case of related future queries, and in line with our data retention policies (see clause 15 below). Eczema UK will not use these details for more general communications unless specific permission to do so is given.
c) People who submit a complaint
When Eczema UK receives a complaint the details of the complaint and the complainant are recorded. Eczema UK will only use the personal information collected to investigate and respond to the complaint and to monitor the level of service provided. Eczema UK does report on the number and nature of complaints received, but not in a form which identifies anyone.
Eczema UK will keep personal information contained in complaint files in line with its retention policy. This means that information relating to a complaint in respect of fundraising or general matters will be retained for two years from closure, and in respect of an advice enquiry for twelve months from closure.
d) People who contact a third-party partner of Eczema UK
A query or complaint about a service provided on behalf of Eczema UK by a third-party partner, may be directed to that organisation for efficient resolution. Eczema UK’s relationship with third party partners is subject to appropriate contracts that protect the use of data in line with its own polices as outlined here.
7. People who order Eczema UK resources
A range of advice and fundraising resources are available to order and are listed on the online shop on the Eczema UK website. Eczema UK will collect data necessary to fulfil these orders including address, email and phone number. Eczema UK may also use the data to communicate about new advice or fundraising opportunities. These details will not be used for other purposes unless permission is given for Eczema UK to do so.
8. People who complete Eczema UK surveys
Surveys by Eczema UK (or by others on its behalf) are generally anonymous and personal details are not recorded. If, for a particular survey personal details are collected, then the purpose for doing so and how it is used is made clear at the start of the survey.
9. People who join specific programmes for support, sign up to events, take campaigning actions, or join Eczema UK volunteer groups
Sign-up pages for specific programmes or events state what information collected will be used for and this will be to enable delivery of that programme or event for that person. Opportunity to sign up to receive general communications from Eczema UK will require separate consents for each channel. Third-party event registration software is used, and their privacy policies can be accessed at Zoom and Eventbrite. Eczema UK may also use third-party software for data capture on questionnaires and their privacy policies can be accessed at Survey Monkey.
10. Job applicants and Eczema UK current and former employees
Information provided as part of an application for a job at Eczema UK will only be used to process the application and to monitor recruitment statistics. Taking up references will only be done with specific permission of the job applicant. Eczema UK may use third-party software and services to run the job application process and applicant data is held on that software. Eczema UK’s arrangement with this third-party is subject to contractual terms and specifically includes obligations for protecting personal data. Personal information about unsuccessful candidates is held for 6 months after the recruitment exercise has been completed, after which it is deleted. Eczema UK retains de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once someone is employed by Eczema UK, data relating to their employment is held securely and only used for purposes relevant to that person’s employment. Data is kept for the duration of a person’s employment, generally informed by legal obligations as an employer. When an individual leaves the employment of Eczema UK, the employment related data is retained in accordance with the data retention policies (see clause 15).
11. People Eczema UK conducts business with
Eczema UK works with a wide variety of people in order to deliver its objectives and hold data relating to these individuals, the organisations they work for and the connections they have, or may have. These are known as ‘business to business’ relationships (B2B). Eczema UK has similar legal and regulatory responsibilities in respect of this data to supporter data, but seeks to meet these in a pragmatic way that enables mutually beneficial business relationships. These include relationships with: researchers who receive funding or support Eczema UK research activities in other ways; healthcare professionals who provide health advice; policy makers and influencers including MPs; freelancers and consultants; companies and organisations having contractual relationships; companies or organisations which have, or may have, shared interest in eczema related developments. As a charity that receives legacies (gifts in Wills) from supporters, Eczema UK communicates with executors, solicitors and any other parties that are involved in the distribution of assets. Such correspondence includes thanking the donor’s family and friends and asking and answering questions relating to the distribution of assets. Eczema UK includes details of easy, single step methods in its communications for opting out of future communications.
12. People who apply for research grant funding
Information provided as part of an application for research grant funding will only be used to process and assess the application. The application may be shared with third-party funders where a grant round is being jointly funded with Eczema UK and this will be made clear in the details of the specific grant round. The application may be shared with members of the Society’s Medical Advisory Board who assess grant applications on behalf of Eczema UK and who are not employees. Eczema UK may retain de-personalised statistical information about applications to help inform our research funding activities, but no individuals are identifiable from that data.
Successful grant applications are held indefinitely following completion of the funded research activity. The grant award is subject to a contract, the terms of which cover use of data.
13. How Eczema UK uses profiling in targeting communications
Eczema UK may use personal data provided to it in profiling audiences in order to better target communications. This may include using:
Contact details (e.g. formal titles or professional details you share with us, email address information, post code etc.)
Details about donations made to Eczema UK in the past (e.g. gift amount, type of gift, banking and transaction information etc.)
Any connection to eczema shared with Eczema UK if permission is given to use the data in this way
Other preferences expressing interest in particular aspects of Eczema UK work and activities
Age and other demographic information where relevant for specific marketing campaigns
Tailoring communications may include varying content, subject matter and differentiated fundraising ‘asks’
Eczema UK may use email addresses and first name/surname details to identify audiences on social media channels to provide adverts promoting health information, services, or products that are considered may be of use or interest to those audiences. This involves uploading these details to third-party social media platforms, from which they identify existing and established audiences and serve appropriate messaging. This upload is governed by terms and conditions restricting the processing and use of the data and these can be viewed on social media platforms.
To opt out of use of the data for any of these purposes you can let Eczema UK know by calling 020 7281 3553 or emailing info@eczema.org.
14. Data Retention
Eczema UK retains data on donors for a period of time after their last gift was received, generally depending on whether Gift Aid was applicable to the donation and in order to meet requirements of regulators. Eczema UK retains data on people who have interacted but not made a donation for a period of time after their last interaction. Eczema UK will generally continue to contact people who have either donated or who have given permission to do so for three years after the donation or their last positive affirmation of consent and having provided guidance on how to stop hearing from Eczema UK in all communications.
Eczema UK retains data on people who have pledged to donate some time in the future, such as a legacy pledger, until either after the donation has been made (as explained above) or until the pledge is withdrawn. Data on Trustees is retained for 20 years after retirement as a Trustee. Data on former employees is generally kept for seven years after ceasing employment.
15. How Eczema UK handles children’s data
Eczema UK does not routinely ask for age-related information from people sharing data for the purposes described in this policy. Those under 17 years of age, need to have obtained permission from a parent or guardian before sharing their data with Eczema UK. Eczema UK may ask for age-related information for specific activities which have age restrictions and these may not be available for under 17s to take part in. The purpose of asking for this data is made clear at the point the data is collected and parent or guardian consent obtained.
16. Other people Eczema UK may collect data on who may be interested in supporting our work
Eczema UK may use publicly available information to find new potential supporters and invite them to be involved in supporting our cause through tailored communications that may be of interest to them, or to contact people who may be interested in working for Eczema UK in some capacity. External data sources include publicly available information such as Companies House, Charity Commission and other charity registers, Who’s Who and Debrett’s guides, Electoral Roll, reputable newspaper articles, publications, company websites and biographies on professional networking sites, social media sites as well as geographic and demographic information based on postcode. If you would prefer us not to use your data in this way, please let us know by emailing info@eczema.org or calling 020 7281 3553.
17. How Eczema UK keeps your data safe and who has access
Eczema UK ensures that there are appropriate technical controls in place to protect your personal details. Its network is protected and routinely monitored.
Information is only accessible by appropriately trained staff, volunteers and contractors. Regular reviews are undertaken to ensure this.
Eczema UK uses external companies to collect or process personal data. These companies are subject to full checks before a contract is awarded that sets out the expectations and requirements, especially regarding how they manage the personal data they collect or to which they have access.
18. Your rights and how to find out what data Eczema UK holds about you
Everyone has the right to request a copy of the information that Eczema UK holds about them through the simple process of making a ‘subject access request’. Eczema UK will give a description of the data held; say why and who it could be disclosed to and as well as provide a copy of the information in an intelligible form. Eczema UK will respond within one month as required by data protection legislation.
To make a ‘subject access request’ please email info@eczema.org or call 020 7281 3553. Eczema UK can be asked to correct any mistakes in the information held or for the data to be deleted (assuming Eczema UK has no other obligation to keep it).
If you have a complaint in respect of the handling of your data please contact Eczema UK using the contact details below.
If you are not satisfied with the way your request was handled, the matter can be referred to UK Information Commissioner’s Office.