How to contact us

Post: Untold Narratives CIC, Somerset House, Strand, London, WC2R 1LA

Email: Lucy Hannah, Director – [email protected] 

Untold Narratives CIC is committed to protecting and respecting your privacy. We don’t collect personal data and we don’t use cookies to collect personally identifiable information about you.

At all times we aim to respect any personal information you share with us, or that we receive from other organisations, and keep it safe. This Privacy Policy sets out our data processing practices when you interact with us and your rights and options regarding the ways in which your personal information is used.

1. The type of personal information we collect 

We currently collect and process information about you:

1.1 When you give it to us directly
For example, personal information that you give us by signing up for our email newsletter or contacting us by email, phone or letter.

1.2 When we obtain it indirectly
For example, your personal information may be shared with us by third parties including, for example, our business partners; analytics providers and search information providers. 

1.3 When it is available publicly
Your personal information may be available to us from external publicly available sources. For example, depending on your privacy settings for social media services, we may access information from those accounts or services (for example when you choose to interact with us through platforms such as Facebook, LinkedIn or Twitter).

1.4 When you visit our website
When you visit our website, we automatically collect the following types of personal information:

1.4.1. Technical information, including the internet protocol (IP) address used to connect your device to the internet, browser type and version, time zone setting, browser plug-in types and versions and operating systems and platforms.

1.4.2. Information about your visit to the websites, including the uniform resource locator (URL) clickstream to, through and from the site (including date and time), services you viewed or searched for, page response times, download errors, length of visits to certain pages, referral sources, page interaction information (such as scrolling and clicks) and methods used to browse away from the page.

1.4.3. We also collect and use your personal information by using cookies on our website – please see our Cookie Notice at the bottom of the page.

In general, we may combine your personal information from these different sources for the purposes set out in this policy.

2. What personal information do we process?

We may collect, store and otherwise process the following kinds of personal information:

2.1. your name and contact detail, including postal address, telephone number, email address and, where applicable, social media identity;

2.2. information about your computer/mobile device and your visits to and use of this website, including, for example, your IP address and geographical location;

2.3. information about our services which you use/which we consider may be of interest to you; and/or

2.4. any other information shared with us as per clause 1.

3. How and why will we use your personal information?

Your personal information, however provided to us, will be used for the purposes specified in this notice. In particular, we may use your personal information.

3.1. to provide you with services, products or information you have requested;

3.2. to enable you to participate in our projects / campaigns;

3.3. to provide further information about our work, services, activities or products (where necessary, only where you have provided your consent to receive such information);

3.4. to answer your questions/requests and communicate with you in general;

3.5. to allow you to make donations / support our projects;

3.6. to manage relationships with our supporters;

3.7. to analyse and improve our work, services, activities, products or information (including our website);

3.8. to report on the impact and effectiveness of our work

3.9. to run/administer our website, keep the website safe and secure and ensure that content is presented in the most effective manner for you and for your device;

3.10. to register, administer and personalise online accounts;

3.11. to register and administer your participation in events;

3.12. to process your application for a job or volunteer role with us;

3.13. to audit and/or administer our accounts;

3.14. to satisfy legal obligations which are binding on us, for example in relation to regulatory, government and/or law enforcement bodies with whom we may work (for example requirements relating to the payment of tax or anti-money laundering);

3.15. for the prevention of fraud or misuse of our services; and/or

3.16. for the establishment, defence and/or enforcement of legal claims.

3.17. Supporter research

We may also analyse your personal information to create a record of your interests and preferences. This allows us to ensure communications are relevant and timely, to contact you in the most appropriate and relevant way and in general to provide you with an improved user experience. It also helps us to understand the backgrounds of our supporters.

4. Communications for marketing/ fundraising

We may use your contact details to provide you with information about our work, events, services and/ or products which we consider may be of interest to you (for example, about services you previously used, or updates about fundraising appeals and/or volunteering opportunities via our newsletter).

Where we do this via email, we will not do so without your prior consent.

You can opt out of receiving emails from Untold Narratives CIC at any time by clicking the ‘unsubscribe’ link at the bottom of our emails.

5. Donations

When you use our secure online donation function you will be directed to a specialist payment services provider who will receive your financial information to process the transaction. We will provide your personal information to the payment services provider only to the extent necessary for the purpose of processing your donation. Some donations are processed via Prospero World (registered charity number 1163952) who receive charitable donations in support of our work. Please read their privacy policy carefully for the latest on how they manage your data.

6. How long do we keep your personal information?

In general, unless still required in connection with the purpose(s) for which it was collected and/or processed, we remove your personal information from our records six years after the date it was collected. However, if before that date (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure (please see section 12 below), we will remove it from our records at the relevant time.

If you request to receive no further contact from us, we will keep some basic information about you on our suppression list in order to comply with your request and avoid sending you unwanted materials in the future.

7. Will we share your personal information?

Occasionally we share your personal information with third parties in order to deliver services, such as mailing houses, event booking systems, or email service providers (Mailchimp). 

We do not share personal information for any other purpose than to carry out communications about our activities.

We may need to disclose your personal information upon request to regulatory and government bodies as well as law enforcement agencies. We may also merge or partner with other organisations and, in so doing, acquire or transfer personal information but your personal information would continue to be used for the purposes set out above.

8. Changes to this policy

We may update this Policy from time to time so please check back periodically. We will notify you of significant changes by contacting you directly and by placing a notice on our website. This policy was last updated: October 2023.

9. Links and third parties

We link our website directly to other sites. This policy does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy notices of any external websites you visit via links on our website.

10. Lawful Bases

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

We consider the grounds listed below to be relevant:

10.1. Where you have provided your consent for us to use your personal information in a certain way (for example, we will ask for your consent to use your personal information to send you promotional or fundraising material by email, and we may ask for your explicit consent to collect special categories of your personal information).

10.2. Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services).

10.3. Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (for example, if you apply to work for/ volunteer with us).

10.4. Where it is in your/someone else’s vital interests (for example, in case of a medical emergency).

10.5. Where there is a ‘legitimate interest’ in us doing so.

11. Your data protection rights

Under data protection law, 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. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at [email protected] if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk