Privacy Policy

Who We Are 

When we refer to ‘we’, ‘us’, ‘our’ and the ‘Trust’ in this policy, we mean the  British Asian Trust, registered charity number 1127366 of Colour Court, St  James’s Palace, London SW1A 1BA. Further details are available here.  

Our relationship with our supporters and the public at large is of great  importance to the Trust. This policy sets out the basis by which any personal  data we collect from you, or that you provide to us, will be processed by us. 

Data Protection Statement 

The British Asian Trust is committed to protecting your personal  information and making sure that our communications with you are secure,  proportionate and targeted. This policy explains how we collect, manage  and use the personal information you provide to us, whether online, via  phone or in person, email, writing or any other correspondence. Most  information that we hold will have been obtained directly from you, with  some from publicly available sources.  

Staff who handle personal data have received relevant data protection  training.  

How the British Asian Trust May Use Your Data 

We may use your personal data for a number of purposes, including the  following: 

  1. To provide you with information about the work and activities of the  Trust. This might include sending you publications, e-newsletters,  invitations to events and details of funding or sponsorship  opportunities.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

  1. To further our charitable objectives, including asking you to donate or  otherwise help us raise funds, but always in accordance with best  fundraising practice.  
  2. To provide you with information by email which we feel may interest  you and where you have given your consent to be contacted by email.  This may include requests for your support (please refer to How We  May Contact You). 
  3. To provide you with information about our work or our activities by  post where we have a legitimate interest in sending it to you. Again,  this may include requests for your support. 
  4. To telephone you if you have provided us with your telephone number  and have not registered with the Telephone Preference Service. 
  5. To process a donation we may receive from you and to communicate  with you in regard to the donation (this could include asking you  whether you would like to sign a gift-aid declaration to allow us to  claim gift-aid on your donation). 
  6. To conduct donor research to gain a better understanding of our  supporters, inform our fundraising strategy and target our  communications more effectively and appropriately. 
  7. For internal record keeping, including the management of any  feedback or complaints. 
  8. For administrative purposes: for example, regarding a donation you  have made or an event you have registered for or attended, including  security for that event. 
  9. For recruitment purposes. 
  10. Electronic tools may also be used to monitor the impact of the Trust’s  communications, such as using email tracking to record when an  email we sent to you has been opened. 
  11. We also use your data to ensure that the ways in which we  communicate with you do not conflict with your chosen 

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

communication channel preferences (for example, by post, telephone  or electronic means). 

  1. To target communications and messages to you and to identify  similar groups of prospective supporters.  
  2. To compile briefing notes for our staff about guests in advance of  meetings, dinners and other events at which supporters and potential  supporters may be present. 
  3. When data processing is authorised by law, for example conducting  due diligence before accepting a major donation. Due diligence is  conducted in accordance with the Trust’s due diligence and ethical  fundraising policies. 
  4. We may assess your personal information for the purposes of credit  risk reduction or fraud prevention. 

What Personal Data Do We Collect? 

We may collect personal information about you when you engage with us  for a number of reasons including if you make a donation, become a  Founders Circle Member or join our Advisory Council, attend one of our  events, engage with our social media, enquire about our activities, sign up  for our newsletter, participate in a campaign, or apply for a job with us.  

This can include information such as your name, postal address, email  address, phone number, age, bank details and credit/ debit card details, if  relevant. When you make a donation to us, we also ask if you are a UK  taxpayer and would like us to claim Gift Aid on your donation and we record  this information. If you attend an event hosted by British Asian Trust or one  of our partners, photographs or video may be taken. Images or video may be  used in promotional materials for the charity on our website, social media  channels and online and offline marketing.  

In addition to your personal data, we may also ask for your preferences so  that we can send you information that is tailored to your interests. 

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

We do not usually collect ‘sensitive personal data’ from you unless there is a  clear reason and we have your explicit consent to do so, or you had already  made the personal data manifestly public. 

Potential new supporters and donors 

We may collect information on potential supporters or donors who might  be interested in becoming involved or increasing their involvement with the  British Asian Trust. We will only source this information from publicly  available sources such as national and local press, Charity Commission,  Companies House and from social media sites like Facebook and LinkedIn.  We will only do this where we have a legitimate interest and have carried  out a legitimate interest assessment or and/or a privacy impact assessment  as required (see below). 

Website Users 

Our web servers use cookies and collect anonymous logs during user visits  to our website that provide valuable information for improving them in the  future. For more information see our separate Cookies policy

Job applicants 

If you apply to work at the British Asian Trust, we will only use the  information you give us to process your application and to monitor  recruitment statistics. If we want to disclose information to someone  externally, for example, if we need a reference, we will make sure we tell you  beforehand, unless we are required to disclose this information by law. 

If you are unsuccessful in your job application, we may hold your personal  information for up to 12 months after we’ve finished recruiting for the post  you applied for. After this date we will destroy or delete your information. We  may keep de-personalised statistical information about applicants to  develop our recruitment processes, however no individual applicant would  be identifiable from this information.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

If you commence employment with the British Asian Trust, your data will be  processed in accordance with your employment contract and our other  applicable policies. 

Your Data and Third Parties  

Hosting and processing arrangements 

Our website and Customer Relationship Management database (Salesforce)  are hosted by third party service providers and therefore any personal details  you submit through them may be processed by that third-party service  provider. 

We also use other third parties to process your personal details, including in  the following areas: 

All third-party service providers process your personal information only on  the British Asian Trust’s behalf and are bound by contractual terms that are  compliant with data protection law. 

Data will not be disclosed to external organisations other than those acting  as agents for the British Asian Trust, or suppliers who manage (for example)  guest lists for events; with the Royal Household where it needs access  to relevant guest lists; with relevant agencies such as the police or security  services for ensuring screening and safety at events; with the principal or  any special guest at a specific event who will be involved in thanking  supporters.  

The Trust does not sell any of its data to third party organisations. 

We may have to share certain information with relevant authorities upon  request, for example the Charity Commission, or HM Revenue and Customs  in respect of any Gift Aid claims.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

Payment processing and fraud 

Where submitted, your card details may be disclosed to banks or relevant  financial institutions to arrange payments. In the case of a suspected  fraudulent transaction, your details may be further disclosed for the sole  purpose of performing further checks (for example, disclosure to a credit  checking agency). 

Other sharing 

We may also share your personal information with your permission or if we  are legally required to disclose your information in circumstances where this  cannot be reasonably resisted.  

How We May Contact You 

By email 

If possible, we would like to be able to contact you by email because we feel  it is the most efficient and productive way to communicate with you. 

We will contact you by email if you have given us your email address and we  are emailing you to provide the services you have requested. 

We may in addition contact you for marketing purposes by email if you have  given us your consent to do so. This may include requests for your support  through a variety of different fundraising initiatives such as requesting  donations or inviting you to attend special events. 

By post and telephone – where we have a legitimate interest to contact you If you have provided us with your postal address or telephone number, we  may send you direct mail or telephone you about our work and our  fundraising campaigns, unless you have told us that you would prefer not to  receive such information. We will carry out a legitimate interest assessment  to ensure that we are satisfied that you would reasonably expect such  communications from us and would not consider it to be intrusive. For  example, we may want to post you an invitation to an event we think you  may be interested in.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

Before telephoning you (unless it is in connection with the service we are  already delivering to you) we will check with the Telephone Preference  Service. 

We consider that we have a legitimate interest in furthering the charitable  aims of the Trust. In order to do so, we need to be able to tell people about  our work and to raise funds by donations and sponsorships. 

If you have not given us your data yourself and we have not received it from  a third party, we will only contact you if we have a legitimate interest to do  so and you fall into one or more of the categories below: 

Business to business communications 

If we are communicating to you on a ‘business to business’ basis we will  contact you by post or email, unless you have let us know that you would  prefer us not to do so. 

Keeping your personal data 

We keep your personal data for as long as required to operate the service we  are providing to you or for archival purposes and in accordance with legal  requirements and tax and accounting rules. If we have not heard from you  or you have not engaged with us for a period of two years and we do not  need to keep your personal data for archival, legal or business reasons, we  will delete or suppress your personal information. Where your information is  no longer required, we will ensure it is disposed of in a secure manner. 

If you have told us that you do not want to hear from us at all or by a  particular channel, we will hold the minimum amount of your personal data  on a suppression list to ensure we comply with your request.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

Your Information Rights 

Do you want us to stop contacting you? 

It is your choice as to whether and how you want to receive information  about us and our work, and the ways you can get involved. You have the  right at any time to ask us to amend or stop using your personal  information, including for marketing purposes. 

You may opt out of marketing emails at any time by clicking the  ‘unsubscribe’ link in our marketing emails. You can also change any of your  marketing preferences at any time (including telling us that you don’t want  us to contact you for marketing purposes by telephone or send you direct  marketing by post) by contacting Changes@britishasiantrust.org 

If you have told us that you do not want to hear from us at all or by a  particular channel, we will hold the minimum amount of your personal data  on a suppression list to ensure we comply with your request. 

Do you want to request a copy of the information we hold for you? You have a right to request a copy of the personal information we hold  about you and to have any inaccuracies corrected or your data erased. We  try to respond to all legitimate requests within one month. Occasionally it  could take us longer than a month if your request is particularly complex or  you have made several requests. In this case, we will notify you and keep you  updated. Please provide as much information as possible about the nature  of your contact with us to help us locate your records. You will not have to  pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request is clearly  unfounded, repetitive or excessive. Alternatively, we could refuse to comply  with your request in these circumstances. 

Please contact us by writing to the British Asian Trust, Colour Court, St  James’s Palace, London SW1A 1BA or  

email Changes@britishasiantrust.org for any requests or related enquiries. 

You have the right to lodge a complaint with a supervisory authority such as  the Information Commissioners Office at https://ico.org.uk/.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA 

We may amend this Privacy Policy at any time, so please do check it from  time to time. Any significant changes to this Policy or to the way we treat  your data will be communicated via the Trust’s website or by contacting you  directly through the most appropriate means. By continuing to engage with  us through our services and our website you will be deemed to have  accepted such changes. 

Please feel free to contact us with any questions related to the policy.  Links 

This Policy applies to all data we collect from across the British Asian Trust,  including our website. If a link on this website takes to you to the website of  a third party you should refer to the privacy policy relating to that website to  understand how your personal information is managed by that third party  or how they use cookies. We cannot accept any responsibility or liability for  the privacy practices of such third-party websites and your use of such  websites is at your own risk. 

Changes to this Privacy Policy 

We may update the terms of this Policy at any time, so please do check it  from time to time. We will notify you about significant changes in the way  we treat personal information by sending a notice to the primary email  address you have provided to us or by placing a prominent notice on our  website. By continuing to engage with us through our services and our  website you will be deemed to have accepted such changes. 

This privacy policy was last updated in April 2020.

CoExistence is brought to you by Elephant Family, a part of the  British Asian Trust 

Registered charity number 1127366 Colour Court, St James’s Palace London SW1A 1BA