Privacy Policy

Protect Black Women – Privacy Notice 

 

This privacy notice sets out how Protect Black Women uses and protects your personal data. This privacy policy is provided in a layered format so you can click through to the specific areas set out below. 

 

1. IMPORTANT INFORMATION AND WHO WE ARE (Paragraph 1) 

2. TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU (Paragraph 2) 

3. HOW IS YOUR PERSONAL DATA COLLECTED? (Paragraph 3) 

4. HOW WE USE YOUR PERSONAL DATA (Paragraph 4) 

5. DISCLOSURES OF YOUR PERSONAL DATA (Paragraph 5) 

6. INTERNATIONAL TRANSFERS (Paragraph 6) 

7. DATA SECURITY (Paragraph 7) 

8. DATA RETENTION (Paragraph 8) 

9. YOUR LEGAL RIGHTS (Paragraph 9) 

10. CONTACT DETAILS (Paragraph 10) 

11. RAISING CONCERNS AND COMPLAINTS (Paragraph 11) 

12. CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES (Paragraph 12) 

13. THIRD PARTY LINKS (Paragraph 13) 

1.IMPORTANT INFORMATION AND WHO WE ARE 

 

 

1. Important Information and Who We Are 

This privacy notice gives you information about how Protect Black Women collects and uses your personal data through your use of this website, including any data you may provide when you sign up to our newsletter/to receive updates about us or donate or use our helpline. 

Protect Black Women (PBW) is a Community Interest Company. The mission of PBW is to provide a confidential, empathetic, and empowering support system for Black women. Our ultimate goal is to contribute to a society where Black women are protected, respected, and valued, ensuring they have the support they need to thrive. 

This “Privacy Notice” informs you of our privacy practices and how your personal information is collected and used by us; it also informs you of your rights and the options available to you. 

This website is not intended for children and we do not knowingly collect data relating to children. 

CONTROLLER 

PBW is the data controller where we determine the purposes and means of processing personal information, unless otherwise stated. Our services are currently available in the UK only.  

PBW is registered with the UK data protection regulator – the Information Commissioner’s Office (ICO) with registration number: [insert]. We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (Paragraph 9), please contact the DPO using the information set out in the contact details section (Paragraph 10).: 

• By email at:dpo@hewardmills.com 

• By post at: 77 Farringdon Road, London EC1M 3JU 

• By phone at: +44 20 4540 5853 

This Privacy Notice is readily available on our homepage found at https://www.protectblackwomen.com and at the bottom of our other web pages. 

 

 

2. THE TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU  

Personal data means any information about an individual from which that person can be identified. 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

• Identity Data includes first name, last name, marital status, title, date of birth and gender. 

• Contact Data includes billing address where you made a donation, email address and telephone numbers. 

• Transaction Data includes details about donation payments from you. 

• Information regarding your use of the services we provide e.g. attendance at our events, participation in research, coaching or fundraising activities. 

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. 

• We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. 

• Any other information you might provide us. 

 

 

3. HOW IS YOUR PERSONAL DATA COLLECTED?  

We use different methods to collect data from and about you including through: 

• Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: 

• apply for our services; 

• subscribe to our publications; 

• request marketing to be sent to you; 

• attend an event organised by us; or 

• give us feedback or contact us. 

• Contact and Transaction Data is collected from providers of payment services such as Ko-Fi. 

 

4. HOW WE USE YOUR PERSONAL DATA 

LEGAL BASIS 

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases: 

• Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests.  

• Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis. 

• Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.  

• Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you. 

 

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA 

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

 

Purpose/Use	Type of data	Legal basis
To manage our relationship with you which will include:(a) Notifying you about changes to our terms or privacy policy  (b) Dealing with your requests, complaints and queries  (c) providing you with service updates	(a) Identity  (b) Contact  (c) Profile  (d) Marketing and Communications	(a) Performance of a contract with you  (b) Necessary to comply with a legal obligation  (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you
To check Helpline support eligibility	Identity	Legitimate business interest
To process your donation	Identity  Contact   Transaction(e)   Marketing and Communications	A – D Legitimate business interests
To carry out market research through your voluntary participation in surveys	Identity   Contact	Necessary for our legitimate interests to study how individuals use our services and to help us improve and develop our services.
To protect our legal rights and comply with our legal and regulatory compliance obligations – this may include: • sharing it with relevant authorities (for example, law enforcement or tax authorities)   • in connection with legal proceedings   • to prevent or detect crime   • to support vulnerable customers or   • as otherwise necessary to allow us to protect any legal rights or comply with any other legal obligations.		Legal obligation   Legitimate interest - in complying with our legal and regulatory obligations in an effective and efficient manner.   If we are processing special categories of personal data:   • Substantial public interest   • Explicit consent – we will contact you to ask for your consent if relying on this ground

 

DIRECT MARKETING 

You will receive marketing communications from us if you have requested information from us or participated in our services and you have not opted out of receiving the marketing. 

THIRD-PARTY MARKETING 

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes. We currently do not engage in third party marketing activities. 

OPTING OUT OF MARKETING 

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us  

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes [for example relating to [order confirmations for [a product/service warranty registration, appointment reminders, updates to our Terms and Conditions, checking that your contact details are correct]. 

COOKIES 

For more information about the cookies we use please see [LINK TO COOKIE POLICY].] 

 

5. DISCLOSURES OF YOUR PERSONAL DATA 

We may share your personal data  if it’s lawful. For example, we may share your personal data if we have a legitimate business reason for doingin so. 

We may share your information with: 

• Our third party service providers, including Ko-FI who manage our donation payments, any IT systems and hosting service providers, or service providers who help us communicate with you including helping us send emails 

• Our professional service providers (e.g. legal advisors) 

• Relevant public authorities including law enforcement 

• Anyone you’ve agreed to us sharing, or have asked us to share, your information with  

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

 

6. INTERNATIONAL TRANSFERS 

Sometimes, your information may be sent to (including being accessed from or stored in) locations outside the United Kingdom. Whenever your information is transferred outside the UK we ensure:  

• appropriate safeguards are in place; and  

• the transfer is in line with applicable legal requirements. 

 

7. DATA SECURITY  

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We apply a range of technical, physical and organisational measures to keep your information safe. We work with service providers to ensure an appropriate level of security is in place for the requirements of the business.  

In addition, we limit access to your personal data to those who have a business business requirement to do so need to know. Those with such a business requirement are subject to a duty of confidentiality. 

 

8. DATA RETENTION 

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. For further information about our retention periods please contact dpo@hewardmills.com   

 

9. YOUR LEGAL RIGHTS

Under UK data protection laws, you have certain rights, including: 

• Request access to your personal data (commonly known as a data subject access request). This enables you to receive a copy of the personal data that we hold about you and to check that we are lawfully processing it. 

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data that you provide to us.  

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with UK law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons that will be notified to you, if applicable, at the time of your request. 

• impacts on your fundamental rights and freedoms in your particular situation - even though we are relying on a legitimate interest for processing 

• Request restriction of the processing your personal data. 

• Request transfer of your personal data. This is known as the right to portability where we can provide to you or a third party that you have chosen, your personal data in a structured, commonly used, machine-readable format. 

• Where you have given us consent to use your personal information for any of the above-mentioned purposes, you have the right to withdraw that consent at any time. 

•  

In the event that we send marketing communications that we believe would be of interest to you, you will have the right to opt-out of these at any time. 

Automated Decision-making 

There is no automated decision making or profiling about you when you contact us or use our Service. 

 

10. CONTACT DETAILS 

How to make a data protection rights request 

To make a data protection rights request, please contact our Data Protection Officer directly at  dpo@hewardmills.com. 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 or refuse to comply if your request is clearly unfounded, repetitive, or excessive. 

We may have to verify your identity to ensure we are fulfilling a request for the correct person. Should there be a need to verify your identity we will let you know. Our time limit to respond to your request is one month and if we are not able to respond within the timeframe, we will notify you accordingly.  

11. RAISING CONCERNS & COMPLAINTS

If you have any concerns regarding the processing of your personal information, we would like to have the opportunity to resolve them, so please contact us in the first instance by emailing dpo@hewardmills.com. 

If you still feel your complaint about usage of your personal data has not been dealt with, you can also complain to the ICO.  For further details on this please click here.  

12. PRIVACY NOTICE UPDATES

We may update this privacy notice from time to time in response to legal, and technical or business developments. Where we make any substantial changes to the processing of your personal data, we shall inform you through the most appropriate medium. 

13. THIRD-PARTY LINKS 

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. 

 

Privacy notice last updated May 2024