Privacy Policy

WEIZMANN UK PRIVACY POLICY

The Weizmann Institute Foundation (Charity Number: 232666, Company Number: 00483123) (“Weizmann UK”, “us” or “we”) takes your privacy very seriously. We always endeavour to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect. This Privacy Policy sets out our data collection and processing practices and your options regarding the ways in which your personal information is used.

Please read the following carefully to understand our practices regarding your personal data and how we will treat it. We may update this policy from time to time without notice to you, so please check it regularly.

We collect information about you:

1. When you give it to us DIRECTLY

You may give us your personal data in order to sign up for one of our events, make a donation, receive our e-newsletter, apply to one of our education programmes, or find out about research taking place at the Weizmann Institute of Science in Israel.

2. When you give it to us INDIRECTLY

Your information may be shared with us by independent event organisers, for example fundraising sites like Just Giving or Virgin Money Giving, by the Weizmann Institute of Science or by one of the International Committees supporting the Weizmann Institute of Science. These independent third parties will only share your information with us when you have indicated that you wish to support Weizmann UK. You should check their privacy policy when you provide your information to them in order to understand fully how they will process your data.

3. When you give permission to OTHER ORGANISATIONS to share it or it is AVAILABLE PUBLICLY

We combine information you provide to us with information available from external publicly available sources such as Companies House, the Charity Commission and published articles. Depending on your privacy settings for social media services, we may also access information from those accounts or services. We use this information to gain a better understanding of you, and to improve our communications and fundraising approaches (see supporter research/profiling below).

4. When you visit our WEBSITE

We use “cookies” to identify you when you visit our website. Please refer to our Cookies Policy for details on how and why we use this data.

We link our website directly to other websites. This privacy 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 policies of any external websites you visit.

What personal data we hold about you and how we use it

We will typically hold your name and contact details, including address, phone number and email address. But we may request other information where it is appropriate and relevant, for example:

• Details of why you have decided to support/contact us

• Your bank or credit card details and Gift Aid declaration information

• Your date of birth or medical information (if relevant to your participation in an event)

We will use your data to:

• Handle the administration of any gift or donation you make via cash, cheque, credit/debit card,

standing order, BACS transfer or charity voucher;

• Handle the administration of Gift Aid and your Gift Aid declaration;

• Handle the administration of your application to join an education programme, visit the Institute

or attend an event;

• Send you information about our work, events, educational programmes, fundraising

opportunities and any other information, products or services that might be of interest to you;

• Provide you with the services, products or information you have requested;

• Keep a record of your relationship with us.

• We will only ever collect sensitive personal data (e.g. in relation to your health), if it is necessary

for one of the above activities and with your consent.

Supporter research

We may use your data to undertake research to gather further information about you from publicly accessible sources (as noted above). This helps us to get a better understanding of your background, interests and preferences in order to improve our communications with you including fundraising approaches, to help ensure they are targeted to be relevant and appropriate. This information may include details of your education, employment and directorships, charitable commitments and your interests and networks. It may also include financial information including measures of affluence, philanthropy and other giving (including donations to other organisations). It will not include sensitive personal data.

You have the right to ask us not to undertake this further research. To opt-out from this data processing please contact Weizmann UK using the contact details below.

Communications and marketing

We will contact you by post and by phone, and where you have provided consent, also by e-mail, with targeted communications to let you know about our events and activities that might be of particular interest; about the work of the Weizmann Institute of Science; and to ask for donations or other support. We provide the opportunity to for you to opt-out from receiving our marketing communications every time we contact you. You can opt-out from receiving our marketing communications, or update your contact preferences at any time by contacting Weizmann UK using the contact details below.

Data sharing

We do not sell or share your personal details with third parties for the purposes of marketing. However, if you make a restricted donation to Weizmann UK, we do share your details with the Weizmann Institute of Science in Israel in order that they can administer and manage your donation according to your wishes, and they may communicate with you directly about your gift and with updates on the Weizmann Institute’s

work and events. We may also share your details with other International Committees of the Weizmann Institute of Science. If we run an event in partnership with another named organisation, including one of the International Committees* supporting the Weizmann Institute of Science, your details may need to be shared in order to ensure efficient event management.

If you make a restricted donation we may want to include your name in our published Annual Report and Accounts, or inscribe your name on the International Donor Wall at the Weizmann Institute of Science in Israel, but we will only do so with your consent.

We may need to disclose your personal information upon request to regulatory and government bodies, law enforcement agencies and suppliers we engage to process data on our behalf. We may also merge or partner with other organisations and in so doing, acquire or transfer information.

We will only ever share your data in circumstances other than those set out in this policy if we have your explicit and informed consent.

*The Weizmann Institute of Science has International Committees based worldwide

Children’s data

We collect and manage information from children (usually aged 16 to 18) that apply for the Weizmann Institute of Science’s scientific education programmes and that register to take part in specific Weizmann UK events. Where possible and appropriate we seek consent from a parent or guardian in the process of collecting information about children, and we only hold information about children that is absolutely necessary for the purpose of the event/programme that they are applying for or participating in.

Photography and filming of events

We will often have photographers at our events, and may film/record our events (both live and online). Photographs and recordings of events will be kept for our records and may be shared with our supporters, uploaded onto our website/social media and used for publicity. We will always let you know if we are taking photographs or filming/recording our events in advance, and we will only share named photographs of you with your explicit consent.

Our use of social media

We make use of social media platforms to promote our organisation. If you choose to comment, like or otherwise interact with any of our posts, you are bound by the terms and conditions of the relevant social media platform. This includes their cookies and privacy policies, including how they store/process your personal data.

Weizmann UK have no control over how social media platforms use your personal information. We encourage you to read the privacy notices on the various social media platforms you use.

Find out more about how these social media platforms use your personal information:

Facebook

LinkedIn

YouTube

Twitter

Instagram

Vimeo

Disqus

How we keep your data safe and who has access to it

We endeavour to 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.

Your information is only accessible by appropriately trained staff, volunteers and contractors.

International Transfers

The information we collect from you may be transferred to and stored at a destination outside the UK and European Economic Area (“EEA”), including the International Committees in the circumstances described above. It may also be processed by suppliers operating outside of the UK and EEA. Please note that some countries outside of the UK and EEA may have a lower standard of protection for personal information, including lower security requirements and fewer rights for individuals. In these instances, adequate safeguards, such as European Commission-approved contractual clauses and technical measures, have been put in place to adequately protect personal information.

Data retention

We keep data for as long as there is a need to keep it in connection with the purposes for which it was collected and in accordance with our Data Retention Policy. In the event that you ask us to stop sending you marketing communications, we will keep your name on our internal suppression list to ensure that you are not contacted again. If you would like further information about our Data Retention Policy please contact us using the contact details below.

Your rights and choices

In certain circumstances you have a right to ask us to stop processing your personal data in a particular way (including an absolute right to ask us to stop using it for direct marketing), or for your data to be erased from our database. If the right applies and it is not necessary for the purpose you provided it to us for (e.g. processing your donation or registering for an event) we will do so.

If we are relying on your consent (for example for email marketing) you can withdraw that consent at any time by contacting us using the contact details below, or by updating your communication preference options via the link on the emails we send out.

You also have the right to ask us to update your information, to restrict our use of it, and in some cases to have it transferred to you. You have a right to ask for a copy of the information we hold about you. If you want to access your information, or to exercise any of the above rights, send a description of the information you want to see or the right you wish to exercise and proof of your identity by post to the address below.

Note that these are legal rights which will not all apply in all circumstances.

Our legal basis

The law requires us to rely on one or more lawful bases to collect and use your personal information. The following are relevant to our activities:

• you have provided your consent (for example, to receive email marketing)

• where it is necessary in connection with the performance of a contract with you

• where necessary to comply with a legal obligation to which we are subject

• where it is in our (or another’s, including your) legitimate interest to do so, provided our use is fair, balanced and does not unduly impact on your rights and freedoms. In broad terms our legitimate interest is to run and administer Weizmann UK including to raise funds in pursuance of our charitable purposes.

Complaints and queries

Please let us know if you have any queries or concerns about the way that your data is being processed by contacting us using the contact details below. You are also entitled to make a complaint to the Information Commissioner’s office – www.ico.org.uk/global/contact-us. We hope that you will not feel this step is necessary and we always appreciate the opportunity to resolve any concerns you have before taking this step.

Contact details

Weizmann UK, 9 Hampstead Gate, 1a Frognal, London, NW3 6AL

Email: post@weizmann.org.uk

Telephone: 0207 424 6860

Changes to this privacy notice

We keep our privacy notice under regular review. We will provide you with a new privacy notice when we make any substantial changes.

The Privacy policy will be reviewed on an annual basis by the Director of Operations.

Next review date: 01 August 2024

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