Privacy Policy

Here at Grae Matta we take your privacy seriously and will only use your personal information to administer your account and to provide the information on the products and services you have requested from us.

Grae Matta is the Data Controller (as defined by the Data Protection Act 1998 and all applicable laws which replace or amend it, including the General Data Protection Regulation) who will collect and process your personal data.

If you would like to change your preferences on the communications you receive from us, you can do this here or by emailing info@graemattafoundation.org.

We will ensure that your data is not sold and we promise to keep your details safe and secure.

This Policy explains when and why we collect personal information about people who visit our website or subscribe to our mailing list, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy and are taken to have read this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to info@graemattafoundation.org

Who are we?

We’re Grae Matta, a non-profit organisation dedicated to improving mental health in higher education and the workplace by establishing policies to ensure that mental health is not only monitored within higher education and the workplace, but also that mental health support is made widely and easily available to everyone. Grae Matta is an England company limited by guarantee (company number 10976526). The registered address is 27 Old Gloucester Street, London, United Kingdom, WC1N 3AX.

How do we collect information from you?

We obtain information about you when you use our website, for example, when you contact us about products and services, to sign up to an event, to make a donation, or if you register to receive one of our weekly newsletters.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. If you make a donation online or purchase a product from us, your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

How is your information used?

We may use your information to:

• process a donation that you have made
• process orders that you have submitted
• to carry out our obligations arising from any contracts entered into by you and us
• [dealing with entries into a competition]
• seek your views or comments on the services we provide
• notify you of changes to our services
• send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services
• process a grant or job application

Please note that we review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary or required by statute for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure to the same standard that we are, and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the Grae Matta Network for them to use for their own direct marketing purposes, unless we are required to do so by law or regulation, for example, by a court order or for the purposes of prevention of fraud or other crime.

When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us by email: info@graemattafoundation.org.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the essential work we are carrying out in mental health and our exciting products and services[, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information].

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: info@graemattafoundation.org.

There are specific rights enshrined in law that you have around your data. These rights are:

• Informed – you have the right to be informed about what data we hold and for what purpose
• Access – you have the right to have access to your personal data
• Rectification – you have the right to have your personal data corrected or removed if it is inaccurate
• Erasure – you have the right to have your personal data deleted from our systems
• Restrict processing – you have the right restrict the processing of your personal data
• Right of objection – you have the right to object to the processing of your personal data for communications and marketing
• Portability – you have the right to have your personal data transferred
• Withdraw consent – where you have provided consent to process your personal data you have the right to withdraw that consent at any time
• Complain – you have the right to complain to the regulator and/or seek judicial remedy if your data has not been treated in accordance with the law

We will respond to requests in respect of any of the above within a reasonable period of time and, in any event, within one month of such request.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. To update your personal information email us at info@graemattafoundation.org.

You have the right to ask for a copy of the information Grae Matta hold about you (we may charge £10 for information requests) to cover our costs in providing you with details of the information we hold about you.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected [with the following software 128 Bit encryption on SSL]. [When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.]

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Use of ‘cookies’

Like many other websites, the Grae Matta website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.

We use cookies to personalise content, to provide social media features and to analyse our traffic. We also share information about your use of our site with our social media and analytics partners.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in August 2020.

Contact details and complaints

If you have any queries in relation to this Policy or Grae Matta more generally, please contact us either by email at info@graemattafoundation.org.

You are entitled to make a complaint to the ICO at any time. We are always grateful for the opportunity to resolve your concerns before you feel it is necessary to approach the ICO.