Moved by Miles Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
movedbymiles.org.uk/contact
What information we collect, use, and why
We collect or use the following personal information to receive pledges of miles and points and coordinate flight bookings
- Names and contact details
- Loyalty program details
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Payment or banking details
- Donation history
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Any other personal information required to comply with legal obligations
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- 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. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
How long we keep information
We only keep personal information for as long as necessary for the purposes for which it was collected, or where we are required to retain it by law. Our standard retention policies are:
Donations
We retain donation and associated financial records for six years after the end of the relevant financial year, unless a longer period is legally required.
Gift Aid
We retain Gift Aid declarations and supporting records in accordance with HMRC requirements, including retaining ongoing declarations while they remain active.
Miles/Points Pledges
We retain personal information relating to miles pledges for up to two years after the pledge has been completed, cancelled or becomes inactive.
Contact Enquiries
We retain information submitted through our contact form for up to 12 months after the enquiry has been resolved, unless there is a legitimate reason to retain it for longer.
Marketing Communications
We retain contact details while an individual remains subscribed to our communications, subject to regular review. Individuals may unsubscribe or withdraw consent at any time. We may retain a minimal record of opt-outs to ensure their preferences are respected.
Signed Agreements
We retain signed agreements including donor agreements and partner agreements for six years after the agreement ends
We regularly review the personal information we hold and securely delete or anonymise it when it is no longer required. Information may be retained for longer where necessary to meet legal obligations, resolve disputes or establish, exercise or defend legal claims. For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Forminator
This data processor does the following activities for us: Process pledge and contact forms.
Donorbox
This data processor does the following activities for us: Process monetary donations.
This data processor does the following activities for us: Stores all relevant data.
Others we share personal information with
- Charities and voluntary organisations
- Airlines
- Legal bodies or authorities
- Relevant regulatory authorities
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Online: https://movedbymiles.org.uk/contact
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint