Privacy Notice
The Pixel Fund understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our contacts and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
This privacy statement was last updated on February 23, 2023 and applies to citizens of the United Kingdom.
1. Information About Us
The Pixel Fund.
Charity registered in England and Wales, number 1191052
Data Protection Officer: Jim Hitch
Email address: admin@pixelfund.org.uk
Telephone number: +44 7756 629 245
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (the “UK GDPR”) and the Data Protection Act 2018 (“DPA 2018”), as ‘any information relating to an identifiable natural person who can be directly or indirectly identified in particular by reference to an identifier or from factors specific to the individual’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the UK GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 13.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 13 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 13 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 13.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau, details provided in Part 11.
5. What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):
Name;
Email address;
Telephone number;
Business name;
Job title;
Business Address;
6. How Do You Use My Personal Data?
Under the UK GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate charity interests to use it. Your personal data will be used for the following purposes:
Communicating with you. This may include responding to emails or calls from you.
Payment for the requested service.
6.1 We use your data for the following purpose:
Communication - Through phone, mail, email and/or webforms
For this purpose we use the following data:
Name
Email address
Telephone number
The basis on which we may process these data is:
Performance of an agreement
Retention period
We retain this data upon termination of the service for the following number of months: 18
6.2 We use your data for the following purpose:
Payments
For this purpose we use the following data:
Name of the business
Bank details (account number and sort code)
The basis on which we may process these data is:
Performance of an agreement
Retention period
We determine the retention period according to fixed objective criteria: In line with HMRC UK regulations, financial records must be kept for 6 years from the end of the last company financial year they relate to.
7. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. However, as an organisation, The Pixel Fund needs to keep records of past applications and proposals. Any personal date submitted in the course of making applications or proposals will be kept as it is within our legitimate charity interests to do so.
8. How and Where Do You Store or Transfer My Personal Data?
We use specific contracts with external third parties for the transfer of personal data to third countries. These contracts ensure the same levels of personal data protection that would apply under the UK GDPR.
Where we transfer your data to a third party based in the US, this requires that third party to provide data protection to standards similar levels of data protection to those under the UK GDPR.
Please contact us using the details below in Part 13 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
9. Do You Share My Personal Data?
All of your personal data outlined in part 6, will be stored in various ways in line with the UK GDPR and PECR.
Where your personal information is held, it will be kept secured and only authorised members of our staff (‘Members’) will be able to access it. Your information will not be used, unless it is in the interest of you or our business.
We will only share your personal data with third party contractors for the purposes specified in this Privacy Notice and on the basis that it will be kept confidential and only used for the reasons described.
9.1 Third party contractors:
We use specific contracts with third parties for the transfer and storage of personal data.
We only share or disclose this data to processors for the following purposes:
Processors
Name: Google Inc.
Country: USA
Purpose: Processing personal and business data for the purpose of running a business.
Name: Airtable
Country: USA
Purpose: Processing personal and business data for the purpose of running a business.
Where a third party provider is located inside the European Economic Area (‘EEA’) we will ensure that your information is protected to at least the level required by The General Data Protection Regulation 2016/679 (the “GDPR”) in line with the UK GDPR.
Where a third party provider is located outside the EEA such as a third party based in the US, we will take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by the UK GDPR.
Please contact us using the details below in Part 13 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 13.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 14 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. Complaints
If you have any cause for complaint about our use of your personal data. You also have the right to lodge a complaint with your local data protection regulator, which in the UK is the ICO.
The ICO can be contacted by the following means:
Phone: 0303 123 1113. If you’re calling from outside the UK, please call +44 1625 545 700.
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
12. Data Protection Officer
As a part of the UK GDPR requirements for processing individual information in the UK, we have registered our global Data Protection Officer (DPO) with the ICO.
Our Data Protection Officer has been registered with the Information Commissioner's Office. If you have any questions or requests with respect to this privacy statement or for the Data Protection Officer, you may contact Jim Hitch, via jim@pixelfund.org.uk.
13. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Jim Hitch):
Contact details for the charity organisation can be found HERE.
14. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available at https://pixelfund.org.uk/privacy/