Privacy Policy
Sam’s Tractor Run CIO respects the privacy of all the visitors to our website. This privacy notice sets out how the Sam’s Tractor Run CIO uses and protects any information that is processed by us.
Sam’s Tractor Run CIO is a charity registered in England and Wales Charity No. 1217774. It is registered with the Information Commissioner’s Office Data Protection Registration No. Z103501.
This privacy notice explains our information practices, including how we use your information and how you can update it or unsubscribe. We will only collect and use information from you in line with this notice.
Sam’s Tractor Run CIO may change this policy from time to time by updating this page. You should check this page on a regular basis to make sure that you are happy with any changes that we have made.
Policy Statement
How we collect your personal information
As a supporter, you may give us personal information directly when you sign up for one of our events, make a donation, purchase tickets from our website or take part in our in-house lotteries.
We may also collect personal data from you when answering queries, concerns, or other instances where you communicate with us.
If you wish to become a volunteer, your personal data will be required as part of this process.
Sometimes we may obtain or receive your personal information from a third party. For donors or supporters, examples of indirect data collection may include fundraising sites such as Just Giving and or from organisers of an event you are participating in. We want to assure you that Sam’s Tractor Run CIO does not purchase personal information from third parties.
What information do we collect?
The type of personal information we collect about you may include some or all of the following depending on our relationship with you.
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Supporter
Name, address, date of birth, email address, telephone number, bank details.
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General Query
Name, email address, telephone number, address, details of your specific query or concern.
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Website User
IP address, browser type and version, operating system, device information (e.g., device type, screen resolution), date and time of website visits, pages visited on the website, clickstream data (user’s navigational path)
Cookie and Tracking Data
Using this website means that you are happy with this cookie policy.
Sam’s Tractor Run CIO wants to make your visit to our website as easy, useful and reliable as possible. This sometimes involves placing small amounts of information on your device, for example, a computer or mobile phone. This includes small files known as cookies. Cookies cannot be used to identify you personally.
Cookies (e.g. session cookies, persistent cookies), User Tracking Information for analytics and personalisation.
Why we use cookies
Cookies are used to improve our services for you, for example, by:
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enabling a service to recognise your device so you don’t have to give the same information several times during one task
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recognising that you may already have given a username and password, so you don’t need to do it for every web page requested
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measuring how many people are using services, so they can be made easier to use and that there is enough capacity to ensure they are efficient
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analysing anonymised data to help us understand how people interact with Sam’s Tractor Run CIO services so we can make them better.
Third party cookies
We use Google Analytics to generate information about the way our website is used. Three cookies are set via our website by Google Analytics.
How to control and delete cookies
Sam’s Tractor Run CIO will not use cookies to collect personally identifiable information about you.
However, if you wish to restrict or block the cookies which are set by our website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.
Or you could visit www.aboutcookies.org/ which contains lots of information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.
Please be aware that restricting cookies may impact on the functionality of our website.
How do we use personal information?
We primarily use your data to maintain, improve and develop the relationship that we have with you.
Sam’s Tractor Run CIO may use donor or supporter information in the following ways:
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To process transactions, purchases or enquiries made by you
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To verify your identity and identify you from other supporters
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To use any feedback or comments from you to improve our service
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To notify you of changes to our services
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To improve our services or for marketing purposes
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To send you a personal thank you letter for any contribution that you give to us
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To send you communications which you have requested and/or that may be of interest to you; these may include information about our work or other fundraising activities.
What the lawful basis for processing your data
Data protection law requires us to rely on one or more lawful grounds to process your personal information.
Your consent: This is where we have asked you to provide permission to process your data for a particular purpose. You can remove your consent at any time.
We have a contractual obligation: This is where we process your data to fulfil a contractual arrangement, we have made with you or because you have asked us to carry out a service before entering into a contract.
We have a legal obligation: This is where we have a statutory or other legal obligation to process the data, such as to comply with regulatory requirements and/or requests.
We have a vital interest: This is where the processing of personal data is necessary to protect someone’s life.
We have a legitimate interest: This is where we rely on our interests as a basis for processing, but not where they are overridden by your interests.
Marketing
We like to keep all our supporters up to date with information about our service. From time to time, we also like to send you marketing literature and suggestions of ways in which you may like to support us. You will have the opportunity to choose how we keep in touch (post, email, telephone and/or text) and you can change your preferences or opt out of receiving information from Sam’s Tractor Run CIO at any time by:
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Email: samstractorrun@gmail.com
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or by telephone 07362 922186.
We aim to make your preferences as easy to manage as possible.
As a charity that cares for those who support us we will always respect your wishes should you tell us that you no longer wish to hear from us.
Who has access to your information?
Sam’s Tractor Run CIO works with trusted third parties and may disclose personal information to them to ensure the highest levels of supporter service. This may include those who:
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distribute communications to our supporters
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provide IT support for us in maintaining our website
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manage marketing platforms to support us with our electronic communications to you as well as analysis of the effectiveness of our advertising and communications campaigns
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process credit and debit card payments and store payment data on our behalf
Sam’s Tractor Run CIO has never, and will never, sell or share your personal information with other organisations to enable them to contact you for marketing purposes.
Security of personal information
Sam’s Tractor Run CIO is fully aware of the importance of data security. Sam’s Tractor Run CIO’s trustees work hard to ensure they stay up to date with Date Protection rules, to ensure the protection of your information. We have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both online and offline, from improper access, use, alteration, destruction and loss.
How long we keep your data for
Sam’s Tractor Run CIO will always ensure that your data is not kept longer than necessary. We only keep personal information for as long as it is reasonable and necessary, which may be to fulfil statutory obligations set by legislation or professional bodies.
If you use your debit or credit card to donate to us online, over the phone, in person, or to make a purchase, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. Sam’s Tractor Run CIO does not store your debit or credit card details following the completion of your transaction.
Third party apps, websites, and services
Our website may contain links to other websites. Whilst we endeavour to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or privacy practices adopted by these sites. This Privacy Statement does not cover the practices of those websites or advertisers.
Your rights
You may have the following rights in regard to your personal data. We have explained below what they are and how you can exercise them.
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The right to be informed about the collection and use of your information, as set out in this notice
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The right of access to a copy of the information we hold about you
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The right to rectify incorrect or incomplete information
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The right to the erasure of your information (also known as the right to be forgotten) – You have the right to request that we delete your personal data that we hold. This right is not absolute and only applies in certain circumstances.
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The right to restrict processing of your information (subject to limitations)
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The right to data portability (subject to limitations and not including paper files)
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The absolute right to object to the processing of your information for direct marketing, and a limited right to object in some circumstances, including to the processing of your information on the basis of legitimate interests
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The right to withdraw consent, where Sam’s Tractor Run CIO is relying on your consent to process your data.
Rights in relation to automated decision making and profiling.
The above rights may be limited in some circumstances, for example: if fulfilling your request would reveal personal data about another person, if you ask us to delete data which we are required to have by law, or if we have compelling legitimate interests to keep it. We will let you know if that is the case and will then only use your data for these purposes. You may also be unable to continue using our services if you want us to stop processing your personal data. If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. We may also ask you to provide proof of your identity or proof of authority if you are making the request on behalf of someone else.
If you wish to request the rectification of inaccurate information held about you then please contact Sam’s Tractor Run CIO at our dedicated email address:
If you wish to exercise any of the other above rights, then please contact Sam’s Tractor Run CIO:
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By email: samstractorrun@gmail.com
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In writing: Sam’s Tractor Run CIO, Woodrow Farm, Sutton Road, Huttoft, Alford, Lincolnshire, LN13 9RL
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By telephone: 07362 922186
Changes to our Privacy Statement
Our Privacy Statement is reviewed regularly to ensure it reflects how we use your information. Donors, supporters, patients and stakeholders are encouraged to regularly check this Privacy Statement to ensure they are kept up to date with our privacy working practices.
Further information
We are committed to protecting your personal information and ensuring that you have control not only over the information we store about you, but also what types of information you would like to receive from us.
For further information about our privacy practices, please contact Sam’s Tractor Run CIO:
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By email: samstractorrun@gmail.com
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In writing: Sam’s Tractor Run CIO, Woodrow Farm, Sutton Road, Huttoft, Alford, Lincolnshire, LN13 9RL
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By telephone: 07362 922186
How to complain
If you have any concerns about our use of your personal information, you can make a complaint by emailing us at samstractorrun@gmail.com, including in the subject line of your email the word “Complaint”. You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. You can contact the ICO using the following details:
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk