What we collect

The personal information we collect about you will depend on why we interact with you. We have set out below the different purposes for which we use your personal information.

Occasionally we will write to you, as a BT Pensioner aged over 75, to see if you need our support. We use your name and address, as provided to us by BT Pensions.

We do this because it is in our legitimate interests as a charity to see if we can help those we are here to support. We only proactively contact those BT Pensioners over 75 years as our experience shows that this is the group that are most likely to need our help.

You can ask us to stop writing to you at any time, as set out here.

Occasionally we will write to you, as a BT Pensioner aged under 75, to see if you would like to donate to the Fund. We use your name and address, as provided to us by BT Pensions.

We do this because it is in our legitimate interests as a charity to see if we can appeal to those that could help us in helping those we are here to support and only if you haven’t told us not to. We only proactively contact those BT Pensioners under 75 years as our experience shows that this is the group that are most likely to support our charity.

You can ask us to stop writing to you at any time, as set out here.

We’ll use your personal information to assess your application for financial help and deliver support to you. This applies to one-off and regular financial support payments.

This means we’ll:

• Record details about your application and the financial support we have provided to you.
• Update you on the status of your application.
• Send you information messages about how your financial support will be provided, such as organising a delivery, and to confirm you have received the payment.
• Train our people and suppliers to provide you with financial support.
• Give information to a third party where necessary to provide you with the support you need.
• Undertake surveys and research about our service.
• Better support you if you have a disability.

We use the following personal information to manage your application and provide support to you:

• Your contact details and information required to validate your identity. This means your name, gender, address, telephone number, date of birth, email address, credentials required to validate your identity and your communications with us.
• Details of applications you make and the support provided to you.
• Your payment and financial information including your bank and savings account details, to make a payment to you, be it regular or one-off, and to check you are entitled to claim.
• Your communications with us. We will keep records of our communications with you, including e-mails, letters and phone conversations. We also log the information you provide us with such as any settings or communication preferences you ask us to support.

We use this personal information because it is necessary for us to provide you with support and because it is in our legitimate interests as a charity to make sure all applicants are entitled to claim. Where we need your personal information in order to fulfil our agreement to provide you with support, if you do not provide it, provide it inaccurately or require us to delete it, then we may not be able to provide you with the support you need.

We have to keep and may have to disclose personal information about you to our auditors as part of being a registered charity in the UK. We disclose personal information only where we have a legal obligation to do so and will minimise this wherever possible.

Where we record that you have a disability we will only do so where you have told us and only where you have given us your consent. For example if you have told us you have a disability which we need to be aware of when delivering something to you, we note it on the record we hold about you but only when you have said it is OK for us to do so.

We’ll use your personal information for the purposes of managing any donations make to us and keeping you, as a member, up to date with our activities. This applies to one-off and regular donations. We’ll also use your personal information if we believe you may be interested in donating to us. We do so either where you have donated to us in the past, you are a BT employee (past or present) or because you have contacted us by some other means (for example, you called to enquire about our service and told us you didn’t mind being contacted).

This means we’ll:

• Record details about the donation you have made to us.
• Send you information about how we have used your donation in our annual newsletter.
• Train our people and suppliers to manage your donation to us.
• Undertake surveys and research about how we operate.
• Use your information in making Gift Aid claims to HMRC, if you have supplied us with a Gift Aid declaration.

We use the following personal information to provide products and services to you:

• Your contact details and information required to validate your identity. This means your name, gender, address, telephone number, date of birth, email address and credentials required to validate your identity and your communications with us, such as your BT pension number.
• Details of the donations you have made to us.
• Your communications with us. We will keep records of our communications with you, including e-mails, letters and phone conversations. We also log the information you provide us with such as any settings or communication preferences you ask us to support.

We use this personal information because it is necessary for us manage your donation to us but also because it is in our interests as a charity to let you know what we have done with your donation and appeal for further support. We do not receive any donor bank account information as all donations are made via BT Payroll Giving, deduction at source from a BT pension, standing order or in cash.

You can ask us to stop sending you our newsletters or emails at any time, as set out here.

We will use your personal information to create aggregated and anonymised data. You will not be identifiable from that aggregated and anonymised data. We do this because we have a legitimate interest in generating insights that will help with how we operate as a charity and best serve those we are here to help. This includes sharing anonymous case files with our Trustees and statistics on the support we have provided to promote our work.