Project Polish Ltd is committed to the protection of your privacy. We take your rights seriously and treat all the information you give us with care.

This privacy notice explains how and why we collect, store and use the personal data you give us, to ensure you stay informed and can be confident about providing us with your information.  In choosing to share your personal information with us, you will be agreeing to our collection and use of your information as described in this policy.  If you no longer want us to process your personal details, you can ask us to stop at any time by contacting info@projectpolish.com. By using our website and other digital products you are automatically agreeing to these Terms & Conditions. We can and will change these from time to time

We use the information you share with us to:

  • Make sure you receive the service, or information you have requested 
  • Carry out reasonable administration of your participation in our projects, provision of resources to help you complete project and other services
  • Keep in touch with you in the way that you want us to
  • Better understand our users so that we can improve the services we offer

For details of how we do this please see the full policy below.

Who are ‘we’?

In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, it refers to Project Polish Ltd.  We are an independent non-profit making company (Company Number 11666161).

As a data controller we will only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy and Electronic Communication Regulations.  

Our address is:
Project Polish Ltd
Willow House, Philpot Lane, Chobham, Surrey, GU24 8HD, UK

We operate in the UK and these terms and conditions and the use of this website, our other social media channels and digital products is governed by the law of England and Wales and the English courts will have jurisdiction in any dispute arising out of or relating to the website, other social media sites and digital products or these terms and conditions. 

If you have any questions concerning your personal data please send these to info@projectpolish.com or by post to the above address.

We promise:

  • To be fair and transparent about why we need to collect your personal information and what we are going to use the data for
  • To only collect the information we need to ensure we deliver the best service
  • To never sell your personal information, and only share it with organisations we work with when it’s necessary and the privacy and security of your data is assured
  • To make sure that any suppliers or partners who carry out work on our behalf meet the same high standards that we adhere to when handling your personal information
  • To make it simple for you to ask to see what information we hold about you, request changes to the data, or instruct us to delete it
  • To make it simple for you to tell us how you would like us to stay in touch
  • To take good care of your personal information, and make sure it is up to date, safe and secure at all times

What personal data do we collect and how?

Your personal data (any information which can be identified as relating to you personally, for example your name or email address) will be collected and used by us to deliver and improve our services.  We’ll only collect the personal data that we need in each instance to allow you to use the tools we offer, but we will not do anything unreasonable with your data.

We collect personal data in connection with specific activities such as registering for the project participation, for an event, entering competitions, making donations, volunteering, conducting research, special project work etc. The information below explains our policy. By visiting our website you are accepting this privacy policy.

Personal data provided by you

You can choose to give us your personal data by filling in forms on our website by providing your data at events, by completing surveys, by corresponding via email or by joining as a member/user/supporter.

The personal data you give to us when interacting with us (for example when joining or registering) may include:

  • Name, title and postal address
  • Email address and telephone numbers
  • Date of birth
  • Job title
  • How you would like to hear from us
  • Enquiries and feedback
  • Personal descriptions
  • Profile photographs
  • Details of your employer
  • Your place of study
  • Social media profiles
  • Your opinion about and experiences with Hundred for Hundred
  • Your activities and interests

We receive that information because it allows us to deal with your request and communicate with you about it, but also to help us make sure we contact you about the right things at the right time and can thank you for anything you have done for us.

This information is retained and used in accordance with existing laws, rules, regulations, and other policies including but not limited to the Data Protection Act 1998. We do not collect personal information from you unless you provide it to us. If you choose not to provide any of that information, we may not be able to deal with your request or complete your order, but you will still be free to browse the other sections of our website and our other social media sites. This means that you can visit our site without telling us who you are or revealing any personally identifiable information about yourself.

What anonymous information is collected on this site?

Anonymous information is collected for every visitor to this site. This includes pages viewed, date and time, and browser type. IP numbers are not stored, but are temporarily used to determine domain type and in some cases, geographic region. We do not make any association between this information and a visitor’s identity.

Automatic information

When you visit our website, our servers make a log of basic information corresponding to the sites and pages you have visited. This information is stored primarily to track the effectiveness of our website and individual sections and pages within them.

How our site uses cookies

Cookies are simple text files stored by your web browser that provide a method of distinguishing among visitors to the website. We use cookies to identify your browser as you visit pages on the xx website. Cookies created on your computer by using our website do not contain personally identifiable information and do not compromise your privacy or security. Cookies allow us to gather anonymous information. Cookies also allow us to provide more relevant, targeted content and are used on our ordering website to keep track of the items in your shopping cart.

Data created by your involvement with us

We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you.  For further information please see the section on ‘rights related to automated decision making and profiling’ below.  You can ask for this to stop happening at any time by emailing info@projectpolish.com.

Sensitive personal data

For some of our research we may ask you to provide sensitive personal data e.g. ethnicity. You don’t have to provide this data and we also provide a ‘prefer not to say’ option.  We only use this information at an aggregate level for reporting e.g. equal opportunities monitoring.

How do we use your personal data?

We’ll only ever use your personal data on appropriate lawful grounds as permitted by the EU General Data Protection Regulations (effective from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulations.

Personal data provided to us will be used for the purposes outlined in a fair processing notice at the time of collection or registration, in accordance with any preferences you express.

Your personal data may be collected and used to help us deliver our charitable activities or deliver a service you have requested. Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services and activities.

Marketing Communications

Receiving marketing information from Project Polish Ltd will always be your choice, and you can select what kind of information you would like to receive from us and how.  You can also change your mind at any time, and we will keep your preferences up to date.

If you consent to hear from us we may send you information based on what is most relevant to you or things you’ve told us, you like.  This might be about events, special projects, training and development, competitions or surveys.  We will never share your information with companies outside Hundred for Hundred for inclusion in their marketing.

We will only send marketing communications by email if you have told us you would like to hear from us this way. You can manage your email communication preferences by emailing us on info@projectpolish.com.

Donation and Legacy Pledges

If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim gift aid where you’ve told us you’re eligible, to thank you for your support, and let you know how your contribution has helped us.

Where we have your permission, we may invite you to support the future of Project Polish Ltd by making a donation or leaving a gift in your will. If you’ve told us that you’re planning to, or thinking about, leaving us a gift in your will, we’ll use the information you give us to keep a record of this – including the purpose of your gift, if you let us know this.

If we have a conversation or interaction with you (or with someone who contacts us in relation to your will, for example your solicitor), we’ll note these interactions, as this helps to ensure your gift is directed as you wanted.

Who will have access to my information?

Your information will be only be accessible to our staff, selected volunteers and contractors if they are trained and it is appropriate in order for them to carry out their role in line with this Privacy Policy.  We will always have control of what they see, how long they see it for, and what they are allowed to do with it.

We will never sell your personal information or let other organisations use it for their own purposes.

Personal data collected and processed by us may be shared with the following groups where necessary:

  • Project Polish employees, trustees, committee members and volunteers
  • Suppliers or contractors who carry out services on our behalf, such as order fulfilment, conference booking, sending mailings or carrying out research.
  • Third party cloud hosting and IT providers who host the website and provide IT support in respect of the website.

We only work with trusted suppliers who have agreed to the terms of our Data Processor Agreement to treat your information as respectfully as we do and in accordance with the EU General Data Protection Regulations (from 25 May 2018).

We may also disclose your personal information to third parties if we are duty-bound to share your personal data to comply with any legal obligation, or in order to protect the rights, property, or safety of Hundred for Hundred Ltd. and our members or supporters. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy.  If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

Our commitment to data security

Personally identifiable information is stored on our server and is not publicly accessible. To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Storage of information

Project Polish Ltd operations are based in the UK and we store most of our data within the European Union (EU).   Some of our systems are provided by US companies and whilst it is our policy that we prefer data hosting and processing to remain on EU-based solutions, it may be that using their products results in data transfer to the USA.  However, we only allow this when we certain that the data will be adequately protected, and appropriate safeguards are in place (e.g. with the assurances of EU-US Privacy Shield Framework Certification).

How long will we keep your information?

We will only use and store your information for as long as it is required for the purposes it was collected for.  How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.  Typically, this is three years since your last interaction with us unless we are required to hold it longer for legal or taxation reasons.  If we dispose of your information, it will always be done safely and securely. At the end of the project the website will be taken down and personal data erased.

Social media

We encourage project participants to promote their work and share it with us, including via social media. We would recommend you avoid sharing too much personal information online. Please don’t publicly post your phone number, address or email address and be very careful if you arrange to meet in person someone you have met online.

The aim of our social media channels is to provide a safe, friendly and supportive environment for our community, where users can share experiences and offer support. Below are our ‘house rules’ we ask all users to be aware of while viewing, posting content or commenting on our social media pages.

What we ask of you

  • Be mindful and respectful of any content that may upset or offend fellow users.
  • The use of abusive, obscene, slanderous, threatening or otherwise offensive language is unacceptable anywhere on our social media space.
  • We don’t recommend that you include sensitive personal information in your message – be conscious of security and confidentiality, both your own and that of others.
  • Keep in mind that information shared on social media sites such as Facebook and Twitter is owned and stored by those organisations.
  • If you think that someone is misusing our social media channels or breaking the rules, have a complaint to make, or have any feedback, please contact us on info@projectpolish.com.

What you can expect from us

  • Our team will regularly monitor our social media space
  • We reserve the right to make editorial decisions regarding submitted comments / posts, including (but not limited to) removal.
  • Any and all social media posts not from us are the opinion of the contributor and not necessarily opinions we agree with.
  • While we always take care to signpost to reliable sources of information, we cannot take responsibility for the content of any sites we link to or recommend.

How to get in touch

If you need help or have any questions about this policy and your rights in regarding the processing of your personal information, please contact:

Data Protection
Project Polish Ltd
Willow House, Philpot Lane, Chobham, Surrey, GU24 8HD, UK

You can also email us via info@projectpolish.com

What to do if you’re not happy

In the first instance, please talk to us directly so we can try to resolve any problem or query. 

You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection, or if you would like to make a complaint. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.

For broader advice and guidance please contact the data protection regulator:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 01625-545700
Fax: 01625 524510