Age NI Privacy Policy

At Age NI, we’re committed to protecting and respecting your privacy.

This Privacy Policy explains what we do with information we collect about you how we use it, the conditions under which we may disclose it to others and how we keep it secure. The notice is addressed to individuals who are users of our services, donors, website users, volunteers and third parties.

We may change this Policy from time to time. You can check this page occasionally to ensure that you’re happy with any changes or we will notify you of any changes if we communicate with you by post and we can explain any updates if we communicate with you by phone.

By using our website, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to info@ageni.org or by writing to Age NI, 3 Lower Crescent, Belfast, BT7 1NR. Alternatively, you can telephone 028 9024 5729.

Quick link (menu)

Who are we?
How do we collect information from you?
What type of information is collected from you?
How is your information used?
Who has access to your information?
Reasons we collect and use your personal data
Who we share your personal data with
Your choices
How you can access and update your information
How long your personal information will be kept
Security precautions in place to protect the loss, misuse or alteration of your information
Profiling
Use of 'cookies'
Links to other websites
16 or Under
Transferring your information outside of Europe
Review of this Policy

Who are we?

We are Age NI, the leading charity for older people in Northern Ireland. Our vision is a world where everyone can love later life. Age NI is a registered charity (no. XTI4600), company no. NI071940 and registered with the Charity Commission for Northern Ireland (no. NIC104640). The registered address is 3 Lower Crescent, Belfast, BT7 1NR

How do we collect information from you?

We obtain information about you when you use our website, contact us by phone, when you write to us or when you request a service, for example, when you contact us about products and services, to make a donation, obtain a service, or if you register to receive one of our online newsletters.

What type of information is collected from you?

We collect, store and use the following kinds of personal information:

• your name;
• your contact details (including postal address, telephone number, e-mail address and/or social media identity);
• your date of birth;
• your gender;
• your bank or credit card details where you provide these to make a payment;
• if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have);
• information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location;
• information about events, activities and products which we consider to be of interest to you;
• information relating to your health (for example if you are taking part in or attending an event for health and safety purposes or in order for us to provide you with a service); 
• where you have left us a legacy, any information regarding next of kin with which you may have provided us to administer this;
• information as to whether you are a taxpayer to enable us to claim Gift Aid;
• age, nationality and ethnicity information for monitoring purposes; and
• any other personal information you provide to us. 

Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive. Examples of this type of sensitive data would be information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.

We only collect this type of information about our supporters to the extent that there is a clear reason for us to do so, for example asking for health information if you are taking part in a sporting event, or where we ask for information for the purpose of providing appropriate facilities or support. We will also collect this type of information if you make it public or volunteer it to us – for example a disability.

Wherever it is practical for us to do so, we will make it clear why we are collecting this type of information and what it will be used for.

How is your information used?

We may use your information to:

• process a donation that you have made;
• process orders that you have submitted;
• carry out our obligations arising from any contracts entered into by you and us;
• dealing with entries into a competition;
• seek your views or comments on the services we provide;
• notify you of changes to our services;
• send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services;
• process a grant or job application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations, send you mailings or process a sale). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Third Party Providers we work with: Our trusted third party product providers provide a range of quality and reliable products and services designed to meet the needs of the older people (e.g. Age Co Funeral Plans). When you enquire about or purchase one or more of these products, the relevant third party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with them. They will be acting as a joint controller of your information and therefore we advise you to read their Privacy Policy. These third party product providers will share your information with us which we will use in accordance with this policy.

Our trusted third party service providers provide services that you may have requested (e.g. Health Trusts and Statutory Bodies). The details you have provided through a referral process will be used to carry out that service. They will be acting as a joint controller of your information. They will have provided this information to you during the referral process. Your information is shared with us and will be used in accordance with this policy.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our staff, supporters, customers, users of the website or others. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Reasons we collect and use your personal data

The reasons we are processing your Personal Data come under one of the following lawful basis for processing as set out by the new data protection regulations;

At least one of these will apply whenever we process personal data:

(a) Consent: you have given clear consent for Age NI to process your personal data for a specific purpose.

(b) Contract: this processing is necessary for a contract you have with Age NI, or because you have asked Age NI to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for Age NI to comply with the law (not including contractual obligations).

(d) Vital interests: the processing is necessary to protect someone’s life.

(e) Public task: the processing is necessary for Age NI to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

(f) Legitimate interests: the processing is necessary for Age NI’s legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

Who we share your personal data with

We can share your information including Personal Data with the following parties for the purposes set out above – Who has access to your information. This is done in line with our Data Protection Policy & Procedures.

• Third Party Product Providers
• Third Party Service Providers

Sometimes we will not stop using your information when you ask us to, for the reason described in this notice, but we will tell you about this if you make a request.

If processing is based on consent that you have given, you can withdraw your consent at any time. See below – Your choices

In other cases if we stop using your information we will not be able to provide the services that you are asking us to give you. We will tell you about this if you make a request

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for older people and our exciting products and services, then you can unsubscribe if you have signed up to our website, you can mail us or you can call us, using the details below.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: info@ageni.org or telephone on 028 90 245729.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change your address, email address, or any of the other information we hold is inaccurate or out of date, please email us at: info@ageni.org, or write to us at: 3 Lower Crescent, Belfast, BT7 1NR Alternatively, you can telephone 028 90 245729.

How long your personal information will be kept

We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).

We review our retention periods on a regular basis.

Your Rights;

You can contact us at the address above for one or more of the following reasons

• To ask us to fix information about you that is wrong or incomplete, this is known as the right to rectification
• To ask us to delete information about you, this is known as the right to erasure
• To tell us you no longer agree to us using information about you and ask you to stop, this is known as the right to object
• To tell us to stop using information about you to sell you products and services, which is known as the right to restrict processing
• To make a ‘subject access request’ – which is a request to send you the information we have about you
• To ask us to provide you or someone else (on your request) in a structured, commonly used and machine-readable format with the information you have provide to us about yourself. This is known as a ‘data portability’ right
• To ask us Not to use information about you in a way that allows computers to make decisions about you solely based on automated processing

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.

Your personal information is kept in a secure database/s

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

If you wish to raise a complaint on how we have handled your personal data, you can contact our Database & Admin Manager who will investigate the matter. If you are not satisfied with our response or believe we are processing your personal data in a way that is not lawful you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/make-a-complaint/ or call 0303 123 1113.

Our Database & Admin Manager is Donna Mac Manus; you can contact her at: donna.macmanus@ageni.org.

Profiling

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Use of 'cookies'

Like many other websites, the Age NI website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store pages you have visited. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in 23rd of February 2023.