If we need to make changes to what we do and update this policy, we will let you know as soon as we can.
What does this policy cover?
It covers all of Viva!’s work, websites and everyone we have contact with.
Who is Viva!?
Viva! is a charity based in the UK fighting to stop animal cruelty, protect our planet and our health. We do this with undercover investigations, campaigns, education and visits. Viva! also runs events and festivals, and has lots of information to help you become vegan and live a kinder lifestyle. Viva! can only do this with money given to us by the public.
We take the security of your info very seriously and do our very best to protect it.
At any time, you can ask us what info we hold about you, tell us to change it if it is wrong or ask us to delete it, or to tell us not to use your info in a certain way.
If you would like to talk to us about your info or this policy, you can contact us here:
• Email firstname.lastname@example.org
• Write to Viva!, 8 York Court, Wilder Street, Bristol BS2 8QH, UK
• Call us on 0117 944 1000 (Mon-Fri, 9-6).
Please ask for Jeremy Ludlow when you get in touch.
Most of the time, we only have your info because you have given it to us. This means that at some point you have written your details on a sign up form somewhere on our website, made a donation to us, signed a petition or contacted us in a different way. We also collect info when you decide to raise money for us with other websites like JustGiving or Facebook.
We use the info you have given us to help us understand how our supporters get in touch with Viva!, like if you visit our shop or open one of our emails. We store this info to help make Viva! better for everyone.
We use your info to help us run our Viva! services. This could be posting you something you have bought from the shop, or sending you an email newsletter you signed up for, or something similar.
We keep track of what you do on our websites and how you like to get in touch with us. This is to make sure that when we contact you, what you receive from us is stuff we think you’re interested in. We also make sure that we keep info on how you want us to contact you, so we don’t do anything you don’t want us to.
We look at the info you give us to work out what it is you’d be most interested in and may use this info to send you stuff that’s going on in your area. If you don’t want us to do this, you can tell us not to by contacting us.
The info that we review or create based on your behaviour will only be used to help Viva! do its work. We will never share this information with anyone, other than the companies we trust to help us deliver Viva!’s services, without your say so.
Only children who are 13 or over can use our services without the permission of a parent/guardian.
If you are under 13 and want to order materials or sign up to get info from Viva!, please ask your parent/guardian to sign up for you.
We care about the safety and security of your information and do our best to make sure that, when we collect it, you understand what it’s being used for.
If you get anything from us that you think you shouldn’t, please let Viva! know as soon as possible – we may not know you’re under 18.
When you turn 18, we will get in touch to see if you’re happy for us to keep your info. If you say no, you can tell us to delete the information we hold about you.
When will we send you stuff in the post?
We will send you stuff if you join Viva!, make regular donations or when you make some kinds of payments. You might get copies of our magazine, info on what we sell in our shop or updates about Viva! We will also send you post when we have promised to, for example when you become a Viva! Activist.
You can ask us to stop sending you stuff through the post at any time by contacting us, or through the UK Government’s Fundraising Preference Service.
When will we send you emails?
We will only send marketing emails if you have asked us to, and you can ask us to stop at any time. Sometimes these might have buttons in them asking you for money to help Viva! do our work (donations).
We must send you certain types of emails, like shop order updates or receipts. These might come from a company we use to deliver your order, so they may not come directly from Viva!. They could also come from members of the Viva! team, too.
When will we phone you?
Viva! will only phone you if we have a question about a donation, shop order or when you have asked us to. We never call people to ask for money over the phone.
We usually keep your info for 3 years from the last time you got in touch with us, ordered something from us (leaflets or from the shop), or made a donation to Viva!. We may need to keep certain bits of info for longer because the law tells us we have to.
When you have made a donation:
If you give any money to Viva! (without Gift Aid) and never contact us again, your info will be kept for 3 years only.
If you’ve told us we can claim Gift Aid with your donation because you pay tax, the law says we need to keep your name and address, the amount that you’ve donated, and a record of you telling us to claim Gift Aid for up to 7 years since you made the donation.
If you keep giving Viva! money as a donation, have a regular subscription, or stay in touch with us, we will keep your info for 3 years since your last contact with Viva! or until you tell us not to.
When you have signed a petition:
If you signed one of our petitions and didn’t ask for any other contact from us, we will delete your info after the petition is handed in. If you signed up to get emails from Viva! at the same time as signing the petition, see below.
When you have signed up to Viva! emails:
When you sign up to any of our emails, you will get them until you tell us not to. You can stop us sending emails to you at any time by clicking ‘unsubscribe’ or ‘update your preferences’ in each email.
You can also call us or write to us over email or at our offices in Bristol.
If you don’t read our emails for over a year, we might think you don’t want to get them anymore and stop sending them to you.
When you have ordered leaflets or a pack from us:
We will keep your info for 3 years following your last leaflet order (or other interaction with Viva!), unless you have also donated with Gift Aid.
When you are under 13:
If you are under 13, we need to ask your parent’s/guardian’s permission to let us contact you. Until you turn 18, Viva! will keep the info you both give us and store that your parent/guardian has said that we’re allowed to contact you (this is why we ask for your date of birth). If your parent/guardian is sent an email asking if it’s okay for Viva! to contact you but we do not hear from them in a month, we will get rid of all your info and it won’t be used for anything unless you contact us about something else.
If someone has bought you an adopted animal as a gift from our shop:
If someone has adopted an animal for you as a present, we will need to store your info to send you updates about your adopted animal, and won’t use it for anything else. If you don’t want to get animal updates or you’d like us to delete your information, you can contact us any time.
When you apply for a job with us:
For over 16s: We’ll keep your information for 6 months from the date you’re told the result of your job application (if unsuccessful). If you come to work for us, we are required by law to keep your info for up to 7 years after the end of your employment with us.
When we receive your information from other organisations:
Sometimes we may get info about you from one of the companies we work with that help us keep Viva! running. These companies can include JustGiving or sometimes Facebook.
When you set up accounts with these companies, you might agree to let them share your info with us. If you don’t want them to do this, you will need to change your account settings on your profile for that company. If you do share your info, we promise not to use it for bad things!
If we think the information we have about you may be wrong, (eg we can’t read your handwriting or you may have mistyped your address), we might try to update it by using online gizmos like Google. We never use these tools to collect more info about you, though. For example, if you’ve chosen not to give us your address, we won’t try to find it.
When we connect with you on social media:
When you ask us to publish your health story:
Viva! does not publish the vegan health stories of under 18s.
What happens when we stop storing your info?
When we remove your info from our records, we will get rid of any details that identify you as a person unless the law says we have to keep them.
We share the info that you give us with our trusted suppliers only when we need to. This could be sharing your:
- Name and address with the people that send our post
- Email address, name and postcode with the company that helps us send you emails
- Payment, personal info and how you use Viva! services with companies that handle money or supply services to us
- Petition info, along with everyone else who signed it, to the group we hand the petition into, such as the Prime Minister
We never share your info with other organisations for anything we’ve not already told you about.
From time to time we might need to let you know about an update to this policy, so we’ll need to email you even if you’ve not told us to add you to our email list. In this case, we’ll only use your email to update you about it and nothing more. If you haven’t given us your email address but we do have your home address, we will write to you to let you know.
Viva! takes the care of your personal info seriously by training the people who work for us, storing your info securely, using safe online programs and suppliers who meet our high standards.
We only use suppliers that we trust. We work hard to make sure that these suppliers can prove to Viva! that they can protect your info before we agree to work with them.
We are currently reviewing our suppliers to make sure that they meet the new data protection regulations, and will update these details once we have completed the review.
When you use our websites, certain info about how you use our site, the device (phone, tablet or computer) you use to look at our website on, and your location is stored and tracked by Google. Like many other charities and companies, we use this info from Google to find out how we can improve our websites for the people that use them. We can’t see who you are with this info, so don’t worry.
Cookies (not the chocolatey kind!) are used to help our websites run more smoothly. We also use them to help us do things that you’ve asked us to, like add items to your shopping cart, make a donation or log in to our websites.
To find out more about cookies visit www.viva.org.uk/cookies
Viva! is serious about making sure that your privacy is respected. We don’t give help about individual health problems to under 18s but you can ask your parent or guardian to get in touch with us if you want to ask us a question.
If we want to keep your private health questions or info, we will let you and your parent/guardian know we want to do this and ask them if this is okay. If they say this is okay, we’ll keep your info for three years after the last time you asked Viva! Health a question and we’ll only use it to help us answer any more questions you send us. If they don’t, we will delete your info after we have answered your question.
You can ask us to stop using your info at any time. You can change or see the info we hold about you, ask us to delete it or ask us how we use it. We can’t always do everything you ask but, if this is the case, we will always let you know why and do our best to help you get what you need.
Here are some of the things you can ask us to do:
- Ask us to stop emailing you
- Ask us to stop sending you post or phoning you
- Ask us to tell you what info we have about you and how we’re using it
- Tell us that the info we have about you is wrong and ask us to change it
- Tell us that you don’t want us to do certain things with your info
- Ask for a copy of your info, or ask us to give it to someone else
- Ask us to forget your info
You can ask us to do these things you can ask us by getting in touch on the phone, by email or writing to us. You can also get in touch with the Fundraising Preference Service (FPS) and ask them to stop us from contacting you.
To stop receiving our emails, you can just click on the word ‘unsubscribe’ at the bottom of all our emails.
We’ll always try to do what you’ve asked us to do as fast as we can, but sometimes it can take a bit of time. Please give us 28 days to make any changes to your info.
If anything we’ve written in this policy isn’t clear, please get in touch and we will do our very best to help!
What if we’ve done something wrong?
We’ll always do our best to do what you ask, but sometimes we get it wrong. Please get in touch to let us know if you’re not happy.
If you’re still not happy about how we use your info after you’ve asked us to change it, you can complain to the Information Commissioner’s Office by telephone on 0303 123 1113 or on their website.