European office for Media Associates International
21 Mill Street : Kidlington : Oxford OX5 2EE
+44 (0)1865 848337 : [email protected]
Registered UK Charity 328568
Data Protection Privacy Notice
Who is collecting my data?
We are MAI, Media Associates International, a registered charity (no: 328568) registered at 21 Mill Street, Kidlington, OX5 2EE. We can be reached by email [email protected] telephone 01865 848 337.
We stimulate the creation of Christian books, periodicals and other literature to nurture the church, through training, workshops and conferences, particularly in countries with limited Christian publishing.
Why does MAI have a privacy notice?
We are also required by law to explain what personal data we hold, how and why it is collected, how it will be used, who it will be shared with, how this might affect you and what you need to do if you wish to exercise your rights or make a complaint.
What is the basis on which you use my personal data?
We use your data for administering donations, bequests and legacies; keeping you informed of our events and services, including asking for funds; managing your relationship with MAI; for our internal administration; and for our own legal and financial records.
Where we provide goods and services (including our training events) which you request from us, we will process relevant personal data on the basis of our express or implied agreement with you or your organisation. For example, we will use your contact details to keep you informed of the event in advance of it, and to ask you for feedback afterwards.
We you have a financial transaction with MAI, or give us a gift, bequest or legacy to MAI, we will retain details of that gift for at least seven years in order to comply with Charity Law and Financial Law. We have a legitimate interest in doing this and do not require your express permission.
We carry out regular and one-off postal and email communications which keep people informed of MAI’s work, including prayer requests, fundraising, and future events. You will only receive these if you have explicitly opted in to them. You can manage your preferences by unsubscribing at any point using the details which will be provided on all letters and emails you receive from us.
What information are you collecting and why, and how long will you hold it for?
If you register to receive our communications (by giving us your explicit consent) we will collect your name, organisation, email address, postal address and contact preferences. This will enable us to ensure you receive what you have asked for. We will hold this data until you opt out and will then remove it.
If you are a trainer or trustee with MAI, we will collect further information that will enable us to fulfil our health and safety obligations. This may include health and passport information. We will hold this data until six months after you have completed your training event or trusteeship, and will then remove it within one year.
If you attend an MAI training event, we will collect further information that will enable us to facilitate your health and safety, your travel arrangements, to ensure you gain maximum benefit from the event, and to help us with your feedback. We will keep this information for two years after the event.
If you have a financial transaction with MAI, or if you make a donation to MAI, including a bequest, we will retain information including the amount of the donation and any restrictions you impose, for at least seven years in line with Financial Law and Charity Law. We will only contact you for the purposes of processing this transaction or donation, unless you explicitly consent to receive our communications.
How do you process my donations?
We will retain information on the amount and restriction of the donation, and your name and address, on our own systems. We retain this information for at least seven years in line with Financial Law and Charity Law. Details of your bank account may be retained on our bank’s secure systems but not on MAI’s. We will only contact you for the legitimate purposes of processing this donation, unless you explicitly consent to receive our communications.
How can you change your preferences or update the data you hold about me?
You can change your preferences or opt out of communications at any time by:
- Clicking on the unsubscribe link at the bottom of our emails.
- Emailing us on [email protected]
- Writing to us at 21 Mill Street, Kidlington, OX5 2EE
- Calling us on 01865 848 337
Where is my data stored?
Your data is stored inside the European Union in a secure manner so that it is only available to selected MAI trustees, staff and volunteers for the purposes of MAI’s work.
How safe is my data?
We only keep your financial data on our bank’s secure system which is in line with banking industry standards. We hold your other electronic data on electronic systems with industry-standard security, access control, encryption, firewalls and virus protection. Any paper information that we hold is stored at a secure location. We cannot guarantee the safety of your data while it is in transit (for example, if you post it to us or send it by email). In all of these we comply with the latest data protection rules.
Who will my data be shared with?
We will not pass your information on to third parties for their own marketing or commercial purposes.
Your data may be handled by third parties acting on our behalf such as our bank, email provider, mailing houses, payment processors and cloud data storage providers. These data processing partners are also bound by Data Protection laws and will store your data carefully while it is needed and not hold it any longer than is absolutely necessary. We have assessed these suppliers in relation to their use of personal data on our behalf, and have contracts in place with them to set out adequate contractual obligations to ensure proper management of your personal data, and to prohibit transfers outside the UK.
If you post or send offensive, inappropriate or objectionable content to or anywhere on the MAI website or via any of our apps, or otherwise engage in any disruptive behaviour on any MAI service, we may use your personal data to stop such behaviour. Where MAI reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if applicable) (e.g. because content you have posted may be defamatory), we may use your personal data where we consider it appropriate to do so, to inform relevant third parties such as your employer, internet provider or law enforcement agencies about the content and your behaviour. We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation.
What if I don’t want to share my data with you?
If you wish to make an anonymous donation you can send a cheque with no other identifying information payable to Media Associates International and sent to MAI-Europe Office, 21 Mill Street, Kidlington, OX5 2EE. We will need to hold a record of your name and the donation for financial reasons and because we are required to by charity law and money laundering regulations but we will not store any other personal data.
You may follow us on social media from an anonymous account.
If you wish to be a trustee or trainer, attend an MAI event, or receive MAI communications by post or email, then there is no option of doing so anonymously.
How do I know what data you have stored about me?
You can ask us to disclose all the personal data we hold about you, and we will do so.
What should I do if I’m not happy with the way you’ve collected, stored or used my data?
You have a right to withdraw your consent for us to store your personal data or keep in touch for marketing purposes at any time.
You are also entitled to ask us to restrict our processing of your personal data. For example, where you are concerned about the accuracy of the data or the purposes for which we are using that data.
You may request that we erase all data. For example, where you have supplied data to us on the basis of consent, or if your personal data is no longer necessary for us to process. However, we will still hold any data which we are required to hold for legal and tax purposes, or in order to fulfil your transaction or other request.
Where we process your personal data for our legitimate interests, then you may ask us to stop such processing.
If you have any complaints about the way we have handled your data please review this privacy statement and if you are not happy with it, or are not happy that we have complied with it, you may make a complaint to us directly (it will be considered by the executive committee of trustees within 28 days) or you may also make a complaint about how we have processed your personal data to the Information Commissioner here in the UK.
How can I be sure this notice is up to date?