Privacy Policy

Your privacy is important to us.  Please read this policy carefully to understand  how we collect, use and store your personal information and the steps we take to keep it secure.

Who we are

Menopause Cafe is a registered charity (SC048435) raising awareness of menopause worldwide. We do this by supporting our volunteer hosts, who facilitate free pop-up discussion groups about menopause, and through other activities.

If you have any questions or want to check, change or update your details at any time please contact us:
by email or by post at  our Registered address: Menopause Café,  14 Fraser Avenue, Wolfhill, Perth PH2 6DG. Scotland

Data Protection

As you browse our website, get in touch with us, or use our services, we collect information.  We use your personal information for carefully considered and legitimate business purposes, which help ensure we can run Menopause Cafe charity efficiently, raise funds effectively, deliver your orders and respond to your comments.

Legal basis for processing

We need a lawful basis to collect and use your personal data. The law allows for six legitimate ways to process people’s personal data. Only three of these are relevant to charities for the types of purposes listed above in “What we use your information for” .

• Information is processed on the basis of a person’s consent
• Information is processed on the basis of a contractual relationship
• Information is processed on the basis of the “legitimate Interests” of Menopause Cafe

In extreme situations, we may share your personal details with the emergency services if our volunteers believe it is in your ‘vital interests’ to do so. For example, this would apply when someone is taken ill at one of our Menopause Cafe events. We may also share your personal information where we are compelled by law to do so.

We are committed to safeguarding everyone we come into contact with, particularly children and adults with care and support needs. If we identify that someone has been, or is at risk of, harm, we will share this information with other relevant agencies. We may sometimes need to do this without consent from the individual, in line with relevant safeguarding legislation.

Consent

We will ask for your consent to send you marketing and fundraising emails. You can withdraw consent for these channels and activities at any time by contacting us.

Contractual Relationships

The vast majority of our relationships with supporters are voluntary and not contractual. If you have purchased a product or ticket  then you need to consider the terms and conditions of your policy> as this is a contractual relationship.

Menopause Cafe’s e-commerce website uses WordPress CMS and WooCommerce, a recognised e-commerce platform plugin to take and process your orders. This system hosted by Krystal with our payment processing uses Stripe. A number of other plugins are used to improve the functionality of our site supplied by Ninja Team, Softaculous, and Gravity Forms.

For data protection purposes Stripe and Krystal are Data Processors and will not use your personal details for their own marketing purposes. However, to help protect our customers Stripe does monitor credit card activity for risk and fraud screening. Stripe might automatically block a payment card number or IP address after a certain number of unsuccessful payment attempts in an effort to reduce fraud. For more information please refer to our e-commerce terms and conditions of service.

Legitimate Interests

The law allows personal data to be legally collected and used if it is necessary for a legitimate business interest of the organisation – as long as its use is fair and balanced and does not unduly impact the rights of the individual concerned.

There are times when it is just not practical to ask a person for consent. In some situations, the best approach for Menopause Cafe charity and our supporters and volunteers is to process personal data because of our legitimate interests, rather than consent. If you want to change our use of your personal data for marketing and fundraising activities, you can do so at any time by contacting us.

What are Menopause Cafe’s Legitimate Interests?

When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair.

Governance

• Delivery of our charitable purpose to raise awareness about menopause
• Reporting criminal acts and compliance with law enforcement agencies
• Internal and external audit for financial or regulatory compliance purposes
• Statutory reporting

Publicity & Income Generation

• Conventional direct marketing and other forms of marketing, publicity or advertisement
• Unsolicited commercial or non-commercial messages, including campaigns, income generation or charitable fundraising
• Personalisation used to tailor and enhance the customer experience in our digital and postal communications
• Exercise of the right to freedom of expression or information, including in the media and the arts
• Analysis, targeting, and segmentation to develop corporate strategy and improve communication efficiency
• Processing for research purposes (including marketing research)

Operational Management

• Employee and volunteer recording and monitoring for recruitment, safety, performance management or workforce planning purposes
• Provision and administration of staff benefits such as pensions
• Physical security, IT and network security
• Maintenance of suppression files
• Processing for historical, scientific or statistical purposes

Financial Management & Control

• Processing of financial transactions and maintaining financial controls
• Prevention of fraud, misuse of services, or money laundering
• Enforcement of legal claims including debt collection via out-of-court procedures
• Administration of supporters’ estates and/or gifts in Wills where Menopause Cafe has been named as beneficiary or executor

Purely Administrative Purposes

• Responding to any solicited enquiry from any of our stakeholders
• Delivery of requested products or information packs
• Administration of Gift Aid
• Thank you communications and receipts
• Administration of existing financial transactions
• Maintaining “Do not contact lists” (suppression lists)

What information we collect about you

We collect and use personal and sensitive information such as name and address details along with other contact information such as email addresses and telephone numbers. We also collect information about the services you use, any purchases or financial transactions you make, or any marketing contact preferences you give. We maintain a record of communications we send to you and we will log any communications that you send to us. We may also ask for other information like date of birth, your gender, how you heard about us and reasons for your support. 

If you have kindly Gift Aided your donation to us, we must record the fact that you are a UK taxpayer and we have to maintain a record of the amount of Gift Aid we have claimed.

Your credit or debit card information

If you use your credit or debit card to donate to us, or buy something online, we pass your card details securely to our payment-processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard and don’t store the details on our website or databases.

Photographs

We sometimes use photographs taken at our events on our website and for publicity purposes. You will be informed at the start of the event that photos may be taken and given the option not to appear in them and to veto any photographs you may be in.

Where does the information come from?

The vast majority of personal data we hold is given to us directly by our supporters, customers, and volunteers in the course of them interacting with our services, websites, or fundraising activities. We may also receive your personal information when you donate to us through third party services such as Givey and Just Giving. We may take photographs of you at our events, with your permission.

How long do we keep your information?

In general terms we remove identifiable personal data from our records seven years after the date of our last interaction. In most cases, this represents seven years after the last financial transaction. There are a few exceptions to this rule. If a supporter has kindly left Menopause Cafe charity a gift in their will we will maintain our records of that pledge indefinitely to carry out legacy administration and communicate effectively with the families of people leaving us a legacy. We also have a legal obligation to retain some financial information for seven years to allow HMRC to audit Giftaid.

Sharing your information with third parties

>Menopause Cafe  will not exchange or sell your personal information to another organisation for their own marketing purposes. However, there are legitimate situations where we may have to share your personal information with other organisations. An example could be where we are using an external service provided via a technical supplier, email broadcaster, or mailing services provider. In these situations, the relationship between Menopause Cafe and the third party data processor will be governed by a contract and strict security requirements will be in place to protect your personal information.

Your Rights

Where Menopause Cafe uses your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask Menopause Cafe to stop using your personal information for direct marketing purposes. Simply contact us and we will amend your contact preferences.

Right to be Informed – You have the right to be told how your personal information will be used. This policy document, and shorter summary statements used on our communications, are intended to be a clear and transparent description of how your data may be used.

Right of Access – You can write to the Data Protection Officer asking what information we hold on you and to request a copy of that information. The Data Protection Act 2018 gives us 30 days to respond to your application once we have successfully confirmed your identity and we are satisfied you have rights to see the requested records.

Right of Erasure – From May 2018, you have the right to be forgotten (i.e. to have your personally identifiable data deleted). In many cases we would recommend that we suppress you from future communications, rather than data deletion.

Right of Rectification – If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.

Right to Restrict Processing – In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

Right to Data Portability – Where we are processing your personal data under your consent the law allows you to request data portability from one service provider to another. This right is largely seen as a way for people to transfer their personal data from one service provider to a competitor.

Right to Object – You have an absolute right to stop the processing of your personal data for direct marketing purposes.

Right to object to automated decisions – In a situation where a data controller is using your personal data in a computerised model or algorithm to make decisions “that have a legal effect on you”, you have the right to object. This right is more applicable to mortgage or finance situations. Menopause Cafe does not undertake complex computerised decision making that produce legal effects.

Cookies

Menopause Cafe uses resident cookies to store data on the hard disk of your computer for the purpose of identifying you when you return to the Menopause Cafe website. If you have resident cookies disabled in your browser, you are still able to use the Menopause Cafe website.  Menopause Cafe uses sessions to store data on our server, which are individually identifiable. This means that a session cookie will be stored on your machine, and will expire once your visit to the Menopause Cafe website has ended. Functionality of the Menopause Cafe website depends upon your browser accepting session cookies. Menopause Cafe tracks visitors to and on the Menopause Cafe website by using referrer tracking. Menopause Cafe uses click through and open mail tracking when sending emails. This process gives Menopause Cafe the ability to tailor future email communications. 

For a full list of the cookies used in our website and how to manage them please visit our cookie declaration page.