Privacy Policy
This privacy policy sets out how Capacity Marketing for Charities (“Capacity”) uses and protects any information that you give to Capacity.
Capacity is committed to ensuring that your privacy is protected, and that personal information is held securely. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
In order to prevent unauthorised access or disclosure, we have implemented appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect and record.
Capacity may change this policy from time to time by updating this document. You should check this document periodically to ensure that you are aware of any changes.
Basis for collection
Capacity collects personal data through the mediums listed in the next section below for the purposes of administering Free Wills Month (FWM), the National Free Wills Network (NFWN) and the Free Wills Network (FWN) and for these reasons only. This collection is entirely consent-based where Capacity collects the information. Charities also refer personal details of their supporters to Capacity so that they can receive a NFWN pack with information on how to claim a free solicitor-written Will. Charities will only share personal details of their supporters with Capacity where they have the appropriate permissions and you should refer to the individual charity to understand their basis for collection.
What we collect and where we collect it
We may collect the following information:
name and address;
contact information including email address and telephone number;
date of birth; and
details of any legacy gifts being left to charity.
The information is collected from the following sources:
Confidential Declaration Forms, completed by the supporter after their Will has been written and used to claim their free Will;
Online forms, used to allow a supporter to request a Free Will pack directly from NFWN or FWN, or to allow a member of the public to request details of participating solicitors in FWM, or to contact Capacity with a general enquiry; and
From charities, who have collected the information and appropriate permissions to share the details with us.
Where we store your information
All information collected by Capacity is stored on secure servers, located in data centres within the UK. Where information is input into Capacity's proprietary system, it is secured behind a 256-bit encryption security certificate and can only be accessed by approved users who must satisfy multi-factor authentication checks.
Where an individual receives a NFWN Free Will pack but does not go on to write their Will through the NFWN, their information will be stored for a period of six years to comply with legal requirements with HMRC before being automatically anonymised.
Where an individual goes on to write their Will through the NFWN, FWN or FWM, as the information supplied may affect the distribution of an individual’s estate sometime in the future, the information is stored by Capacity in an encrypted form until such time as it is no longer of use to the individual’s executors, at which time it will be securely disposed of.
Further information is available upon request.
What we do with the information we gather
We require this information to fulfil our contractual obligations to our charity clients and for the following reasons:
to advise client charities when a supporter carries out an action which the supporter has agreed should be reported to the charity
to complete and record financial transactions which are part of the FWM, NFWN and FWN services
to assess our processes and results with a view to improving our service to charity clients
From time to time, we may also contact individuals by email, telephone, SMS or post in cases where they have requested further action or information
We may include your information in analyses of our services, but any findings that we choose to publish will be shared in an anonymised form only.
From time to time, we may also contact individuals by email, telephone, SMS or post in cases where they have requested further action or information.
Links to other websites
Capacity maintains its own corporate website, plus others dedicated to its service programmes. These include, but are not limited to, freewillsmonth.org.uk, freewillsmonth.ie, freewillsnetwork.ie, gratistestamentmaand.nl and nationalfreewills.net. Any website maintained by Capacity will be typically highlighted as so in the website footer. These websites may contain links to external third-party websites that Capacity deems to be of potential interest to you. Should you navigate away from a Capacity website using one of these links, please be aware that this privacy policy will cease to be valid for any information you provide to the third party. Capacity is not responsible for any content or data protection provided by third parties, so we would recommend you refer to their specific privacy policies prior to submitting any personal information through their websites. This privacy policy only covers those websites maintained by Capacity.
Cookies
We sometimes place small data files on your computer. These are known as cookies. Most websites do this.
Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you. Indeed, you can manage and/or delete these small files as you wish.
To learn more about cookies and how to manage them, visit AboutCookies.org. Or please read on to find out more about how and where we use cookies.
Controlling personal information
Individuals have the right to restrict the collection or use of their personal information at any time. An individual may request details of personal information which we hold about her/him under the Data Protection Act 2018 and the General Data Protection Regulation (2016/679). A copy of the information held on an individual can be obtained by applying in writing to Capacity at 17 Mold Business Park, Wrexham Road, Mold CH7 1XP, or emailing [email protected], for the attention of the Managing Director. A small fee may be payable, and proof of identity may be requested by Capacity. Any request made will be responded to within 30 days from the time that your identity has been confirmed, and any fee payable has been received.
Capacity does not sell, distribute or lease personal information to third parties unless required by law to do so.
Complaints
Although Capacity takes extreme care with your personal data, should you wish to make a complaint about how your data has been handled you can do so by following the guidelines provided by the Information Commissioner’s Office.
Should you wish to make a complaint about anything else, please view our Complaints page.
Further information
Details of Capacity’s arrangements for holding information securely and disposing of documents securely are available on request to the Managing Director, as above.