Privacy Policy

At the United Nations Association Youth Platform (UNA-YP), we take care of the personal information you provide to us.

This privacy notice aims to inform you about how we collect and process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.

We are committed to protecting your privacy and the confidentiality of your personal information. Our policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.

We may occasionally make changes to this policy so do remember to check back from time to time.

If you have any questions on this policy, or wish to change how we use your personal information, please email our Marketing Director at marketing@unayp.uk or the General Secretary at general-secretary@unayp.uk

What is UNA-YP?

The UNA Youth Platform is a collaborative project bringing together youth UNAs, MUN societies, and other relevant youth clubs, societies, and organisations across the United Kingdom. We do not receive any funds from the United Nations budget or the United Nations Association of the United Kingdom (UNA-UK). We are a non profit organisation based in London, and our office is at 25 Gordon Street, London WC1H 0AY.

How to change the way UNA-YP contacts you

We always want you to be happy with the communication you receive from us. If you want to change how you hear from us, or update your details, simply get in touch with our Marketing team.

You can also change the way we contact you in the following ways:

Using the unsubscribe link in an email from us

When you tell us that you no longer want to hear from us for marketing purposes, please be aware that we may still contact you for administration purposes, such as providing you with information you’ve requested or in helping resolve a query.

How does UNA-YP collect personal information?

Information is critical to helping us operate as efficiently as possible and to make sure our interactions with you are timely, relevant and tailored for you. To do this, we may collect personal information about you in the following ways:

Directly from you

When you interact with us such as when you fill out a survey, contact us, or attend an event. Sometimes you might be interacting with an organisation working on our behalf, but we are still responsible for your personal information.
When you visit our website we may gather information, such as which pages you visit or how long you spend reading a page. This data helps us to improve your online experience, for example by adding new features, or removing elements that make the website difficult to use. We may also use data and insights to help inform the choice of words and images that appear on the site, in order to improve visitors’ response to our campaigns. You can find out more in the section on cookies below.

Indirectly

When you interact with third parties such as when you fill out surveys through Google Forms or engage with our MailChimp newsletter and give your permission for your personal information to be shared with us. Similarly, if you engage with us on social media and messaging services like Facebook, Instagram or Twitter you might give us permission to access personal information from those accounts. The data we are given access to by social media services will vary but will always be in line with the terms of that service.

What personal information does UNA-YP collect?

Depending on how you interact with us, the personal information that we collect may include your name, email address, telephone or mobile number, social media name, your contact preferences, the date and/or year of your birth, and gender (where this is appropriate).

We may also collect personal information about the donations you make to us, any actions you take as part of a campaign for us, or events that you register for or participate in, and details from any interactions with our organisation.

We may sometimes use third party suppliers to support us in this work– to understand more about this please see the section below, “Sharing your personal information”.

How we use your personal information

We will always make sure we have a lawful basis for processing your personal information.

The lawful bases that we might use depending on why and how we are using your personal information, are:

if we have your consent
to enter into, or perform, a contract with you
to comply with a legal duty
for our own (or a third party’s) interests (known as ‘legitimate interests’)
- but we’ll always make sure our interests don’t override your rights (or those of a third-party)
to protect your vital interests or the vital interests of another individual
- very occasionally, we may need to process your personal information to protect your vital interests (for example to protect your life) or the vital interests of another individual – for instance we may escalate a safeguarding concern to local authorities urgently where an individual is believed to be at risk of significant harm or we may process personal data in order locate individuals after a humanitarian disaster.

Here are some examples of how we use personal information for different areas of our work:

For administration purposes

To keep a record of your relationship with us.
To contact you with a query about a donation or where you have contacted our organisation.
To process your donations or other payments and verify financial transactions.
To communicate with you regarding events, representation, and participation in our organisation.
To process an internship application or job application.

For advocacy and campaigns

To collect pledges of support for campaigns like petition signatures or connecting you with your MP so that you can contact them directly to act.

For direct marketing

To let you know by email, telephone or SMS the latest news about our work for children and share with you how else you can help, where we have your permission to do so. These updates may include information on campaigning with us.
To analyse and improve our website, services, products or information we provide to you.
To measure the effectiveness of our marketing communications, for example by telling us if you have opened an email we have sent you.
To reach you and identify other similar people like you on social media who we believe would be interested in UNA-YP and to show them UNA-YP content.

You can change how you hear from us at any time simply by getting in touch with our Marketing Team – please see the section How to change the way we contact you.

For philanthropy and partnerships

To collect supplementary information from the public domain such as from professional networking sites, company websites, news archives, third party paid-for sources, the Charity Commission and Companies House. This additional information we collect enables us to tailor our communications and make the most appropriate requests to sponsors who may be able and willing to support our work.
To carry out research to identify individuals who have an affinity to our cause but with whom we are not already in touch. We use sources from the public domain, and our volunteer campaign boards and committees, to identify other individuals who may be able to support us or introduce us to others at a major gift level.
To collect the following types of personal information on individuals: job title(s), affiliated organisation(s), previous charity affiliations/donations, education, career history, relationships/networks, relevant interests, and an estimate of a person’s age, all based on publicly available sources.
To conduct due diligence on all major gifts in accordance with our legal and regulatory obligations and internal risk management policies and procedures. This is to safeguard our reputation and to help us mitigate any associated risk, so if you choose to opt-out of this, we may not be able to process your donation.

For UNA-YP’s programmes

To provide you with the services, products or information you have requested, or that we feel would be of interest to you, and reasonably expected by you.
To send email, telephone and postal marketing to individuals at corporate addresses (‘business to business’ marketing) about UNA-YP’s programmes, products and services aimed at organisations..

For research and analysis

To ask you to participate in surveys or research.

To carry out and analyse research surveys, focus groups or other research methods.
To understand our supporters better and develop audience propositions, this may involve analysing your personal information or combining it with publicly available information in order to create supporter ‘profiles’.
To analyse and report on trends in our supporters’ behaviour that helps us to understand our supporters better, and predict future behaviour, so that we can engage with you in an appropriate and efficient way.

For events and conferences

To enable you to take part in our events and conferences
To carry out the administration of the event or conference

For our website

To send you an email to check and see if there is any help we can give or any problems you encountered, for example when you enter information into a form on our website and start but don’t complete a form, make a donation, or register for an event.
To reach you with our latest news and information about how you can help support our activities.

Changing how we use your personal information

If you wish to change how we use your personal information please contact our Marketing Team at marketing@unayp.uk

Keeping your personal information safe

How does UNA-YP keep your personal information safe?

We make sure that appropriate physical, technical and human controls are in place to ensure we take good care of your personal information.

However, the transmission of information over the internet is never completely secure and 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 personal information, we make every effort to try to ensure its security both on our systems and while in transit between our systems and our partners who work on our behalf.

All staff who have access to your personal information understand the importance of keeping your information safe and secure at all times, are required to follow our internal privacy and security policies, and are given training to support them in this.

We cannot be responsible for the privacy policies and practices of other websites, even if you access them by using links from our websites and we recommend that you check the policy of each site you visit.

We ensure that additional controls are in place for financial, sensitive and special categories of personal information (for example information about gender or religion), which meet regulatory and legal requirements for managing these types of information.

We may transfer personal information submitted by you to partners and staff outside the European Economic Area (EEA), or we may need to use a service provider or partner outside the EEA, which may include a country that does not have the same level of data protection as the UK. Where we transfer your personal information outside of the EEA, we ensure safeguards are in place to ensure it remains secure and adequately protected.

How long does UNA-YP keep personal information?

We will only use and store personal information for so long as it is required for the purposes it was collected for and as specified in our Retention Policy, which we review regularly. How long personal information will be stored for depends on the personal information in question and what it is being used for, as well as whether there is any legal or regulatory requirement for retaining the personal information. For instance, we hold personal information relating to:

Transaction and membership history for 5 years from the last date of interaction with UNA-YP. Further anonymised data may be retained indefinitely for analysis purposes. (Members are individuals who independently or as a part of a signatory organisation contacts UNA-YP in a capacity which supported our events, organisation, and campaigns)
Philanthropy and partnership supporters. If you provide UNA-YP with partnership or philanthropic giving, we will retain personal date for 20 years in recognition of the long-term interactions with these supporters.
Individuals who have requested we no longer contact them for direct marketing. We will retain minimum personal information indefinitely in order to comply with the request (name, address, contact details and suppression details) but with increased restricted access to that personal information by UNA-YP staff.
Gift Aid declarations. We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions.
Financial data for our management accounts for six years following the current financial year.

How does UNA-YP manage the personal information of children?

UNA-YP is committed to processing children’s personal information legally and ensuring that children’s rights regarding the use of their personal information are upheld. At UNA-YP, a child is defined as anyone under 18 years of age. Where consent is required to process children’s personal information, we will ask the person with parental responsibility for the child or an adult supervisor such as a teacher to provide consent on behalf of the child if the child is under 16 years of age. When a child becomes 18 years of age, we will re-seek consent from the individual or cease processing the personal information.

Sharing your personal information

We may share your personal information with partners, agents or service providers to allow them to perform services on our behalf or to help us understand our supporters more effectively. These partners will only act under our instruction and will not use your personal information for their own purposes.

We always have contracts in place with our suppliers, which require them to comply with UK law on data protection and to have systems and processes to protect the security of your personal information. We promise to always keep your details safe and we’ll never sell or swap your personal information with any other organisation.

We may provide your email address or mobile phone number to digital advertising or social media companies who work on our behalf, such as Facebook, Instagram, Twitter and YouTube. This is so we can reach you and others like you with our latest news and information about how you can help keep children safe. This personal information is always provided in an encrypted format and is deleted immediately after use.

If you don’t want to see targeted advertising from us on social media, please refer to the instructions provided by the specific social media website or app, for example on Facebook, Twitter, Instagram, and Google.

We may disclose personal information if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of UNA-YP, our websites or our visitors and for other lawful purposes.

Here are some examples of the organisations with which we may share your data:

Campaigning partners, who help us raise awareness and money for our causes

JustGiving, Unicef UK, UNA-UK, UNMGCY, Mailchimp

Social media partners

Facebook, Twitter, Instagram, YouTube, LinkedIn

What are your rights?

You have the right to:

Request a copy of the personal information we hold about you, and to ask us to confirm how we use your personal information (“Access”)
Request that we correct the personal information we hold about you if it is not accurate, complete and up to date (“Rectification”).

Depending on why we have and use your Personal Information you may also have the following rights:

Be informed about what we are doing with your personal information (“Informed”)
Ask us for the personal information we hold about you to be erased from our records (“Erasure”)
Ask us to send another organisation personal information that you have provided to us (“Data Portability”)
Ask us to restrict the processing of your personal information for a period of time (“Restriction”)
Object to the processing of your personal information (such as using it for direct marketing) (“Object”)
Understand and input into a decision made by solely automated means if it has a legal or similarly significant effect on you (“Automated Decision Making”)
Withdraw consent if that is the basis that we are relying on. We will inform you how to do this.

If you would like further information about your rights or wish to exercise them, please contact our Marketing Team at marketing@unayp.uk.

If you are requesting a copy of your personal information, please put this in writing (together with proof of your identity) to our Marketing Team at the email address given above. It is helpful if you explain what particular records you are seeking, but you do not have to say.

We won’t charge an administration fee for considering and/or complying with any requests to exercise your rights unless we believe the request is excessive in nature. If we are unable to fulfil your request for any reason, we will provide you with a reason as to why.

If you are not happy with the way we have handled your personal information and are unable to resolve the issue with us personally, you have the right to lodge a complaint with the Information Commissioner’s Office, the UK’s independent body set up to uphold information rights.

UNA-YP is not required to have a Data Protection Officer as we do not meet the following criteria:

We are not a public authority or body;
Our core activities do not require large scale, regular and systematic monitoring of individuals (for example, online behaviour tracking); or
Our core activities do not consist of large scale processing of special categories of data or data relating to criminal convictions and offences.

Cookie policy

How does UNA-YP use cookies?

Cookies are small text files that are placed on your device that help us improve our websites, that help provide you with the best experience when you visit our websites and when we communicate with you, and to deliver UNA-YP content relevant to you and your interests when you visit other websites. We may use both 1st party and 3rd party cookies. 1st party cookies are set by UNA-YP, 3rd party cookies are set by a partner on our behalf.

Cookies and similar technologies (such as web beacons (pixels), device fingerprinting or server logging) help us to:

Personalise the website to your requirements. If, for example, on a previous visit you went to the Campaigns page, then we might find this out from your cookie and highlight particular information related to this appeal which you may find interesting, on a second visit.
Avoid asking you to register or complete details twice.
Estimate the number of visitors to our site, including the source and patterns relating to this traffic.
Understand how visitors use the site, and how we can enhance this experience.
Measure the effectiveness of our marketing communications, for example by telling us if you have opened an email we have sent you.
Display relevant advertising to you when you visit other websites.

You are able to set your devices to accept all cookies, to choose the types of cookies you accept, to notify you when a cookie is issued, or not to receive cookies at any time. For instructions on how to do this visit www.aboutcookies.org.uk/managing-cookies.

Please find below a table detailing the types of cookies used on our website.

Which types of cookies does UNA-YP use?

We may use both 1st and 3rd party cookies. 1st party cookies are set by UNA-YP and 3rd party cookies are set by a partner on our behalf.

You can also find out more about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.