OUTBermuda Privacy Notice

Effective Date: March 11, 2025
Last Updated: March 11, 2025

OUTBermuda (“we,” “us,” or “our”), Registered Charity #973, is committed to protecting the privacy of individuals whose personal information we collect and process to support our vision of creating a future in which LGBTQ+ Bermudians and residents can feel safe, valued, seen, and thriving.

This Privacy Notice outlines how we collect, use, disclose, and safeguard personal information in compliance with Bermuda’s Personal Information Protection Act 2016 (PIPA).

1. Personal Information

OUTBermuda collects personal information from various individuals, including donors, allies, and website visitors. The types of information we may collect include:

  • Identity Information: Name and username;
  • Contact Information: Email address, mailing address and phone number(s);
  • Transaction Information: Donation payment details;
  • Technical Information: IP address, browser type and version, time zone setting, location, operating system, and device information;
  • Photographs and Video: At OUTBermuda events;
  • Usage Information: Website analytics and browsing behaviour; and,
  • Marketing & Communication Preferences: Direct marketing preferences.

2. Data Collection

We use different methods to collect personal information including through:

  • Direct interactions. We collect personal information when you when you:
    • contact us via our website;
    • email us;
    • telephone us;
    • attend an event;
    • meet with us; or,
    • make a donation.
  • Automated technologies. When you visit our website, we automatically collect technical data about your equipment, browsing actions and patterns. This information is collected using cookies, server logs and other similar technologies.
  • Third parties or publicly available sources. We may collect personal information from various third parties such as:
    • Social Media platforms; and,
    • Technical Data from analytics providers.

3. Conditions for Processing Personal Information

We collect and use personal information to achieve our charitable objectives. This information is only used in compliance with PIPA and where:

  • It is necessary for our legitimate interests and these interests do not override your fundamental rights.
  • We need to comply with a legal or regulatory obligation.
  • You have given us consent.

Purposes for using your personal information
We only use personal information for the purposes for which it was collected, including:

  • For the administration and management of the organisation;
  • To communicate with you;
  • To process and administer your donation and update our records;
  • To promote our initiatives, events, and achievements;
  • To distribute event invitations and related communications;
  • To improve and enhance the functionality and user experience of our website; and,
  • To maintain proper records for internal governance and financial oversight.

4. Third-Party Sharing

We require all third parties to respect the security of your personal information and to process it in compliance with PIPA. We do not permit our third-party service providers to use your personal information for their own purposes. They are only authorised to process your personal information for specified purposes and in accordance with our instructions.

We may share your personal information with:

  • Consultants, service providers, and other third parties engaged to support our operations and objectives;
  • Our Board Members, where necessary for governance and decision-making purposes;
  • Legal advisors, as needed to obtain professional advice or protect our legal interests;
  • Auditors and financial institutions, to comply with financial reporting obligations and ensure proper oversight;
  • Volunteers and partner organisations, if they assist in OUTBermuda activities, events, or outreach efforts;
  • Any party for a purpose disclosed by us at the time you provide your personal information;
  • The public, through our website and social media platforms (event media only);
  • Our data storage providers;
  • Government authorities, regulatory bodies; or,
  • Law enforcement agencies as required to comply with legal obligations, court orders, or official requests.

5. Annual Education Bursary

  • We collect the following information:
    • Name and contact information;
    • Date of birth;
    • Application form;
    • Residence status;
    • Evidence of Bermuda education;
    • Statement of financial need;
    • High school diploma or GED;
    • Resume or details of previous employment and volunteer experiences, memberships, and associations;
    • Reference letters;
    • Acceptance letter from a specific institution;
    • Name of institution, certificate or degree programme, and field of study;
    • Statement of educational, professional goals or objectives;
    • Essay or video statement; and,
    • Photographs (of the bursary recipient).
  • This information is collected through:
    • Application submission with supporting documents;
    • Interviews; and;
    • Direct interaction.
  • Purposes of collecting information:
    • To provide financial support to a person who identifies as a member of the LGBTQ community, who has a true financial need;
    • To prove eligibility and to select a suitable applicant; and,
    • For marketing purposes (e.g. announcing the bursary recipient on our website, social media and through media releases).
  • Condition for processing information:
    • The use of personal information is necessary for the performance of a contract or for taking necessary steps with a view to entering into a contract.

6. Security of Information

  • We have implemented appropriate security measures to protect your personal information from loss, unauthorised access, alteration, or disclosure. These measures include:
    • Secure IT systems and data storage;
    • Regular security reviews and employee training; and,
    • Access Controls.

7. Retention

We retain personal information as long as needed for its intended purpose or to meet regulatory requirements.

8. Individual Rights

Every individual has the following data privacy rights:

  • The right to be informed - you have the right to know the purposes for which we collect your personal information, how it will be used, and whether it will be shared with third parties.
  • The right to access - you have the right to ask us for copies of the personal information we hold about you. This right always applies. We may charge a small fee for this service.
  • The right to rectification - you have the right to ask us to correct and / or complete any information you think is inaccurate or incomplete.
  • The right to restrict processing - you have the right to request that we restrict the processing of your personal information in certain circumstances (e.g. the accuracy of the information is contested).
  • The right to lodge a complaint - you can file a complaint with Bermuda's Privacy Commissioner if you believe your rights have been violated or if we have failed to comply with PIPA.

9. Cookie Policy

Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology.

The Cookies We Use
Our website uses cookies and similar technologies to enhance your browsing experience, analyse website traffic, and enable social media features. These technologies may be provided by third-party service providers, such as analytics platforms and social media networks.

  • Forms-Related Cookies: When you submit information through a form, such as our website’s contact page, cookies may be set to remember your details for future correspondence.
  • Site Preferences Cookies: These cookies allow us to recognize you on our website and remember your previously selected preferences for an improved user experience.
  • Analytics: To collect anonymous data on website traffic and user interactions, helping us improve website performance and user experience.
  • Social Media Plugins: To enable content sharing and interactions with social media platforms, which may collect data according to their own privacy policies.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may impact website functionality.

10. Contact Us

If you have any questions about our Privacy Notice, the information we hold about you, or if you would like to exercise one of your data privacy rights, please contact our Privacy Officer:

Liz Schaefer
(441) 705-1266
[email protected]

11. Privacy Commission of Bermuda

If you wish to make a complaint or if you feel we have not addressed your concern in a satisfactory manner, please contact the Privacy Commission of Bermuda at:

[email protected]
www.privacy.bm
(441) 543 7748

Maxwell Roberts Building, 4th Floor
1 Church Street
Hamilton HM 11

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