UKEFF GDPR Privacy Policy / Notice

When you donate, participate, volunteer or even become a member of UKEFF, you’re trusting us with your information. We understand that this is a big responsibility and we work hard to protect your information and put you in control.

This Privacy Policy is meant to help you understand what information we collect, why we collect it and how you can update, manage, export and delete your information.

This Privacy Policy takes effect on 18th December 2018.

Introduction
Information that UKEFF collects
Why UKEFF collects data
Keeping your data
Sharing your information
Keeping your information secure
Accessing your information
Compliance & cooperation with regulators
Related privacy practices

INFORMATION THAT UKEFF COLLECTS

We want you to understand the types of information we may collect about you. UKEFF collects information to better fulfil its charitable objectives – from giving you details on how your donations are being spent to keeping you informed about UKEFF activities in your locality. The information UKEFF collects, and how that information is used, depends on your relationship with UKEFF.

When you create a donate towards UKEFF or volunteer in one of our many events or projects, you may provide us with personal information that includes your name and address. Even if you aren’t a donor or a volunteer, you might choose to provide us with information – like an email address to receive updates about our activities.

In general, there are three ways you can interact with UKEFF, as a member of the public, as a donor, as a participant or a volunteer in our activities.

Donors

You may give us your personal data such as your name, home address, email, phone number and your payment details when you make a donation online, over the phone or even in person. We may also have information about you when you communicate with us further via email regarding your donation. If you provided any special instructions associated when you make your donation we will keep the information with your donation record.

Participant & volunteer

As a participant you may give us your personal data directly when you sign up for one of our services, events or activities.

We may hold information such as your name, phone number and address. For example, we may capture these details when volunteer to help with a campaign for the homeless or the needy.

In certain circumstances UKEFF may also capture sensitive information about you, such as age or pre-existing medical conditions, if we need to account for such factors when providing the service you have requested from us. As a principle, UKEFF will always limit the amount of sensitive data we will hold about you to the minimum necessary to provide the said service and remove the data when it is no longer necessary to keep it.

Members of the public

We collect information from the browsers and devices that you use to access the UKEFF website and applications. The information that we collect may include unique identifiers, browser type and settings, device type and settings, operating system, mobile network information including operator name and phone number and application version number. We also collect information about the interaction of any apps, browsers and devices with our services, including IP address, system activity, and the date, time and referrer URL of your request.

When someone visits our website, we use a third-party service called Google Analytics to collect aggregated information of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

WHY UKEFF COLLECTS DATA

UKEFF may hold and process your personal data to fulfil a variety of legitimate interests, including:

  • keeping a record of your donations and any related communications
  • claiming gift aid on your donations
  • sending you marketing information about our projects, fundraising activities and appeals where you have consented for us to do so
  • supporting community-based fundraising and campaigning
  • ensuring we do not send unwanted information to members of the public who have informed us they do not wish to be contacted
  • capturing and administering your registration for services, events and activities that we may hold in your locality or nationally
  • To keep you informed of our activities, particularly if you are a volunteer at one of our projects.
  • We may also use your information to help improve the safety and reliability of our services. This includes detecting, preventing, and responding to fraud, abuse, security risks and technical issues that could harm UKEFF, our users or the public.

KEEPING YOUR DATA

We will hold your personal information on our systems for as long as is necessary to fulfil our service to you or to meet our legal and regulatory obligations; for example, we will keep a record of donations subject to Gift Aid for at least seven years in order to comply with HMRC rules.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Where you contribute material to us, e.g. user generated content or in response to a particular campaign, we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

When you register or participate in one of our services, events or activities we will remove your information for six months after the said activity has ended unless you give your consent for us to keep the information for longer

If you are a registered with UKEFF we will keep a record of your information up until you advise us otherwise.

YOUR ARE IN CONTROL

You have choices regarding the information we collect and how its used. If you would like to request, modify and delete the information we may hold about you then please email enquiries@UKEFF.org or call 0161 660 6818.

 

 

SHARING YOUR INFORMATION

When UKEFF shares your information

We will only use your information within UKEFF for the purposes for which it was obtained. UKEFF will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

Sharing data with suppliers and service providers

We may need to share your information with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These ‘data processors will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations requiring strict data protection and information security. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.

Social Media Usage

We may also use your email address and phone number to match to your account on Facebook or other social media sites in order to show you UKEFF content while using these services. We only do this where you have opted in to marketing emails or phone calls and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.

In addition, we may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in UKEFF, and we may then show them UKEFF content. No data we hold about you is retained by the third party.

There are two ways to prevent this use of your data, you can either update your preferences at UKEFF by opting out of the relevant channel of communication or you can do this via the social media site.

Updating your preferences with UKEFF will not guarantee that you never see UKEFF content on social media, since the social media site may select you based on other criteria and without your data having been provided by UKEFF.

Where legally required

We will also comply with legal requests where disclosure is required or permitted by law.

We will share personal information outside of UKEFF if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to:

  • Meet any applicable law, regulation, legal process or enforceable governmental request.
  • Detect, prevent or otherwise address fraud, security or technical issues.
  • Protect against harm to the rights, property or safety of UKEFF, our users or the public as required or permitted by law.

 

Your data is only processed outside the EU where UKEFF has verified that appropriate security and privacy standards and safeguards are in place.

KEEPING YOUR INFORMATION SECURE

UKEFF has a duty to ensure that we build in strong security controls to continuously protect your information.  We work hard to protect you and UKEFF from unauthorised access, alteration, disclosure or destruction of information we hold, including:

  • We use encryption to keep your data private while in transit
  • We review our information collection, storage and processing practices, including physical security measures, to prevent unauthorised access to our systems
  • We restrict access to personal information to UKEFF employees, contractors and agents who need that information in order to process it. Anyone with this access is subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations.

 

COMPLIANCE & COOPERATION WITH UK LAW AND GDPR

We regularly review this Privacy Policy and make sure that we process your information in ways that comply with UK and European regulation. As European Union (EU) data protection law applies to the processing of your information, we provide the facility described in this policy to exercise your right to request access to, update, remove, and restrict the processing of your information. You also have the right to object to the processing of your information.

We process your information for the purposes described in this policy, based on the following legal grounds:

  • With your consent
  • We ask for your agreement to process your information for specific purposes and you have the right to withdraw your consent at any time. For example, we ask for your consent to provide you with information about our charitable activities.

If you have questions, you can contact UKEFF via enquiries@UKEFF.org or call 0161 660 6818. You can contact Charities Commission if you have concerns regarding your rights under UK law.

Changes to this policy

We change this Privacy Policy from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent. We always indicate the date when the last changes were published and we offer access to archived versions for your review. If changes are significant, well provide a more prominent notice (including, for certain activities, email notification of Privacy Policy changes).

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