A4AUK takes data protection very seriously.
As you browse our website, get in touch with us, or use our services, we may collect information. This makes providing our services possible, and improves the efficiency of these services and our fundraising communications.
A4AUK will never exchange or sell your information to another organisation for its own marketing purposes. We know that this is important to you, and want to reassure you that you’re always in control of how we use your personal information in regards to marketing and fundraising activities.
We do, however, need to collect and use your personal information for carefully considered and legitimate business purposes, which help ensure we can run A4AUK efficiently, raise funds effectively, and deliver our charitable objectives. This policy sets out how your personal data will be used, what data we collect, and our legal basis for its use, along with outlining your rights with respect to personal data.
Your personal information may be used to help us effectively deliver our charitable activities or to help us raise funds for those activities.
We always strive to provide a clear, honest, and transparent approach regarding how and when we may collect and use your personal data. The overview below summarises the different reasons we do this. We may not use your personal information for all of these purposes – it will depend on the nature of our relationship with you, and how you interact with our services, website, and fundraising activities.
|General Fundraising and marketing||Like all charities, we have a range of fundraising and marketing activities that are designed to raise income or promote the aims and objectives of the charity. We use a range of marketing activities and channels such as direct marketing and face-to-face activity, and newsletters, (print, broadcast and digital) for marketing, fundraising, and income generation. This may include talking to you about appeals, competitions, issues impacting the countries in which we work, sponsorships, events, or volunteering opportunities. We may collect your name and contact details and will use this to send any information you have requested (e.g. a newsletter), tailor communications to you, or to manage your marketing preferences.|
|Donors and fundraisers||If you wish to support us by making a donation, taking up a sponsorship or registering to fundraise for us, we will collect your name and contact details as a minimum. We may also ask if you are able to Gift Aid any of your donations (we as a charity can reclaim tax on a donation made by a taxpayer – an extra 25p for every £1 you donate, at no extra cost to you). We will need your name and postcode to do this. Where appropriate, we may also ask for your date of birth and your motivation or personal experience for supporting us.
We will use the information to administer your donation including processing Gift Aid, to send you a thank you letter, or to support your fundraising.
We may also send you administrative communications, for example confirming a direct debit instruction when you have made a donation to us, or letting you know the time an event starts.
To make an online donation, you will be directed to a separate donation platform which uses security features and encryption to ensure your data remains safe.
|Overseas trips||A4AUK operates overseas trips to countries in which we work; these currently include medical electives, teachers and general practical trips. If you sign up for one of our trips, we will collect your name, contact details and date of birth as a minimum. We may also collect health and passport information and next of kin/ emergency contact details. Where appropriate, we will also request reference information.
We use this information to administer the programme and to ensure that travel and in-country activities can be managed safely and effectively.
|Staff and volunteer administration||We process the personal information of our volunteers and employees for recruitment, staff administration, remuneration, pensions, and performance management purposes.|
A4AUK needs a lawful basis to collect and use your personal data. The law allows for six legitimate ways to process people’s personal data. Only some of these are relevant to charities for the types of purposes listed above.
- Information is processed on the basis of a person’s consent
- Information is processed on the basis of fulfilling a contractual relationship
- Information is processed on the basis of a legal obligation
- Information is processed on the basis of vital interests (protecting somebody’s life)
- Information is processed on the basis of performing a public task
- Information is processed on the basis of the ‘legitimate interests’ of A4AUK
In extreme situations, we may share your personal details with the emergency services if our employees believe it is in your ‘vital interests’ to do so. For example, this would apply when someone is taken ill on one of our trips. We may also share your personal information where we are compelled by law to do so.
What are A4AUK’s legitimate interests?
|Governance||Purely Administrative Purposes||Publicity and Income Generation||Operational Management||Financial Management and Contr|
|Delivery of our charitable purpose as set out in the Memorandum and Articles of Association updated January 12th 2010
·Reporting criminal acts and compliance with law enforcement agencies
Internal and external audit for financial or regulatory compliance purposes
|Administration of overseas trips
Administration of fundraising events
Administration of Gift Aid
Thank you communications and receipts
Administration of financial transactions
Maintaining a ‘Do Not Contact’ list
Delivery of requested service
|Conventional direct marketing and advertisement, and other forms of marketing and publicity
Exercise of the right to freedom of expression or information, including in the media
|Employee and volunteer recording and monitoring, recruitment, safety and performance management
Provision and management of staff benefits such as pensions
Delivery of requested services
IT and network security
|Processing of financial transactions and maintaining financial controls
Prevention of fraud, misuse of services, or money laundering/ theft
We collect and use personal information such as names and address details along with other contact information such as email addresses, telephone numbers and social media names. We also collect information about the services you use, any purchases or financial transactions you make with us, or any marketing contact preferences you give.
If you have kindly Gift Aided your donation to A4AUK, we must record the fact that you are a UK taxpayer and we must maintain a record of the amount of Gift Aid we have claimed.
Do we process sensitive personal information?
Under the General Data Protection Regulation (GDPR) law, certain categories of personal information are recognised as ‘sensitive personal data’, including health information, race, religious beliefs, and political opinions. We do not collect or process sensitive personal data unless it is absolutely necessary, for example asking for health information in relation to overseas trips, or ensuring you are able to work or volunteer with us.
Your credit or debit card information
If you use your credit or debit card to donate to us, 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.
Where does the information come from?
The vast majority of personal data we hold is given to us directly by our supporters, staff, and volunteers in the course of them interacting with our services, website, or fundraising activities. We also receive your personal information when you donate to A4AUK through third party services such as Virgin Money Giving, JustGiving or PayPal.
In general terms, we remove identifiable personal data from our records as soon as it has fulfilled its purpose. This can mean personal data is deleted immediately, or kept for several months or as long as it is needed by us to provide our services to those the data pertains to.
A4AUK will not exchange or sell your personal information to another organisation for its own marketing purposes. However, there are legitimate situations where we have to share your personal information with other organisations. When you book an overseas trip with us, we will share your details with our partner organisation in the country that you are visiting, and, for medical elective trips, with the relevant hospital(s). When agreeing to participate in a sponsored event, we will share your details with the event organisers eg London Marathon Events.
Data protection rights
Where A4AUK is using your personal information on the basis of consent, you have the right to withdraw that consent at any time. You also have the right to ask A4AUK to stop using your personal information for direct marketing purposes. Simply contact our Fundraising Co-ordinator at email@example.com or telephone 0161 941 1435.
- Right to be Informed – You have the right to be told how your personal information will be used. This policy document, and shorter privacy notices 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 submit a Subject Access Request to our Fundraising Co-ordinator at any time to see which information we hold on you, and to request a copy of that information. We will have 30 days to comply, once we are satisfied you have right to see the requested records and we have successfully confirmed your identity.
- Right of Erasure – You have the right to be forgotten (i.e. to have your personally identifiable data deleted).
- 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. A4AUK does not undertake complex computerised decision making.
Collection of data through ‘cookies’
We use ‘cookies’ on our website to collect information about you and your activity across the site. A cookie is a small piece of data that our website stores on your computer browser, and accesses each time you visit so we can understand how you use our site and serve you content based on preferences you have specified.
By using our website, our social media pages (such as Facebook, Twitter, YouTube and Instagram), you agree that, unless you have set your computer’s browser to reject them, we can place cookies on your device and use that data in accordance with this policy.
What to do if you’re not happy
In the first instance, please talk to us directly so we can help to resolve any problem or query. Please contact our Fundraising Co-ordinator at firstname.lastname@example.org or telephone 0161 941 1435.
You can also register with the Fundraising Preference Service (FPS). This service is run by the Fundraising Regulator and allows you to stop email, telephone, addressed post, and/or text messages from a selected charity or charities by using the online service at www.fundraisingpreference.org.uk or by calling 0300 303 3517. Once you have made a request through the FPS our charity is registered automatically, and we will ensure that your new preferences take effect within 28 days.
You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at www.ico.org.uk