5 August 2018
We collect information about our supporters in order to make sure we are as effective as we can be in our efforts to raise awareness about painted wolves and increase support for their conservation.
If you have any queries about our privacy policies, please contact us at email@example.com or by using the contact form on our website.
We are registered with the UK Information Commissioner’s Office (ICO) as a data controller, registration number xxxx. If you have concerns about how we are handling your information, that you do not wish to discuss with us, you can raise these with the Information Commissioner’s Office <https://ico.org.uk/>.
What we collect
Every time you get in touch with us by post, email, telephone, through our website, face-to-face and via social media, we may collect or update basic information about who you are, for example, your name.
We hope you will be happy to tell us your first name, surname and your title if you use one. We like to be polite and friendly when we are in touch with you, and this information helps.
In addition, we may ask for your address, your telephone numbers and your email address. We may ask for other information (e.g. date of birth, dietary requirements, interests etc.) if it is relevant to do so.
We may also collect financial information (payment information such as credit/debit card or direct debit details, and whether donations are gift-aided), for example, if making a donation, buying a ticket, or buying merchandise. We do not hold credit/debit card details, which are destroyed as soon as the financial transaction has been completed.
If you are applying for a job or to volunteer with PWF, we may collect information about how to contact you, your employment history, education and training and other personal information provided by you.
What we do with the information we gather
We may process your personal information for our legitimate charitable interests. This enables us to raise awareness about painted wolves and increase the support for their conservation in Africa. These interests include some or all of the following:
Processing information internally
- Updating our records to make sure we have the correct information, or if we require additional information about you;
- Processing donations, sales transactions, or other payments and verifying financial transactions;
- Responding to any enquiries or issues;
- Fixing problems with the website to improve your user experience.
Creating a relationship with you
- We will use your information to tailor our communications with you;
- Contacting you with information and support for any fundraising events and activities you have registered for;
- To help us use our resources more efficiently, we use profiling and analysis techniques to help us understand our supporters’ backgrounds to identify those who may be willing and able to give more. Sometimes we use publicly available information to do this;
- Asking you to financially support our work;
- Keeping you up-to-date about our work;
- Inviting you to participate in surveys, campaigns or market research to find out more about the demographics, interests and behaviours of our supporters.
Reviewing our organisational activities
- Enhancing or reviewing our activities to improve our supporters’ experience with us;
- Conducting analysis using, where possible, anonymised information.
- When we consider your job or volunteer application;
- To process funding applications and award grants;
- Contacting professional contacts to discuss partnership and collaboration opportunities;
- To engage with parliamentarians, policy-makers and public bodies;
- Using information for auditing purposes
- Troubleshooting and fixing.
Whenever we process your personal information for these purposes we will uphold your Personal Data rights. You have the right to object to this processing if you wish, and can do so by contacting us via email firstname.lastname@example.org or by using the contact form on our website.
There are occasions when there are statutory, legal or regulatory reasons that guide the collection and storage of your information. For example, we are required to keep and use some of the information we have collected, processed and stored about you to supply information to Her Majesty’s Revenue and Customs (HMRC) or other relevant statutory or regulatory bodies. We may also have to supply information in the event that we are requested to do so, in order to assist police enquiries or respond to court orders.
Processing your sensitive personal information
We may process some of the sensitive personal information you provide, (e.g. information about your health) where it is relevant and you have given us your express consent to do so (e.g. for registering for a challenge fundraising event).
If you have provided us with your credit or debit card details for the purposes of making a donation or other payment, then we will use those details only for the purposes of processing that payment, which we do through a secure service. We do not store card details, electronically or otherwise.
All electronic forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.
Where a donation or other payment has been sent to us in the post, we will store a paper copy of the payment only for the purposes of maintaining an audit trail. Card details on these forms are destroyed before they are stored.
If you have provided PWF with a Gift Aid declaration, then this will be held either as a paper record in our secure offices, or electronically on our secure database in the UK. For the purposes of claiming Gift Aid your name, postcode and the donation amount (against which we are claiming tax relief) will be shared with HM Revenue and Customs using their secure online portal. Please contact us to update your Gift Aid record should there be any change in your contact details or circumstances.
How we will communicate with you
We like to be able to keep you updated with news about the work we are supporting, invite you to events, and other opportunities to get involved and support our work. We do this through a tailored approach based on what you have expressed an interest in, how you have previously interacted with us and where you have offered your support. We may do this by post or, with your consent, by email.
How long will we store your personal information?
We will only use and store information for so long as it is required for the purposes it was collected for, and will destroy or anonymise information in accordance with our data retention schedule, which is available on request.
We never store payment card information, which is destroyed as soon as the financial transaction has been completed.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
All data received and controlled by PWF is stored securely in the UK. When using our website, you consent to the potential transfer of your data outside of your country of residence.
A cookie is a small file that asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You can let us know at any time if you wish to change your preferences or stop the communications you receive from us by emailing us at email@example.com. Please note if you request to stop receiving communications, we will store your details on a secure database to enable us to comply with your request.
We will never sell your personal information. However, we may share your personal information where it is better and more cost effective to employ trusted suppliers to help us deliver the best service in certain areas of our work. Where possible, information is anonymised before being shared with the suppliers to ensure that you are not identifiable from the information. Otherwise, we will not share your personal information with third parties unless required by applicable law.
These third parties include suppliers that meet the highest professional standards and help us deliver the best service in certain areas of our work. Our trusted suppliers only use your information to carry out the work requested by PWF. They cannot give, sell or rent your personal information to anyone else for any reason. Examples of our suppliers include events’ organisers, and print and fulfilment partners.
You are in control of how we, and any other organisation, use and keep your personal information. Under data protection laws you have a number of important rights free of charge. In summary, those include the right to:
- require us to correct any mistakes in your information which we hold;
- require the erasure of personal information concerning you in certain situations;
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that information to a third party in certain situations;
- object at any time to processing of personal information concerning you for direct marketing;
- object in certain other situations to our continued processing of your personal information; and
- otherwise restrict our processing of your personal information in certain circumstances.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please contact our Data Compliance Officer using the contact details provided above.