Privacy Policy

 

At Tŷ Cariad Africa, we value your support and we are committed to protecting your privacy. We want to help you understand how we use the information we hold about you and how you can get in touch with us about your preferences.  

This policy explains how we collect data, how we use and store information and what it means for you.  We treat all our supporters in line with our beliefs and we welcome any feedback on any of our actions. Just call us on 0777 333 6549 or email info@TyCariadAfrica.org

 

Who we are

Tŷ Cariad Africa is a charity registered in England and Wales (number 1124100).

For the purposes of this Policy, ‘us’, ‘we’ and ‘our’ refer to Tŷ Cariad Africa.

 

What information do we collect?

Directly with us

We collect personal information each time you deal with us.  For example when you make a donation, request information, sign up for an event, provide comments, complete surveys or otherwise provide your personal details we collect the information you provide.

From website interaction with us

We collect non-personal data such as IP addresses, details of pages visited and files downloaded. Website usage information is collected using cookies, see the section on Cookies below.

Indirectly from 3rd parties

We collect information from 3rd parties such as event organisers, (i.e. such as a fun-run organiser) or fundraising sites like Donation Manager, where you have agreed to support Tŷ Cariad Africa and have given your consent. You may wish to check their privacy policy to find out more information on how they will process your data.

Where you give your permission to other organisations

We may collect information that you make available on, for example, Twitter, Facebook, Linkedin or similar organisations. You may wish to check their privacy policy to find out more information on how they will process your data.

From publicly available data

We may collect information from Companies House, Charity Commission and information published in articles, newspapers or blogs.

Sensitive data

Sensitive personal data (Special Category Data) is only collected if you visit or plan to visit one of the projects that we support.  This sensitive personal data, may include, but not be limited to, your religious beliefs, or your physical or mental health.

 

Why do we collect this information?

We collect personal information from you to enable us to administer your donations correctly, and to help us build a positive relationship by contacting you in a way that is personal and relevant to you.  This also helps Tŷ Cariad Africa to be as efficient as possible in using its resources for marketing and other contact with supporters.

We use data you provide us with, in combination with the contact permissions you agree to at the time we collect your data.  You can change your contact preferences at any time by contacting us.

There are some communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our administrative obligations to you.  This would include Direct Debit confirmations and advanced notices, thank you letters, Gift Aid confirmation letters and querying returned mail, incomplete cheques or bounced Direct Debit payments with you.

Gift Aid

In order to claim Gift Aid on your donations from the HMRC, we need to hold records of your name and address, your tax status and donation details.  Ensuring this information is accurate ensures that we claim Gift Aid correctly and can increase the value of the donations you give to us.

Financial Audit

We need to hold information about donations that you give to us to meet financial auditing requirements but also to help us understand how you support Tŷ Cariad Africa so that we can talk to you about fundraising and supporting our work in a way that is relevant to you.

Areas of Interest

We may hold information about your particular areas of interest so we can send information to you about those aspects of our work.  For example if you tell us you have a particular link with Northern Uganda, we may then contact you in the future about a new Northern Uganda project we are setting up.

Address Information

We hold your address details so that, if we have your permission, we can post newsletters, appeals and other information to you.  We will also hold your address information on our database so that if you request us to no longer contact you, we can keep a record to ensure we remove you from any mailings in the future.

 

What do we do with your information?

Processing of requests / donations / calls to action

We may use the personal data we collect to:

·         keep you up to date on news and stories about our work;

·         ask for financial and non-financial support, such as volunteering;

·         process donations you give us, or to support your fundraising for us, including gift aid;

·         provide information or packs you have requested;

·         provide a personalised service, such as personalised emails;

·         keep records of your relationship with us e.g. questions you have asked or complaints you have made;

·         classify supporters by location, for example Scotland, Northern Ireland or Wales; and

·         conduct market research to aid our understanding of our supporters and their views.

We may use publicly available information such as newspaper articles, or information you have given permission to other organisations to share such as LinkedIn, to identify supporters and non-supporters, including trustees, who have expressed an interest in giving major gifts or having a public profile with charities like Tŷ Cariad Africa.

Basis of processing your data

Consent : If you are a new supporter coming on board for the first time, on or after 1st April 2018, we will process your personal data on the basis of the consent you provided us with. You are free to change your preferences at any time by contacting us by telephone, post or email as shown in the section “Your choices and telling us when things change” below.

Legitimate interest : Contacting you; If you are an existing supporter as at 1st April 2018 we may continue to contact you by email where you have previously given us your consent. We may also contact you by post or telephone where we have a legitimate interest to do so. For example, where you have previously made a donation to Tŷ Cariad Africa we may continue to send you information about the work your donation is making possible or other work we may wish to do. Where you have previously asked us not to contact you in this way we will continue to respect your contact preferences. You can change your preferences at any time or object to us processing your data by contacting us by telephone, post or email as shown in the section “Your choices and telling us when things change” below.

Legitimate interest : Contacting the right supporters at the right time; When you make a donation, a series of donations, express an interest in our work, or show a potential to give to our work, we will rely on our legitimate interest in order to collect additional information as noted above in ‘Processing of requests / donations / calls to action’. This helps us to identify those supporters who would benefit from an initial discussion and to ensure we use our supporters money in the most effective ways.

Volunteering with us

Where you provide personal or sensitive personal data, such as dietary, mobility requirements or health information, to volunteer or travel on a trip with us we will store, process and disclose the personal information we collect to:

·         deliver the volunteering opportunity, including the disclosure of sensitive data, such as medical information, to our partner(s) where necessary to deliver a safe trip or event for all involved;

·         provide the administration of these events or opportunities to serve;

·         monitor the quality of the volunteering opportunity or trip provided;

·         answer any questions or feedback you may have; and

·         provide anonymised data to monitor compliance with our equal opportunities policy.

 

How and where we store your information

How long?

We will keep your personal information only for as long as we consider it necessary to carry out each activity.

We take account of legal obligations and accounting and tax considerations as well as considering what would be reasonable for the activity concerned.  For example we will retain details of donations for 7 years to meet tax and accounting requirements, but we will only hold sensitive medical personal information provided to participate in an overseas trip until the trip is completed.

Legacy income is an important source of income for our beneficiaries. We may keep data you provide indefinitely to carry out the administration of legacies and to communicate with the families of those leaving us legacies.

If you have any questions about our how long we keep your data, please contact us in writing at

Data Protection Officer
Tŷ Cariad Africa
PO Box 316
Bridgend
CF31 9JS

Or email to: info@TyCariadAfrica.org

Security

We ensure that we have in place appropriate technical controls in place to protect any personal data you provide. For example, we ensure that any online forms are encrypted and our network is protected and routinely monitored.

We ensure that access to personal data is restricted only to those staff members or volunteers whose job roles require such access and that suitable training is provided for these staff members and volunteers.

However, we need to remind you that despite all our efforts, the internet cannot be guaranteed to be 100% secure, and that you submit data at your own risk.

Credit / debit card security

If you use your debit or credit to donate to us, or purchase something online, our third party partners will process your information securely in accordance with the Payment Card Industry Data Standard.  Tŷ Cariad Africa does not have access to your debit or credit card details.

We hold bank account details for the purpose of collecting direct debits in accordance with direct debit mandate rules. 

Where we store your personal information

We use cloud based systems to process data and therefore data may be processed outside of the European Economic Area ( EEA). We adopt the Information Commissioners approved measures and therefore ensure that personal data is held in compliance with European data protection regulations. We take all reasonable steps to ensure that your data is stored and processed securely in accordance with this policy. By submitting your personal data you agree to this transfer, storing and processing of your information.

Should you travel overseas with us, we may share personal information with partners who deliver our work in overseas locations. For example, this may include sensitive personal data such as medical information. When we do so we will make you aware of the data being transferred and seek your consent to do so.

 

When we share your information

In line with our beliefs, we do not share or swap your information with any other charities.

Legal duty

We may need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by the HMRC, or if asked for details by a law enforcement agency.

Our service providers and third parties

We employ agents to carry out tasks on our behalf, such as processing donations. These agents are bound by contract to protect your data and we remain responsible for their actions.

We may provide third parties with general information about users of our site, but this information is both aggregate and anonymous. However, we may use IP address information to identify a user if we feel that there are or may be safety and/or security issues or to comply with legal requirements.

 

Cookies

What are Cookies?

We collect data using cookies. A cookie is a text file that is sent from our website as soon as you visit the site. It is stored on your computer’s hard drive and helps us to identify your computer (not you), and collects information in an aggregate, anonymous way.

Cookies may be used to collect information about your visit to our website, for example, traffic data, location data, device information, the date and time of your visit and the pages that you visit.

The use of cookies is an industry standard for most major websites. You can find more information about cookies by following this link.

Tŷ Cariad Africa’s use of cookies on our website

To enjoy the Tŷ Cariad Africa website to the full, we recommend that you leave cookies turned on. If you turn off cookies then you may not be able to enter parts of the site.

The cookie data that we collect we may use to:

·         customise the content on our website and to help to understand visitor’s current and future needs;

·         process any requests, applications or transactions you may make; and

·         aid internal administration and analysis

Managing cookies

Most browsers allow you to turn off the cookie function. To do this you can look at the help function on your browser.

Third party cookies

Tŷ Cariad Africa works with a number of third party suppliers who set cookies on our website to enable them to provide us with services. These are mainly used for reporting and advertising purposes so we can improve the way we communicate.

We use websites such as Youtube to embed videos and you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third party website for more information about their cookies and how to manage them.

Tŷ Cariad Africa also uses third party suppliers such as Facebook and Google Analytics, and these providers may use cookies. They may also use tracking pixels, which are commonly found in advertising to track the effectiveness of adverts.

As some of these services may be based outside of the UK and the European Union, they may not fall under the jurisdiction of UK courts. If you are concerned about this you can change your cookie settings (see above) and can find more information about this here.

 

How we treat children and vulnerable persons

Aged 12 or under

We do not actively seek to collect children’s data, and are most likely to do so when children are travelling on a trip with their parents or guardians. If at any time we create any materials which may lead to someone aged 12 or under providing their details, we make it clear that they should make sure that they have their parent’s /guardian’s permission first, before giving us their personal information.

Supporters in vulnerable circumstances

We recognise the importance of identifying and supporting supporters in vulnerable circumstances. If supporters in vulnerable circumstances are identified, personal information may be recorded so that we may respond appropriately in future, for example by ceasing fundraising requests or no longer making calls.

 

 
 

Your choices and telling us when things change

 
 

Preferences

You can change your preferences on what you receive from us, including marketing and fundraising materials, or how we contact you, by mail, phone or email, at any time.

Call: 0777 333 6549
Email: info@TyCariadAfrica.org
Write:
Tŷ Cariad Africa
PO Box 316
Bridgend
CF31 9JS

Updating your details

We do appreciate it if you keep your details up to date. You can do so in the same way as updating your preferences (above).

We may use Post Office address search, postcode lists or other available sources to confirm data that you provide us with, where, for example, we are unsure of what you have completed on a form.

We will not use these sources to create data that you have chosen not to provide, for example, if you have left a telephone number blank; nor will we automatically update changes of address, we will normally only update your address when you tell us it’s changed. However, if you are a regular giver, continuing to give regularly, and letters are returned to us, we may use external sources to update your address details so that we may update you on how you money has been spent through our news and stories.

Telling us to stop processing

You have the right to ask us to erase your personal data, to ask us to restrict our processing or to object to our processing of your personal data. You can do so at any time by contacting us:
 

Call: 0777 333 6549
Email: info@TyCariadAfrica.org
Write:
Data Protection Officer
Tŷ Cariad Africa
PO Box 316
Bridgend
CF31 9JS

 

Access to your information

Your rights

You have the right to request details of the information we hold about you. To receive a copy of the personal information we hold please write to our Data Protection Officer at the address given below, enclosing a cheque for £10 made payable to Tŷ Cariad Africa. We will respond within 1 month of receiving your request.

For more information about your rights under the Data Protection Act, you can visit the website of the Information Commissioner’s Office.

 

Changes to Tŷ Cariad Africa’s Privacy & Security Policy

Changes to this Policy

This policy was last updated in April 2018. We may amend this policy from time to time to take account of changes to our processes or changes to data protection or other legislation. If we make any significant changes to this policy we will show this clearly on our website, in our publications such as “Highlighted”, or by writing to you directly. By continuing to use our website you will be deemed to have accepted these changes.

Feedback

We welcome feedback or questions on this policy or on any of our actions by:

Call: 0777 333 6549
Email: info@TyCariadAfrica.org
Write:

Data Protection Officer
Tŷ Cariad Africa
PO Box 316
Bridgend
CF31 9JS