Your privacy is important to us at SFAC and important to you. This policy sets out what information we collect, store and use about you.
We hope this policy is clear and concise but if you have any queries or questions then please contact us.
Underlining this policy is our commitment to protect your information in line with data protection legislation; namely, data protection act 1998, GDPR (General Data Protection Regulations) 2016/679 and PECR (Privacy and Electronic Communications Regulation) 2003.
How do we obtain information about you?
We obtain information that you consent to give us. We do not buy information or search for information that exists about people. We obtain information that you provide to us.
How do I provide personal information about myself to SFAC?
You can do this in lots of different ways that we outline below:
Consent for newsletters and communications from SFAC
If you have given us consent to contact you about SFAC’s work we will store the information provided. You may provide this information through the link on the website, through a direct message to SFAC, or through completing a written form.
You can remove your permission and unsubscribe from communications at any time either by contacting us in writing or clicking the unsubscribe button. Although we hope you always want to stay in touch!
Within Mailchimp we will be able to see who opens our communications and who clicks on articles within the communication.
If you contact us through the website contact form then we will contact you back on the details provided. This will be limited
to the subject of correspondence and we will store that electronically until the communication has concluded.
If you interact with us on social media (Twitter, Facebook, Instagram, You Tube) then you provide us your name and image and if you send us a direct message on those sites we understand that you are providing consent for us to contact you via that link. We will only contact you via private message in relation to the message sent and will not use it for any direct marketing. If you are present on our site then we will not use that presence to find out your email address or to private message you. Your information is only known to us as a person that likes our page.
If you make a donation to SFAC you provide us information either directly or through a third-party source.
If you donate to us via Reliance Bank then we receive the details provided on the bank statement (name, amount of donation, any other payment details provided).
If you donate to us via a third-party such as CAF, MyDonate, VirginGiving, or similar we receive the details they provide to us. This depends if you consented for the information to be provided to us and you need to see their privacy policies for further information and what information they provide SFAC. We would only contact you where you have provided consent to do so.
If you also complete a gift aid form for us we will retain the information provided for a minimum of seven years for accounting and tax purposes. All gift aid forms will be stored in a password protected electronic folder.
For all donors where we have information about them we also keep a donor record that stores basic information about you – your name, platform you give through, frequency of donation, amount of donation, contact details we have and where they are stored (eg email address stored on CAF site), gift aid consent has been received. This information supports our administration of donations including for statutory regulations and accounting purposes.
Attending an Event
If you have attended a fundraising SFAC event then you may have provided us your name and contact details for ticket and other fundraising purposes. The information will be retained for the event and for any accounting reasons following the event.
If you write to us and provide details or contact us by phone and wish us to contact you will store this information until it is no longer required to fulfil the enquiry.
What if I want to change the information SFAC is provided from a third-party source?
You would need to contact that provider to change it as SFAC cannot override the information it receives from a third-party source.
What do we do with the information?
Mainly the information SFAC receives we use to send fundraising or communication materials to, process gift aid and donations. We may also contact you in relation to any administrative issues with a donation, to respond to any query or complaint made to us.
Gift aid forms – where you provide us a gift aid form we will send any relevant information to authorities for the processing of gift aid.
Communication consents – where you have given permission for SFAC to contact you about our work, events, training or resources we will provide the email address to Mailchimp server. On this server we will be able to track who receives, opens and clicks on links within the communication. It also tells us where people are (country and region) when they open the communication. This is used to help us consider what works in our communications, ways to improve communication and assess our communications strategy.
We will pass on details to statutory authorities where required to do so under legislation or criminal investigations. Your data is not sold or passed onto other bodies, individuals or organisations without consent.
We store donors details on a donor tracker in addition to the information provided to us on third-party dashboards or Reliance Bank. The tracker is stored electronically on a password protected site. This is to monitor donors and ensure we are complying with statutory regulations on money laundering and terrorism and have completed and verified that we are not recipients of any suspicious donations. If we were concerned we are obligated to refer such concerns to the statutory authorities for their investigations. The information we store on the tracker is your name, amount donated, platform donated, whether you are known to SFAC or any staff, gift aid, address (if known) (a best practice guidance to verify our donors to identify and prevent SFAC being used for money laundering guidance).
We may also contact you if there are administrative problems with your donation that we need to clarify.
If you attended an event we may also contact you if we have consent to inform you about the outcome of the event and any thank you’s we wish to give.
How do we store the information?
Information from third-parties is stored on their sites and SFAC has access only to it. We do not store that information and if you wanted to check how that information is stored you need to read the privacy policies, for example, CAF donate site.
Where you have given consent for SFAC to mail or communicate with you we store the information on Mailchimp provider. This information is stored electronically on a password protected site. By signing consent to SFAC to have your information you are also agreeing to us storing this information on Mailchimp server. Only SFAC has access to your information and it is not used by Mailchimp for other purposes. For more information visit the Mailchimp site.
How long is information stored for?
If you provide SFAC with gift aid information this is stored for 12 years. Any financial information is stored for six years for accountancy and tax purposes. Information for SFAC to communicate with you is maintained whilst you have given consent and until such consent is withdrawn. However if SFAC notices you have not communicated with us or opened any mail sent to you after three years we may delete you and assume you are no longer actively consenting to SFAC communicating with you.
Can I change information that is inaccurate?
Yes you can contact us directly if it is information we store for you such as gift aid information or your email address.
If it is information provided through a third-party then you will need to contact that provider.
Can I delete the information I have provided to SFAC?
Yes, you have a right to be forgotten for any information SFAC has about you in certain circumstances however we may need to retain information for tax and accounting purposes. You can ask information is deleted if it is no longer needed for a specific task, withdraw consent for communications, to comply with a legal obligation, if we misuse your data or there is no just reason for us to retain it.
You can also restrict what we can do with the information we have. For example, ask us not to use it if you think the information we have is inaccurate until this is rectified, where there is a dispute between us about our need to retain information that you wish us to delete.
Can I change what communication I want to have with SFAC?
Yes, you can change your preferences for what, if any, information you want to receive from SFAC by contacting us directly on firstname.lastname@example.org or by unsubscribing on the button on any communications. You can also write to us or telephone us on the details on our website.
Can I find out what information SFAC holds about me?
Yes, you can request to know what information we hold about you at anytime by contacting us in writing via email@example.com
What is a cookie?
A cookie is a small piece of data on your computer, tablet or mobile. It is used to improve your browsing experience and to provide anonymous analytical data about website use.
How do we use your cookies?
The cookie does not identify you but helps us collect data about the use of our website including pages that have been viewed, how often people visit our website, what links you connect to, what country and region you are in when you view our website. This helps us track and analyse use of our website. If you wish to disable your cookies you can do some and guidance is available on various websites to help you do this or your internet browser help section.
How do i give consent to my cookies being used in this way?
Queries and Complaints
If you wish to make a complaint relating to the information we hold you can contact us at firstname.lastname@example.org. Your complaint will initially be considered by a senior staff member in 14 working days. If you are not satisfied a trustee will review the complaint and respond within a further 28 working days. Following this you can contact the Information Commissioners Officer or you can contact them directly without coming to SFAC first.
You can find further details about your rights and make complaints to the Information Commissioners Office.