SFAC (Strengthening Families and Children) (hereby referred to as “SFAC”, “we”, “us” and “our”) is a UK registered charity under number 1186903. Our address is SFAC c/o Bridge Community Church, Rider Street, Burmantofts, Leeds, LS9 7BQ. SFAC is registered with the Information Commissioner’s Office under the Data Protection Act 2018 under registration number C1074255
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 at firstname.lastname@example.org or by writing to us at our address.
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. As you interact with our website, we will automatically collect and store information about your browsing device, including, where available, your IP address, operating system and browser type. We collect this personal data by using cookies and other similar technologies (see section titled ‘Cookies Policy’ below).
What information do we collect?
We collect and hold personal information necessary for SFAC to pursue its charitable objectives, including but not limited to advancing education for the care and protection of children, running events, keeping our service users and supporters informed of our activities, and the effective running of SFAC as an operational and fundraising charity through its professional staff, trustees and volunteers. This policy extends to the following categories of people: users of our website, donors, newsletter subscribers, people who contact us (either via the form on our website, by post, by email or by phone), followers of our social media and other social platforms, event attendees, and people who purchase items from our online store.
The type of information we collect and how we use it depends on the reasons why you are providing it to us. We may collect the following categories information:
- Your name;
- Your contact details (e.g. postal address, email address, telephone number, mobile number);
- Details about purchases from our online shop;
- Your bank/card details;
- Information as to whether you are a taxpayer;
- Photographs or film footage of participants in SFAC events, subject to obtaining explicit consent from the participant, including written consent prior to use in any external/internal publications, communications or social media posts;
- Information concerning internet connection, equipment used to access SFAC websites and usage details;
- Information you provide to us in the website contact form.
If you are aged 16 or under, you must get your parent, guardian or carer’s permission before you provide any personal information on this website.
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!
If you contact us through the website contact form then we will reply to you using the details you provided. This will be limited to the subject of correspondence and we will store your details electronically until the communication has concluded.
If you interact with us on social media (Facebook, Instagram, You Tube or other form of social media where SFAC is present) then you have consented to provide us your name and image and SFAC will respond where appropriate. If you send us a direct message on those sites you 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 or for any other reason. If you are active on our social media pages (e.g., following, liking or interacting with our content) we will not use that activity to find out your email address or to private message you. Your information is only known to us as a person that is active on 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 or other bank and bank account SFAC holds then we receive the details provided on the bank statement (name, amount of donation, any other payment details provided). If you also complete a gift aid form we will retain the information provided for a minimum of seven years for accounting and tax purposes.
If you donate to us via a third-party such as CAF, JustGiving, Easyfundraising, or similar, we receive the details they provide to us. The information we are provided with will depend on whether you have consented for the information to be provided to us and you should consult such third-party’s privacy policies for further information. We would only contact you where you have provided consent to do so.
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 before being deleted within one calendar year or earlier.
If you write to us and provide details or contact us by phone and wish us to contact you, we will store this information until it is no longer required to fulfil the enquiry.
Training or SFAC Services
You may provide SFAC information including email addresses, phone numbers, names of people attending and may provide images for SFAC social media use. Such information is given by you and taken as consent. SFAC will store such information electronically in a password protected site. Names of people attending SFAC training courses will be maintained beyond the event only for certification purposes from a third party provider. Email addresses will be stored per email communication below and phone numbers, addresses and organisational data in regards registration details as per terms and conditions of SFAC’s work with a partner organisation. Images provided will also be subject to those terms and conditions and will only be used where consent has been given verbally for the photo or image to be taken and used in line with the written consent given in the terms and conditions. Organisations and individuals are free to ask for withdrawal of their image at any time by contacting SFAC.
Email Communication for SFAC Services
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. SFAC does not control what information it receives from a third-party source.
What do we do with the information?
We use the information SFAC receives for the following main purposes:
- To send fundraising or communication materials;
- To provide you with access to the information, services, products and support you asked for;
- To process donations and gift aid (including contacting you in relation to any administrative issues with donations);
- To respond to queries or complaints made to us;
- To administer and protect our website.
Gift aid forms
Where you provide us a gift aid form we will send any relevant information to HMRC for the processing of gift aid – this is normally your name, address, amount donated over the year.
Donations or subscriptions made on third-party platforms
We receive the information you have consented to provide to the third party platform. This information is received from the third-party provider and SFAC stores such information (such as donation statements) electronically on a password protected site. This is to monitor donors and to ensure we are complying with statutory regulations on money laundering and terrorism. If we are suspicious about a particular donor or donation in this regard, we are required to report such concerns to the statutory authorities. We may also use the information provided to contact you if there are administrative problems with your donation that we need to clarify.
For mailing lists the information received from the third party is used to send communications and the information provided also tracks individuals opening rates and click through rates. These are viewed on the third party platform only and are used to monitor SFAC communications practice ways to improve communication and assess our communications strategy. It also tells us where people are (country and region) when they open the communication. This information is stored electronically on a password protected site.. Only SFAC has access to your information and it is not used by Mailchimp for other purposes. For more information visit the Mailchimp site.
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 follow- up communications we may wish to make or to contact you about queries relevant to the event or in response to emails sent to SFAC from you about the event.
Where you have contacted SFAC directly on social media, email, letter or phone SFAC will store the information for the relevance of the communication requested or to upload your details on the mailing list where this is requested or consented to. If you like or join a SFAC social media page your information is stored by the third party provider subject to their privacy conditions.
Where you provide a donation directly to SFAC the information we receive depends on the information provided by the bank or by you in the transaction information. We may use that information to identify you as a donor for purposes of money laundering and terrorism checks as per statutory regulations and charity commission’s know your donor guidance. The information provided on bank statements is stored by SFAC electronically in a password protected site and will remain on SFAC bank statements that are also uploaded onto bookkeeping systems for accounting purposes.
Training and SFAC Services
Information provided for these purposes is stored electronically and used for communication purposes, due diligence checks, field visit records and project recording. The latter is used to keep record of work completed, work planned, work communication about work between SFAC and said organisation(s). All information is handled in accordance with terms and conditions of working with organisations.
The legal bases we rely upon to use your information
The legal basis we rely upon to process your information will depend on the circumstances in which it was collected and used. In most cases, the legal basis will fall into one of the following categories:
- Where you have provided consent for us to use your personal information in a particular way;
- Where the processing is necessary for compliance with a legal obligation we have; and or
- Where the processing is necessary for our legitimate interests, for example carrying out our charitable objectives.
Where we are relying on your consent as the basis for processing data, you may modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to provide services to or interact with you in the future. Where consent is sought in relation to a child under the age of 16 years old, we will require that such child’s parent, guardian or carer provide that consent.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. We may also use your personal information for other purposes which we specifically notify you about and, where appropriate, obtain your consent. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at email@example.com.
With whom we share your information
Your data may be processed and viewed by SFAC staff, trustees and volunteers in the course of SFAC’s activities (all of whom are required to adhere to our data protection and information security policy). If you provide us with sensitive personal data, for example relating to your health, such data will only be accessible to those who need to process that data to provide the relevant service or support to you.
Your data is not sold or passed onto any other bodies, individuals or organisations without your explicit consent. We will pass on details to statutory authorities where required to do so under legislation or criminal investigations or to help safeguard a vulnerable person.
How do we store the information?
Information from third-parties (for example Mailchimp, giving platforms, Gumroad) is stored on their sites and SFAC only has access to it. With the exception of donor records, as discussed above and below, we do not store that information elsewhere unless required to do so for statutory or criminal investigation obligations; in which case all information is stored electronically on a SFAC password protected site. If you want to check how information on third party providers is stored you need to read the privacy policies of such third-parties; for example, on the CAF donation site or Mailchimp provider.
For Gift Aid forms and direct donations to SFAC we store the information provided in electronic form on a password protected site.
We may transfer and store your personal information outside of the European Union or the United Kingdom. For example, we store information on Google Workspace, a cloud-computing provider. We will take reasonable steps to ensure the security and confidentiality of your information when it is transferred internationally, which may include entering into standard contractual clauses with the entity to which we are transferring your data. Please contact us at firstname.lastname@example.org if you would like a copy of the relevant transfer mechanism we have in place. Information submitted onto third-party donation platforms by individuals in Australia and the US may be transferred by that entity to the authorities in those countries; such transfers will take place subject to those platforms’ privacy policies.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
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 provided for the purposes of receiving communications from SFAC is maintained until you withdraw your consent to receive such communications. However if SFAC notices you have not communicated with us or opened any mail sent to you after one year we will delete your information and assume you are no longer actively consenting to SFAC communicating with you.
For SFAC services we store the information whilst we are working with you and for twelve months thereafter. Then information is archived electronically and remains electronically protected and then deleted after five years if SFAC has not engaged in further work. SFAC will retain details of the organisation’s name, location and dates of engagement indefinitely.
For all other information, we will keep it only for so long as is necessary to fulfil the purposes for which we collected it and/or for as long as is necessary for the legitimate purposes of our legal rights and obligations. After that time, we will delete your data from our systems and require that anyone to whom we have passed your information also delete it. To find out what this means in your particular circumstances, please contact us at email@example.com
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 you would like to rectify any inaccurate information, please contact us at firstname.lastname@example.org or by writing to us at our 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?
In certain circumstances, you have a right to ask us to delete any information we hold about you.We may need to retain information for specific reasons, for example tax and accounting purposes. You can ask that information is deleted if (a) it is no longer needed for the purpose for which it was collected; (b) you withdraw consent for communications; (c) the information must be erased to comply with a legal obligation to which SFAC is subject; (d) we misuse your data; or (e) there is no just reason for us to retain it.
In certain circumstances, you can also restrict what we can do with the information we have. For example, you can ask us not to use your information if (a) you think it is inaccurate in order to allow us to rectify it; or (b) there is a dispute between us about our need to retain information that you wish us to delete.
In certain circumstances you can also object to us using your information where we are relying on our legitimate interests to use that information.
If you would like to make use of these rights, please contact us at email@example.com or by writing to us at our address.
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 any time by contacting us in writing via email@example.com or by writing to us at our address.
Can I ask SFAC to transfer my information to another entity?
Yes, in certain circumstances you may request that we transmit your data in a structured, commonly used and machine-readable format to another entity. If you would like to do so, please contact us at firstname.lastname@example.org or by writing to us at our address.
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?
Our website only uses first party cookies i.e. cookies that are put on your device directly by the website provider and are used to recognise your device when it revisits a site and to remember your preferences as you browse the site.
Our website only uses persistent cookies, which remain on your device until the expiry data specified in the cookie is reached.
|Type of cookie||Explanation||Cookie|
|Strictly necessary||Such cookies are necessary to enable SFAC to operate our website.||cookielawinfo-checkbox-necessary|
The cookies we use do not identify you but help 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.
You can prevent cookies from being downloaded onto your device by selecting the appropriate settings on your browser. Most browsers will tell you how to stop accepting new cookies, how to be notified when you receive a new cookie and how to disable existing cookies. This process can be completed in the most common browsers as set out below:
- on Microsoft Internet Explorer this can be done by selecting Tools> Internet Options> Privacy> Settings> Advanced;
- on Firefox, this can be done by selecting Tools> Options> Privacy> Cookies;
- on Google Chrome, this can be done by selecting Settings> Privacy and security> Site Settings > Cookies and site data; or
- on Safari, this can be done by selecting Preferences> Privacy.
- For any other please check your settings and privacy sections in your internet browser.
For further information on how to change your cookie preferences, click “help” on your browser’s menu or visit www.allaboutcookies.org. Please note that without cookies, you may be prevented from using some of the services offered on our website.
Most browsers also allow you to view websites in “private mode”, which deletes cookies after you visit the site. To learn more about activating “private mode”, please read the help section of your browser. You can still visit our website if your browser is in “private mode”, but the user experience may not be optimal and some functions may not work.
If you want to remove previously stored cookies, you can manually delete cookies at any time. This will not prevent our website from placing further cookies on your device, however, unless and until you adjust your browser settings as described above.
Links to other sites
Queries and Complaints
If you wish to make a complaint relating to the information we hold you can contact us at email@example.com. 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.
You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk You can find further details about your rights and make complaints on the Information Commissioner’s website.