We are ActionAid, an England and Wales charitable company limited by guarantee (with company number 01295174), charity number 274467 and Scottish charity number SCO45476. We rely on the generosity of thousands of supporters to continue our work working with communities to end poverty in some of the world’s poorest countries.
We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal data. If you would like more information or would like to change the way we communicate with you, please contact us here:
- Email: firstname.lastname@example.org
- Post: Supporter Contact, ActionAid UK, Chataway House, Leach Road, Chard, Somerset TA20 1FR
- Phone: 0800 012 2038
Your personal data is protected by UK legislation, specifically the Data Protection Act 1998, and the Privacy and Electronic Communications (EC Directive) 2003.
What information does ActionAid collect about me?
Personal information is collected directly from you when you interact with ActionAid, for example signing up to a campaign action, enquiring about an event, participating in an event, volunteering or making a donation. Information may be collected in person, over the phone, online, via webchat, on paper or by SMS.
The information we collect will typically include your name, postal and email addresses, your phone number, your date of birth and your bank details if you are supporting us financially. Very occasionally we may need to collect information that the Data Protection Act considers to be ‘sensitive’. In such instances we would be very clear with you that we wished to collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission.
We may also receive information about you from other sources, as explained below.
How is my information used?
We collect this information in order to process your requests and to also keep in touch with you about ActionAid’s work. Examples include:
- to provide you with the services, products or information you have requested like child sponsorship feedback
- to process donations or other payments and verify financial transactions
- to process Gift Aid donations
- to send fundraising appeals
- to invite you to participate in campaigns
- to record any contact we have with you to help us ensure we provide you with the most appropriate communications
- to notify you of changes to our policies
- to check on your preferences from time to time to ensure they are up to date
- to ensure that content from our site is presented in the most effective manner for you and for your computer
- from time to time we may use external data sources to increase or enhance the information we hold about you. Further details can be found in the ‘How do you work with third parties in processing my personal data?’ section below.
How do you work with third parties in processing my personal data?
Certain third party organisations collect data on our behalf as well as for their own use. We may receive your personal details from third party organisations for our marketing purposes where you have consented for this information to be shared.
Third party organisations we currently receive data from are JustGiving, Virgin Money Giving, Care2, BT MyDonate, Tough Mudder, RealBuzz, Classic Tours, Charity Challenge, Discover Adventure, Action Challenge, Skyline and Eventbrite. These organisations will have their own data protection and privacy policies which you should be aware of before signing up.
We may also use other companies to provide services and process your personal data on our behalf, including delivering postal mail, making telephone calls to our supporters, sending emails, processing credit card payments and analysing supporter trends to help us offer you communications that are most appropriate to you and your interests. We will only provide those companies with the information they need to deliver the specific service and we ensure that your data is treated with the same level of care as if we were handling it directly.
We may also disclose or use personal information if required to do so by law and may use external data for the purposes of fraud prevention, for example to comply with money laundering regulations, or otherwise to protect the rights, property or safety of individuals.
Your information may be used to ensure that ActionAid complies with the Fundraising Regulator’s Code of Fundraising Practice, which stipulates that we must take steps to assess and manage risks to our work and reputation with regard to certain levels of donation. More details can be found at www.fundraisingregulator.org.uk.
We may make use of profiling and screening methods to produce relevant communications and so provide a better experience for our supporters. Profiling can help us target our resources more effectively through gaining an insight into the background of our supporters and helping us to build relationships that are appropriate to their interests and capacity to give.
To do this we may use additional external sources of data to increase and enhance the information we hold about you. This may include obtaining details of changes of address, date of birth, telephone numbers and other contact details, information related to your wealth, and consumption and demographic data generated through the MOSAIC geodemographic tool. It may also include information from public registers and other publicly available sources such as Companies House, newspapers and magazines.
If we were to merge with another charity or restructure, we may share your personal details with other entities involved in the merger/restructure for that purpose.
How secure is the information I give you?
ActionAid takes the care of your data seriously and undertakes to protect your personal information in a range of ways including secure servers, firewalls and SSL encryption. We follow payment card industry (PCI) security compliance guidelines when processing credit card payments and any personal information transferred between locations will be both encrypted and password protected. Unfortunately, the transmission of information using the internet is not completely secure. Although we will do our best to protect your personal data sent to us this way, we cannot guarantee the security of data transmitted to our site.
How long will you keep my information?
We will retain your information for as long as you have an active relationship with ActionAid. If you cease to have an active relationship with us or request to receive no further contact, we will retain some basic information in order to avoid sending you unwanted materials in the future, and to ensure that we don’t accidentally duplicate information.
Will my information ever go outside Europe?
ActionAid is aware that countries outside the European Economic Area have differing approaches to data privacy laws, and that enforcement may not be as robust as it is within Europe’s borders.
If you are a child sponsor or Next Step supporter, some of your personal data will be shared with ActionAid members in other parts of the world to enable the operation of these programmes. This information does not include financial details and is only ever shared in this way for defined purposes, namely to send child messages or programme updates from the country you support.
Organisations we work with who process data in the USA have verified their data processing standards meet the EU-US Privacy Shield, which sets out clear safeguards and transparency responsibilities for US-based organisations processing data from EU citizens.
How do you use my information if I apply for a job?
Upon applying to work or volunteer at ActionAid UK, we will only use the information you give to us to process your application and to monitor recruitment statistics.
If there is an instance in which we need to disclose your details to persons outside of the ActionAid Federation; for example, when taking up references or obtaining a disclosure from the Disclosure Barring Service (previously known as the Criminal Records Bureau), we will inform you in advance of doing so, unless we are required to disclose this information by law.
All candidates applying to work or to volunteer at ActionAid will automatically have their application details saved and retained on our secure recruitment portal. If you would like for us to remove your details from our database at any time, please write to JobsUK@actionaid.org to let us know. Your details will then be removed from our database.
We always keep anonymous statistical information about applicants to develop our recruitment processes and for equality and diversity monitoring but this does not contain any information that could be used to identify individual job applicants.
If you begin employment with us, we will put together a staff file which will contain your information. We keep the information in this file secure, and will only use it for matters that apply directly to your employment with ActionAid.
Once you stop working for us, we will keep this file according to our record retention guidelines. You can contact us to find out more about this.
How do I request an information access report?
To request an information access report which details the information we hold about you, please send your request in writing to the ActionAid Data Protection Officer at the following address:
Data Protection Officer
Somerset TA20 1FR
We aim to issue an initial response to all enquiries within five working days, and will offer a full response to all information access requests within forty working days of receipt. ActionAid has waived its legal right to levy a fee for this service.
This policy was last updated in April 2017.
ActionAid reserve the right to make alterations from time to time. Please check this website from time to time for the latest version. Further information on our cookies policy can be found at www.actionaid.org.uk/about-us/cookies-on-the-actionaid-website.
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