The data we hold
If you choose to share your name and postal address with us, then we will store this information on our database, where it will be held securely in the UK.
Access to the database is limited to only those members of FFI staff who need to see it in order to process donations, send acknowledgement letters and copies of our publications, and to make you aware of FFI events, appeals and news. We will only send these to you where appropriate and where we have your consent to do so.
You can request to stop receiving our communications, or for us to erase your data, at any time by contacting Tom Beesley on +44 (0)1223 749018, or emailing firstname.lastname@example.org. Please note if you request to stop receiving communications, we will need to store your details on a secure database to enable us to comply with your request (even if we erase your data from our other systems).
You have the right to object to us processing your data where we are using your data for marketing, or processing your data based on our legitimate interests or the public interest, including any profiling for these purposes. You can make your objection at any time by contacting Tom Beesley on +44 (0)1223 749018 or emailing email@example.com.
In cases where we are sending mailings to a large number of people, FFI uses a carefully selected third party to print and post our communications. In these cases, your name and address will be provided securely to that third party only for the purposes of sending that mailing. Our third party commits never to share these details with any other party unless absolutely necessary for carrying out an agreed process, and to deleting these details as soon as the mailing is completed.
If you have provided FFI with an email address, and we have your explicit consent to do so, then we will from time to time send you information about FFI events, news and projects that are in need of funding. These emails will always be accompanied by a link allowing you to unsubscribe at any time. Your email address will be stored on our secure database in the UK, and the emails will be sent using a third-party application called Campaign Monitor which processes and stores your email address securely in the US. Campaign Monitor will also provide us with details about which emails you have opened and when, and what links within an email you may have opened. FFI will only use this information to ensure that what we send is relevant, timely and interesting to you. Campaign Monitor are certified with the EU-U.S. Privacy Shield Framework and details of how they keep your data safe can be found on their website.
We maintain a history of interactions between FFI and our donors on our secure database in the UK. These include notes about inbound and outbound communications (i.e. to tell us that we have sent you something, or to tell us that you have written, telephoned or emailed us for any reason).
Subject Access Request
You can request a copy of the data we hold in relation to you. We commit to providing this within one month of receipt of your request. We will only withhold data in limited circumstances where we have legitimate reasons for doing so (for example, where releasing this information will affect another person’s privacy rights). Please contact the Data Protection Lead (details below) to request this information.
Keeping data up to date
We will do our best to ensure that all data we hold is kept as up to date as possible. If your information changes or you think the information we have is incorrect, please let us know so that we can make the necessary amendments to our records.
We will only keep your data for as long as is necessary. We will delete your information as soon as there is no longer any legitimate reason to retain it.
If you have provided us with your credit or debit card details for the purposes of making a donation, then we will use those details only for the purposes of processing that donation, which we do through a secure service provided by WorldPay. We do not store card details, electronically or otherwise.
Where a donation has been sent to us in the post, we will store a paper copy of the donation only for the purposes of maintaining an audit trail. Card details on these forms are destroyed before they are stored.
If you have provided FFI with your bank account details for the purpose of setting up and maintaining a Direct Debit, then this data will be held securely on our database in the UK. These account details will be sent securely to BACS Payment Schemes Ltd to set up the Direct Debit, so that we can claim the money on the date that has been agreed with you prior to setting up the Direct Debit. You can contact us to amend your Direct Debit details – including the amount, the day we claim the payment, and the account details we claim from, at any time.
If you have provided FFI 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.
FFI will, from time to time, use the donation and giving history of our supporters to analyse trends over time and people’s propensity to donate towards our various projects. We use the results of this analysis to ensure that any fundraising appeals we send are appropriate to our donors both in terms of timing as well as the amount of money that we might ask for. This enables us to raise money more efficiently and respectfully.
FFI will never trade, sell or share your personal details with any third party, charity or commercial organisation unless it is strictly necessary for processing a donation, membership subscription or mailing list sign up. We do not rent or share lists with other organisations, and we will never do so.