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. Third parties, such as our database provider or database consultants, may be granted short-term access to perform specific tasks.
We will only send these communications to you where:
- we have your consent to do so, or
- the processing of your personal information is necessary for us to comply with a legal obligation, or
- there is legitimate interest to contact you
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 [email protected]. 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 protected].
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 in our third-party application called Campaign Monitor, which we use to send emails.
We also use Campaign Monitor to send transactional emails, which are sent to donors and contain information about a donation. 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. 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. We continually strive to improve the quality and accuracy of the information you have provided, such as your contact details, by checking against the Post Office’s National Change of Address database and Preference management services, such as the Fundraising Preference Service and Telephone Preference Service.
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 secure services provided by WorldPay and Stripe. We do not store card details, electronically or otherwise.
Where a donation has been sent to us in the post, we will scan the form and store it on FFI’s secure servers for the purposes of maintaining an audit trail. Card details on these forms are redacted before they are scanned. The hard copy of the forms are destroyed.
FFI utilises the services of Telebank, a specialist charity response handling and fulfilment agency. Telebank receive donations in the post and processes them on FFI’s behalf, as well as sending acknowledgment letters.
FFI uses Bottomline PTX and GoCardless to process Direct Debit donations. More information on how these payment processors use your personal data and your data protection rights, including your right to object, is available at Bottomline PTX and GoCardless.
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.
We participate in Facebook’s Custom Audience and Lookalike Audience programs, which enable us to display our content to our existing or potential supporters on Facebook. We provide personal information such as your email address or phone number to Facebook which securely encrypts it. That personal information is then deleted by Facebook if it does not match with a Facebook account or once they confirm you have an account.
For more information, please see https://www.facebook.com/business/help/744354708981227
If you do not want your information to be used in this way, please contact us.
We know it’s important to our supporters to use our resources in a responsible and cost-effective way. As a result, FFI will, from time to time, use the interaction and giving history of our supporters to analyse trends over time and people’s propensity to donate towards, or engage with, 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 and interest as well as the amount of money that we might ask for. This enables us to raise money and our profile more efficiently and respectfully.
In order to protect the reputation of FFI, our fundraising policy and procedures (as well as certain legal and regulatory obligations) may require us to carry out due diligence on your donation. We may need to use publicly available information to conduct ethical screenings on potential donors of a significant gift, because we have a duty to understand where our funds come from and to identity any risks or negative impacts there might be in accepting them. This might include researching the sources of the donor’s money, previous business practices and reputation.
If you choose not to have your personal information analysed for due diligence purposes, we may not be able to accept your donation.
Using publicly available information
When communicating with individuals who have given, or might consider giving, a substantial donation to FFI, we may seek to find out more about that individual, their interests and their motivations for giving, and may invite them to become more involved in supporting our work.
We do this by collating biographical, financial, corporate and philanthropic information from a wide variety of sources, including information that is held on our supporter database and information that is publicly available. This publicly available information could be obtained by searching for current directorships listed on Companies House and third-party publications such as Debretts, Who’s Who and the Sunday Times Rich List.
We may also use third-party aggregators of publicly available information to review financial, philanthropic and professional information. This helps us optimise our approaches, which makes our fundraising more cost-effective. If you would rather we did not do this, please just let us know and we will, of course, respect your wishes.
FFI will never trade, sell or share your personal details with any third party, charity or commercial organisation other than as described above. We do not rent or share lists with other organisations, and we will never do so.