Privacy Policy - Aid Reaching Children

We are Aid Reaching Children, a Guernsey registered Charity (number) CH259. Our vision is of people in all areas of the world having access to the education, healthcare and welfare services that they need.

We raise funds for carefully chosen projects where children are in distress through whatever life has thrown at them, war/disaster zones, poverty, sickness, homeless and on larger scales children that are orphaned.

In short we try to provide children with what we believe children have a right to:-

Security, food, good health, education, a home and, of course, Love

We work with and follow all chosen projects through to ensure the aid that is needed reaches the children in need.

We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal data. We want to make it easy for you to tell us how you want us to communicate, in a way that suits you. If you don’t want to hear from us, that’s fine – you can change your preferences at any time. Just let us know when you provide your data or contact us on:

Email:Aidreachingchildren@gmail.com
Post: Liberte, Le Hurel Lane, Vale, Guernsey. GY3 5AF
Phone: 07781103369

Data protection laws mean that each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. Under article 6 of GDPR the lawful basis for Aid Reaching Children data processing is as follows:

Legitimate interests

We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights).

We consider our legitimate interests to include all of the day-to-day activities Aid Reaching Children, carries out with personal information. Some examples where we are relying on legitimate interests are:

use of personal information when we are administering our supporter database
use of personal information to administer, review and keep an internal record of the people we work with, including supporters, volunteers and researchers
when we send you marketing material via post
where you have signed up with us on a charity place for a third party event sharing personal information with the third party event organiser so they can administer the event.

We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way.
When we use sensitive personal information we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information manifestly public, we need to process it for employment, social security or social protection law purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

We will only ever send you marketing via phone, email or SMS with your consent – which you can update at any time. If you are receiving marketing from us via post, you can opt out at any time by using the contact details at the beginning of this document.

What information does Aid Reaching Children collect about me?

Personal information is collected directly from you when you interact with Aid Reaching Children, for example signing up to an event, participating in an event, volunteering or making a donation. Information may be collected in person, over the phone, online, on paper or by SMS.

We collect, store and use the following kinds of personal information:

your name
your contact details (including postal address, telephone number, e-mail address and/or social media identity)
your date of birth
your gender
your bank or credit card details where you provide these to make a payment
if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have)
information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location
information about events and activities which we consider to be of interest to you
information as to whether you are a taxpayer to enable us to claim Gift Aid
any other personal information you provide to us

The information we collect will typically include your name, postal and email addresses, your phone number, 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 Aid Reaching Children’s work. Examples include:

administer your donation or support your fundraising, including processing Gift Aid and thanking you appropriately
keep a record of your relationship with us
to provide you with the information you have requested such as project information.
to let you know about new campaigns and projects
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
for internal record keeping, such as the management of feedback or complaints;
to notify you of changes to our policies
to check on your preferences from time to time to ensure they are up to date
process applications for funding and for administration of our role in the projects we fund
further our charitable objectives
process your application for a job or volunteering position
audit and administer our accounts

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 Just-Giving, Virgin Money Giving, BT My-Donate, Morris Group, GMG group, PDV-DLG Limited, EvolutionDM, Zebra Fundraising, CAF. These organisations will have their own data protection and privacy policies which you should be aware of. 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 Aid Reaching Children 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 do not use external services or publications to increase and enhance the information we hold about you. We do not pass your details on to 3rd parties other than for the processing administration of your donations, events participation or volunteering activity. We do not pass your details on to other charities.

How secure is the information I give you?

Aid Reaching Children 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 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.

Credit, Debit card payment information

If you use your credit or debit card to donate to us, buy something or pay online or over the phone, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. Find out more information about PCI DSS standards by visiting their website at www.pcisecuritystandards.org.

We do not store your credit or debit card details at all, following the completion of your transaction. All card details and validation codes are securely destroyed once the payment or donation has been processed. Only those staff authorised to process payments will be able to see your card details. If we receive an e-mail containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this.

How long will you keep my information?

Aid Reaching Children has specific criteria to determine how long we will retain your information for, which are determined by legal and operational considerations. For instance we are required to keep some personal information for tax or health and safety purposes, as well as keep a record of your interactions with us. For consent based communications we aim to operate on a best practice basis of refreshing consent at least every 24 months.

How do you use my information if I apply for a job?

Upon applying to work or volunteer at Aid Reaching Children, 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 Aid Reaching Children; 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 Aid Reaching Children will automatically have their application details saved and retained on encrypted devices. If you would like for us to remove your details from our database at any time, please write to aidreachingchildren@gmail.com to let us know. Your details will then be removed from our database.

How do I opt out of future communications?

Aid Reaching Children will give clear opportunities to opt out of future communications every time we communicate with you. If you prefer, you can contact our team directly and a member of staff will ensure that you are removed from our marketing communications right away.

How we protect your information

Our online forms are always encrypted and our network is protected and routinely monitored. If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.

However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.

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 Aid Reaching Children Data Protection Officer at the following address:

Data Protection Officer
Liberte
Le Hurel Lane
Vale
Guernsey
GY3 5AF

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. Aid Reaching Children has waived its legal right to levy a fee for this service.

Complaints

If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve. Please address any complaints to:

Email: aidreachingchildren@gmail.com
Post: Liberte, Le Hurel Lane, Vale, Guernsey GY3 5AF
Phone: 07781103369

Policy updates

This policy was last updated in Oct 2022. Please do check this page occasionally to see if we have included any updates or changes, and that you are happy with them. If we make substantial changes to this policy we do reserve the right to send this proactively to our supporters.

Cookie policy

Our website may use cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

Our cookies help us:

Make our website work as you’d expect
Remember your settings during and between visits
Improve the speed/security of the site
Allow you to link to pages with social networks like Facebook
Continuously improve our website for you

We do not use cookies to:

Collect any personally identifiable information (without your express permission)
Pass data to advertising networks
Pass personally identifiable data to third parties
Pay sales commission
You can learn more about all the cookies we use below

Granting us permission to use cookies

If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however doing so will likely mean that our site will not work as you would expect.