Welcome to Freedom from Fistula’s privacy notice.
Freedom from Fistula and its supporting charity the Gloag Foundation are committed to respecting your privacy and protecting your personal data. . This privacy notice informs you about the data processing practices carried out by Freedom from Fistula and our supporting charity the Gloag Foundation and also tells you about your privacy rights and how the law protects you.
If you have any requests concerning your personal information or any queries with regard to our practices, please contact our Mairi Graham at Freedom from Fistula, The Steading, Kinfauns, Perth, PH2 7JU or at firstname.lastname@example.org or call us on +44 (0)1738 633 264.
Purpose of this Privacy Notice
This privacy notice aims to give you information on how Freedom from Fistula, and its supporting charity the Gloag Foundation, collects and processes your personal data, including any data you may provide to us from time to time.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
4.1 Collecting your information
4.2 How we use your data
4.3 Keeping your data safe
4.4 Keeping your information up to date
4.5 Sharing information
4.6 Your data rights & right of erasure
4.7 Legitimate business use
Both Freedom from Fistula and the Gloag Foundation have our registered offices at The Steading, Kinfauns, Perth, PH2 7JU (“we”, “our” and “us”). We are data controller of any personal data that you provide us.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We collect information from you when you enquire about our fundraising activities, make a donation, make an enquiry through any of our websites or if you otherwise provide us with personal information, for example, in person, over the phone, online, on paper or by SMS. This includes any interactions you may have with staff members of Freedom from Fistula or the Gloag Foundation, consultants or contractors legally working on behalf of us, and any of our trustees’.
We may collect, use, store and transfer the following kinds of personal data about you:
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
In addition to the above, we collect information automatically about your visit to our website. Please see our Cookies section for more details. We gather general information about the use of our website, in particular, the pages users visit most often. We may also track popular links on emails originating from us. We may use this information to personalise the way our website is used to improve the service we provide to users. Wherever possible, we use aggregated or anonymous information which does not identify individuals.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
We usually do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
We may send you information about our charities work according to the preferences you agreed. If you would like to update your preferences at any point, please email us at email@example.com or call us on +44 (0) 1738 633 264.
Alternatively, you can also write to us at Freedom from Fistula, The Steading, Kinfauns, Perth, PH2 7JU.
We collect your information in the following ways:
You may give us your information in order to make a donation either monetary or otherwise, communicate with us generally, participate in an event for or with our charity, or opt in to receiving communications from us via our website or through an email.
We combine information you provide to us with information available from external sources. This is known as data/tele appending and it may assist us to contact you in the event that we have been unable to contact you or if we believe some of the original information to us is incorrect.
The information we get from other organisations may depend on your privacy settings or the responses you have provided to them. The three sources of information utilised are as follows:
Third party organisations
You may have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site. These sites operate their own privacy policies and data handling procedures and we cannot be held responsible for data handling during your time visiting their site.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, Instagram, Linkedin or Twitter, you might give us permission to access information from those accounts or services. You may also do this when signing up for a third party site such as Just Giving in which case the information would then be re-directed to us. Social Media sites such as these operate their own data handling procedures and privacy policies, please check these policies before agreeing to sign up.
Information available publicly
This may include information found in places such as Companies House, the electoral roll and information that has been published in articles/newspapers.
Like most websites, we use “cookies” to help us make our site – and the way you use it, better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone/tablet). They make it easier and faster to interact with our website by (for example) filing in your name and address in the text fields.
In addition, the type of device you’re using to access our websites and the settings on that device may provide us automatically with information about your device, including what type of device it is and what operating system you’re using. Your device manufacturer or operating system can provide you with the details of what information they provide us with.
This is explained in more detail in section 6 below.
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example by making a donation, volunteering, registering to fundraise or signing up for an event, we will usually collect:
Where it is appropriate, we may also ask why you have decided to donate to us. This question will never be mandatory.
We use your data to:
We may also use your personal information to detect and reduce fraud and credit risk.
We will ensure that there are always appropriate technical controls in place to protect your personal details. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
Some of our suppliers and partners may run their operations outside of the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based within the UK, we will take all steps reasonably necessary to ensure any data handled outside of this area is covered with an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us, you agree to this transfer, storing or processing at a location outside the EEA.
We may be asked to disclose your details to the police, regulatory bodies or legal advisors and will so do when bound by law.
We use publicly available sources to keep records up to date, we also rely on our supporters to let us know of any changes to their contact details.
We may also obtain updated details via a third party site such as Just Giving, where you have expressly advised that you are happy for your details to be passed on.
We may, where necessary, share your information with:
If you have signed up to support one of our charitable entities alone, you will only ever be contacted in relation to this particular charity. You will not receive communications or marketing emails for any other charities which may operate as part of the Gloag Foundation unless you expressly opt in to do so.
Other than the aforementioned points, we will never sell or swap your personal details with other organisations for their marketing purposes.
4.6 Your data rights and your right to erasure
You have rights to:
4.7 Legitimate business use
We reserve the right to continue to communicate with you and to retain your data in any instance where there is justification to do so under the legitimate interests rule as defined under Article 6(1)(f) of the GDPR 2018. We will not send any marketing communications or newsletters without your direct consent. Please click here for further information on how legitimate interests are assessed. For the purposes of this policy, our legitimate interests include relationships with sponsors, financial or in-kind donors (for thank you purposes), suppliers (for transactional business or invoicing needs) and event attendees (for specific event information). We reserve the right to amend this list at any time with full adherence with the aforementioned Article of the legislation.
If at any point you would like to discuss any concerns, please contact us on +44 (0) 1738 633 264 or email firstname.lastname@example.org
You have a right to ask for a copy of the information we hold about you and a right to make a complaint to the Information Commissioners Office if you believe we are not handling your data correctly.
If you want to access your information, please send a description of the information you want to see and proof of your identity by post to: Mairi Graham, Freedom from Fistula, The Steading, Kinfauns, Perth, PH2 7JU. This information will be provided to you within one month of the receipt of your request free of charge. Please note we cannot accept these requests by email.
If you have a concern about the way in which we are handling your personal information and you wish to complain to the Information Commissioner, you can do so here or by calling 0303 123 1113.
We use profiling and screening techniques to ensure communications sent to you are relevant and to provide supporters with the best experience possible. Profiling also ensures that we can target our resources effectively which within a charitable organisation, is a key priority. Profiling and screening allows us to raise more funds more cost-effectively than we otherwise would and ultimately ensures we don’t ‘spam’ our supporters with information which may not be relevant to them.
In building profiles, we may analyse demographic, geographic and other information in order to best understand your interests and preferences. We may also access publicly available information about you via third parties, for example, addresses and/or typical earnings in a given area.
We may also use information obtained about you from cookies (files which are sent by us to your computer or other access device) which we can access when you visit the site in future. When you visit the site, we may also log your IP address, a unique identifier for your computer or other access device.
We also include web beacons (also known as clear GIFs or web bugs) in our emails to track the success of our marketing campaigns. This means that if you open an email from us we can see which pages of our site you visit. Our web beacons do not store additional information on your computer but, by communicating with our cookies on your computer, they can tell us when you have opened our email. If you object to web beacons, we recommend you follow the instructions for deleting existing cookies and disabling future cookies below.
If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. If you want to stop cookies being stored on your computer in future, please refer to your browser manufacturer’s instructions by clicking “Help” in your browser menu. Further information on deleting or controlling cookies is available at www.AboutCookies.org. Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of the Site.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.