To ensure that we communicate with our supporters through their preferred channels, and to enable us to share updates about our work, we need to collect different types of information, including personal data. We understand the trust that our supporters place in us when sharing their data, and we will always do our utmost to respect that trust and protect their personal information.
- We will only ever ask for what we really need to know.
- You can opt out of any means of communication from us.
- We will collect and use the personal data that you share with us transparently, honestly and fairly.
- We will always respect your choices around the data that you share with us and the communication channels that you ask us to use.
- We will put appropriate security measures in place to protect the personal data that you share.
- We will never sell your data.
Should you have any questions regarding this policy, please contact our office on 020 7324 4710.
Privacy notice and policy
Phan Foundation is a UK registered charity, number 1154658.
. We are data controllers and processors of your information under the conditions of the Data Protection Act 2018. The 2018 Act replaces the 1998 Data Protection Act from 25th May 2018.
Our postal address is:
Phan Foundation, 110 The Bon Marche Centre, 241-251 Ferndale Road, London SW9 8BJ
We can be reached online or phone +44 (0)20 3095 1991
At Phan Foundation we take your privacy very seriously and we’re committed to protecting your personal information that you’ve shared with us.
The statement below explains how we collect and use the information which you give us.
Our aim is to safeguard your privacy whilst providing a personalised and valuable experience. Collecting personal information is necessary if we are to satisfy the expectations and requirements of our supporters. It’s also a legal requirement for some of the things we do such as processing donations.
Our commitment to you:
- We will collect, process and use the personal data that you share with us in a way that is fair, transparent, and honest.
- We will only hold and use the personal data that you share with us in the ways you say we can.
- You have the right to amend or withdraw your consent about the ways in which we hold and use your personal data at any time.
- We will always respect your personal data rights as detailed in current data protection legislation.
- As a responsible organisation, we will always comply with our responsibilities and obligations as detailed in current data protection legislation.
- We will never sell your data.
- We will update the data that you have shared with us regularly, and ensure it is accurate.
- We will log all changes that we make to the personal data that you share with us. You can ask to see the record of the changes at any time.
- We will do all that we can to protect the personal data that you share with us through reasonable technical and organisational safeguards and measures.
- We will always comply with the current UK Information Commissioner’s Office guidance.
All the data that we use is held in accordance with the requirements laid out in current data protection legislation. If you have any requests concerning your personal information or any questions about how we manage our data, please contact us – you won’t be charged for asking for this information.
Ways in which we use your personal information
In some areas of our website and other communications, we ask you to provide personal information that will enable us to enhance your site visit or contact you with information you request or that may be of interest to you, e.g. when you subscribe to our emails, make a donation, or take an online action. We also collect your details when you email or call us with an enquiry or complaint so we can respond effectively to you. We also collect information about the things you do on the website. This may include personal information such as your name, postal address, phone number and email address, depending on what you choose to provide. If you sign up to a direct debit we will also collect your account details.
We may analyse the personal information you provide and may make use of additional information sources to help us build a better profile of you. This helps us to understand you better, to improve the service we’re able to provide and to make sure our communications to you are as relevant as possible. We may also use your personal information to detect and reduce fraud and credit risk, helping to keep you, and us, as safe as we can.
We keep your personal information only for as long as required for the purposes for which it’s supplied. Where your information is no longer required, we will always make sure it is disposed of in a safe and secure manner. Details of our data retention periods for the different types of personal data that we hold are held in our data protection policy.
We will only ever use your data in line with our commitments to you. Should you have any concerns about this, please contact us on 020 7324 4710.
We carry out regular, targeted fundraising activities. We will always endeavour to make sure that we share the most appropriate communication, and will do so in a way which we believe is relevant, timely and that provides you with an improved experience. To achieve this, we may use publicly available data, profiling tools and wealth screening data as well as any information that you may have already provided to Phan Foundation.
This activity assists us in understanding the background of the people who support us and helps us to make appropriate requests to supporters who may have the means and want to give more. You can opt out of your data being used for profiling and wealth screening, please contact us on 020 7324 4710.
We will only ever contact you directly using the methods for which you have given your clear consent.
We want to give you as much control over the ways we communicate with you as possible. If you’d prefer we did things differently – or even stop contacting you entirely – all communications from us will always explain how to opt-out of future communications or change your preferences. Our aim is to give you complete control over how we use your personal data that you share with us.
Alternatively, please contact us on 020 3095 1991
How we hold and process your personal data
To ensure that we communicate with you through your preferred channels (e.g. post, email, phone or text message), you can update your preferences at any time. To change your preferences, please email us at firstname.lastname@example.org.
To be compliant with the Data Protection Act 2018, we need to have a legal basis through which we may hold and process your data. Having completed the relevant assessments, Phan Foundationis using legitimate interest as our legal basis for all postal communication, and for telecommunication where we have existing, GDPR-compliant consent. For all other telemarketing, email and text messaging our legal basis for processing will be consent.
Sharing your data
We will never sell your details to other organisations.
If you sign a petition which involves a hand in, for example a petition to be handed in to the government, it may be necessary to include some contact details on the petition hand in. These details will not be shared further. Otherwise we would only disclose your data if we are obliged to do so by law.
We will sometimes use approved third party partner agencies to process information on our behalf, such as a mailing house to post communications to supporters. Third parties with which we share your information are only authorised to use that information to fulfil their contractual obligations to us. They are not permitted to use it for any other purpose. We retain full responsibility for how your personal information is used and we conduct comprehensive checks on these companies before we work with them and periodically throughout the duration of our relationship. See a non-exhaustive list of our third-party data processors:
Premier Charity IT Solutions
Keeping your details up to date
The accuracy of your information is important to us. If you change your home or email address, or if any of the other information we hold is inaccurate or changes in any way, or even if you simply wish to check that the data you have shared with us is up to date, please email us at email@example.com.
We know how much trust you place in us when you share your personal data. Because of that we place great importance on the security of your personal information and will always take appropriate precautions to protect it. This applies both to the physical security of the data that we hold, and the high level of digital security features that we use.
This website and the “checkout” pages on our website use industry standard software protection for secure financial transactions. Your personal information such as your credit card number, name, and address, is securely encrypted so that it cannot be read as the information travels over the Internet. While on a secure page, such as our donation form, the lock icon on Web browsers such as Firefox and Chrome becomes locked to indicate this. We never hold your credit card details on our website or in our own records.
Even with all these precautions, no data transmission over the internet can be guaranteed to be 100% secure. So, whilst we strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us online and you must understand that you do so at your own risk.
We take care to protect your personal information. We take steps to ensure that access to personal information is restricted to employees who need it and that all Phan Foundation staff and volunteers who handle personal information are fully trained and kept up-to-date on our data management, security and privacy practices. Our employees are notified and reminded about the importance we place on privacy, and what they can do to ensure your information is protected.
As part of our security measures, every time our website is accessed, we record the date, time and the IP address used. In some circumstances this may mean that record is linked to the personal data you have shared. Sometimes the device used to access the website (e.g. a mobile phone, tablet, laptop) may provide us with further information, such as the device and operating system. Using this information helps us to improve our site performance, for example by understanding the times of day and days of week at which we see peak traffic, and to assess the popularity of different areas of the site.
Internet-based transfers and processing
The Internet works as a global environment. This means that using it to collect and process personal data often involves the international transmission of data, and on occasions processing of personal data by third parties (including social media companies) outside the European Economic Area.
Although this may happen, you can be reassured that the data will always be held securely and in line with the requirements of UK data protection legislation. However, we want you to be aware that by communicating electronically with us, you understand and agree to our processing of personal data in this way. If you do not agree to your personal data being processed in this way, please email us at firstname.lastname@example.org.
This policy was last revised 16th December 2020.
Access to your personal information
Under the General Data Protection Regulation, you have the right to request and be sent:
- confirmation that your data is being processed;
- access to your personal data; and
- other supplementary information that we hold about you.
You can make a request by contacting:
110 The Bon Marche Centre
241-251 Ferndale Road
We will take steps to confirm your identity before releasing any information to you. We will not charge you for providing the information that you request. We will respond to your request within one calendar month of the request, unless there are exceptional circumstances.
Your rights and acceptance of this policy
Any personal information submitted via our website is treated in accordance with current UK data protection legislation, the Data Protection Act 2018. To find out more about your entitlements under the current and future data protection legislation, visit the Information Commissioner’s website .
The protection of minors is very important to us, so we won’t actively seek opportunities to collect personal information from under-18s. However, we don’t want to exclude under-18s from opportunities to support our work either (with the exception of donations), so we may sometimes need to store their personal information. Where appropriate, we’ll ask under-18s for their date of birth to make sure they’re completely excluded from our fundraising activities.
Minors should always ask a parent or guardian for permission before sending personal information to anyone online.
We will hold your personal information on our systems for as long as is appropriate for the activity that you are supporting (for example participating in a campaign or making a donation to support our work). If you ask for your personal information to be deleted we will manage your request in a transparent way, and in line with our data retention policy. We may, however, retain a secure anonymised record for research and analytical purposes.
We regularly review the data we hold to ensure it is held in line with consent of the person who shared it with us.
Whilst we will take all reasonable steps to protect and secure your personal data, we cannot guarantee the confidentiality of any messages transmitted between you and us via email as these are potentially accessible by the public. We will not be liable to you or anyone else for any loss relating to any email message sent by you to us or by us to you.
Like many organisations, we can estimate how many supporters open our emails by counting how many have downloaded the images in them. We also track how many supporters click the links in our emails. By keeping track of which emails our supporters open and click, we can find out what content is popular, and therefore send more of the kind of emails our supporters read. It also means that if a supporter – like yourself – appears to have stopped opening or clicking emails, we can ask them why. This feedback helps us to improve our emails for the future.
This statement is effective as of 16th December 2020