pRIVACY POLICY

Your privacy is important to us. This Policy explains how we collect, store and use personal data in person and online and your rights under the General Data Protection Regulations (GDPR)

Our Privacy Policy is set out below; please read it with care. It explains the following:

• Who we are?
  
• Why do we collect personal information about donors and how do we use it
  
• What personal information do we collect about our donors?
  
• Where do we store personal donor information and for how long?
  
• Sharing personal information about donors with third parties
  
• Your Rights
  

Who we are:

SOMERSET SUPPORTS UKRAINE (SSU) is a charity registered in England and Wales registered under charity number 1198967. We are a Charitable Incorporated Organisation, (CIO) governed by a Board of Trustees. A CIO is a limited liability charity registered with the Charity Commission.

The charitable objects of SSU are for public benefit and the relief and assistance of people in need (Displaced People) who have been displaced by armed conflict and the ensuing humanitarian crisis, in particular in Ukraine, and who have come to Somerset or adjoining counties for refuge.

Why do we collect personal information about donors and how do we use it?

As a charity, there are lawful reasons for the personal information that we collect on our donors.

Unless there is a clear and valid reason for doing so, we do not collect sensitive personal information about our donors.

A significant lawful basis (legal reason) for collecting and using certain personal information about fundraising donors is that of “legal obligation”.  In other words, we have to collect this information to comply with the law.  Processing information under this lawful basis enables us to:

• Record and monitor income both for internal audit and HMRC
  
  
• Record Gift Aid status
  

We also collect some of the personal data on the lawful basis of “legitimate interest” so that we can:

• Generate publicity such as sharing group photos/videos from events
  
  
• Conduct appropriate postal marketing to trusts, individuals or corporates
  
  
• Make appropriate trust applications for grants
  
  
• Seek support by approaching potential corporate supporters.
  

Processing information on the basis of “legitimate interest” means that Somerset Supports Ukraine deems it necessary and appropriate to collect this information for reasons that do not require your consent. However, you can object to data processing on this basis. See Your Rights section below.

We may keep in touch with you by post to tell you about how you can support us.  We do this on the basis of “legitimate interest”. 

If you we keep in touch with how to support us by email, we do this on the basis of “consent”.

If you don’t want to hear from us any more or if you wish to withdraw your consent any time you may do so by emailing info@somersetsupportsukraine.co.uk  with the word “unsubscribe”

What personal information do we collect about our donors?

Based on the data processing reasons outlined above, we may collect all or some of the information for individuals and organisations (this list is not exhaustive):

Basic details including names, addresses and other contact details for individuals, Trusts and corporates

Donation information: Donation amounts and dates linked to donors, for all donations, including bank account details, if appropriate, Gift Aid declarations

Other: Donor relationship records, event participation registration and information supplied, photographs and video of event participants.

Where do we store personal donor information and for how long?

All donors’ personal information as outlined above is stored on a secure database, which only Somerset Supports Ukraine can access. We are aware of our responsibility to maintain confidentiality.

We retain all donation records for a minimum of seven years, to comply with HMRC and audit requirements. There are important organisational reasons for retaining donors’ information longer than this, for example statistical monitoring. 

If you do not wish us to keep your information longer than seven years, please contact us at  info@somersetsupportsukraine.co.uk.

Sharing personal information about donors with third parties

Somerset Supports Ukraine is responsible for storing donors’ information and will need to share some of this information with third parties as follows:

• HMRC for Gift Aid purposes
  
  
• Our bank for standing orders
  

Third-party communications services such as mailing houses, bulk email service providers and survey providers.  rom time to time we may use trusted third parties to assist in ensuring our donors receive the most appropriate communications from us.  When we use a third party in this way, we require their assurance that data is handled in line with our policies.

We don’t use any external provider to undertake any wealth screening and we will not use any external provider for telephone marketing. We will never sell personal data.

Your Rights

As an individual whose personal data is processed by Somerset Supports Ukraine you have the following rights:

• the right to be informed – which is what this privacy statement is for
• the right to access the data we hold about you
• the right to object to direct marketing
• the right to object to processing carried out on the basis of legitimate interests
• the right to erasure (in some circumstances)
• the right to data portability (in some circumstances)
• the right to have your data rectified if it is inaccurate
• the right to have your data restricted or blocked from processing

PRIVACY POLICY – June 2022