Friends of the Family Winchester Limited Privacy Policy

1. About Friends of the Family
Friends of the Family Winchester (FOTF) is a registered charity in England and Wales (charity number: 1143462). We are also a company limited by guarantee (company number: 7577875).

This Privacy Policy applies to all the above entities.

FOTF’s registered address is:
16 Colebrook Street, Winchester, Hampshire SO23 9LH

This Privacy Policy relates to information which is obtained by FOTF and for which FOTF is the Data Controller.

2. Aim of Friends of the Family
FOTF works with families and children who are overwhelmed by family life. We offer friendly support and guidance to help them overcome the challenges they face.

Our Friends help us to achieve this in a variety of ways, primarily by:-

  1. Fundraising, donating money or becoming a Member.
  2. Volunteering with one of our Projects.
  3. Referring families to us.

We take active steps to make sure that our Friends are aware of the ways in which they can help us achieve our aims.

3. Why do we hold and process Friends’ personal data?
We hold and process Friends’ personal data for a number of reasons:

  • to keep a record of donations made and actions taken by our Friends and our communications with them
  • to send our Friends marketing information about our projects, fundraising activities and appeals where we have their consent or are otherwise allowed to
  • to fulfil contractual obligations entered into with Friends; e.g., membership and regular donations to support volunteers
  • to support community based fundraising
  • to ensure we do not send unwanted information to Friends or members of the public who have informed us they do not wish to be contacted

4. When and why we will send you personalised marketing communications
FOTF will only contact you for marketing purposes – for example to keep you up to date about our work, or let you know of ways in which you can support that work – where we have your consent or we are otherwise allowed to do so.

We will make it easy for you to tell us if you would like to received marketing communications from us and hear more about our work and the ways in which you would like to receive this information (post, email, SMS and phone). We will not send you marketing material if you tell us that you do not wish to receive it. There are a variety of ways you can do this, please see Section 9 for details.

You can update or withdraw your consent at any time – see Section 10 for how to do this.

5. How and when we collect information about you
FOTF may collect your personal data in the following circumstances:

  • When you give it to us directly
    You may give us your personal data directly when you make a donation, sign up for one of our events and when you communicate with us.
  • When you access FOTF social media
    We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or LinkedIn, depending on your settings or the privacy policies of the social media and messaging services. To change your settings, please refer to their privacy notices, which will tell you how to do this.
  • When the information is publicly available
    We might also obtain personal data about individuals who may be interested in giving major gifts to charities like FOTF. In this scenario, FOTF may seek to find out more about these individuals, their interests and motivation for giving, through publicly available information, which may include newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House. FOTF will not retain publicly available data relating to major donors without their consent, which will be sought at the earliest practical opportunity.

6. What information might Friends of the Family collect about you
We only collect personal data relevant to the type of transactions you have with FOTF. For example, when you contact FOTF to make a donation, register for an event or sign up to any of FOTF’s activities or online content such as newsletters, or you telephone, email, write to or text FOTF, or engage with FOTF via social media channels, we may receive and retain personal information about you.
The information we collect is relevant to the type of transaction you are entering into with details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can claim Gift Aid.

  • Sensitive Personal Data
    We do not collect “sensitive personal data” about our Friends, e.g., health status, unless there is a clear reason for so doing.
    All sensitive personal data is stored on a secure database to which only a limited number of relevant staff have access. It is deleted when no longer relevant, is never shared with third parties, and is available to you at any point you should wish to see it.

7. How will Friends of the Family use your personal data?
FOTF will use your personal information for the following purposes:

For administrative reasons, including:

  • “service administration” which means that FOTF may contact you for reasons related to administering any donations you have made, your tax status with regard to Gift Aid if claimed, the completion of commercial or other transactions you have entered into with FOTF or the activity or online content you have signed up for;
  • to confirm receipt of donations (unless you have asked us not to do this), to say thank you and provide details of how your donation might be used;
  • in relation to correspondence you have entered into with us whether by letter, email, text, social media, message board or any other means, and to contact you about any content you provide;
  • for internal record keeping so as to keep a record of your relationship with us;
  • to implement any instructions you give us with regard to withdrawing consent to send marketing information;

For marketing and fundraising reasons (see Section 4 for details)

For market research and grant applications

  • to invite you to participate in surveys or research about FOTF or our work (participation is always voluntary);
  • to analyse and improve the activities and content offered by FOTF’s website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes;
  • for use in making financial grant applications (no individual will be identified).

8. Will Friends of the Family share your personal information with anyone?
We will only use your information within FOTF for the purposes for which it was obtained. FOTF will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.

Facebook and other Social Media Sites
We may also use your email address and phone number to match to your account on Facebook or other social media sites in order to show you FOTF’s content whilst using these services. We only do this where you have opted in to marketing emails or phone calls and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.

In addition, we may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in FOTF and we may show them FOTF content. No data we hold about you is retained by the third party.

There are two ways to prevent this use of your data: you can either update your preferences at FOTF by opting out of the relevant channel of communication or do so via the social media site.

Updating your preferences with Friends of the Family
FOTF will not guarantee that you never see FOTF content on social media, since the social media site may select you based on other criteria and without your data having been provided by FOTF.

Where legally required
We will comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing.

9. How long will Friends of the Family keep your personal information?
We will hold your personal information on our systems for as long as is necessary for the relevant activity; for example, we will keep a record of donations subject to Gift Aid for at least seven years to comply with HMRC rules.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.

Where you contribute material to us, e.g., user generated content or in response to a particular campaign, we will only keep content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

10. How to control what we send you, or request we update your information
The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with and to provide you with information that is of interest.

If you wish to change how we communicate with you, or update the information we hold, then please contact us:

  • email us at contactus@fotfwinchester.org
  • write to us at Friends of the Family, 16, Colebrook Street, Winchester, SO23 9LH
  • call us on 01962 86446

Additionally, you can opt out of marketing emails at any time by clicking the ‘unsubscribe’ link in any marketing email from FOTF.

11. How long will it take for these changes to become effective?
We endeavour to meet the following service levels where supporters request we do not send them marketing information:

  • Email – 5 working days from receipt of email
  • Telephone – 5 working days from receipt of request to opt out Mail – 28 days from receipt of ‘do not mail’ request. This period is longer than for other channels due to the production times for mailing campaigns although in most cases we would expect the change to be effective more quickly.

Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. Please address requests and questions about this Privacy Policy to:

Friends of the Family (PPR)
16 Colebrook Street
Winchester
SO23 9LH

12. How does Friends of the Family keep your data safe?
We ensure that there are appropriate technical controls in place to protect your personal details. For example, our online forms are always encrypted and our network is protected and routinely monitored.

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 and volunteers.

13. How to complain about this policy and raise policy concerns
If you would like more information or have any questions about this policy, please contact us by:

  • Emailing contactus@fotfwinchester.org
  • Writing to us at Friends of the Family (PPR), 16 Colebrook Street, Winchester SO23 9LH
  • Calling us on 01962 864466

To make a formal complaint about Friends of the Family’s approach to data protection or raise privacy concerns directly with us, please contact:

Friends of the Family (PPR)
16 Colebrook Street
Winchester
SO23 9LH

14. Changes to Friends of the Family’s Privacy Policy
This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to FOTF. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use the FOTF website to submit personal information to FOTF. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website.