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).
FOTF’s registered address is:
16 Colebrook Street, Winchester, Hampshire SO23 9LH
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:-
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:
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:
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.
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:
For marketing and fundraising reasons (see Section 4 for details)
For market research and grant applications
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:
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:
Friends of the Family (PPR)
16 Colebrook Street
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:
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