This privacy policy provides you with details of how we collect and process your personal data.
Hands Around the World (HATW) are committed to keeping the data you share with us safe and secure. Our aim is to be open and transparent about how we’re keeping and using your information. The details you share with us will be used to better inform what we do and make sure you’re receiving the information you want.
Who we are
Hands Around the World
5 Church St
Monmouth
NP25 3BX
+44(0)7514 787 842
www.hatw.org.uk
Registered Charity No 1097626
Not-for-profit Company 04625570
What information do we collect?
If you sign up for our newsletter on-line we keep the name and e-mail address you have provided.
For most contacts including donors, volunteers (UK and overseas), Trustees and suppliers we keep details of your name, address, telephone numbers (landline and mobile) and email address.
In addition:-
For people who have volunteered with us we keep details of the project(s) you have volunteered at and the dates. We also keep correspondence and forms relating to your volunteer trip for 2 years.
For all donors we keep details of your donations and Gift Aid declaration. Financial details are kept for 6 years following the last accounting year they relate to. Bank details for regular donors are destroyed after the standing order or direct debit has been set up.
If you ask not to be contacted we will keep your information to ensure that we comply with your wishes.
How do we use this information?
We will use your data to:-
a) Administer your donation or support your fundraising, including processing Gift Aid.
b) Keep a record of your involvement with us
c) Ensure we know how you prefer to be contacted
Depending on your preference settings:-
a) We will send out a quarterly e-newsletter and an annual report.
b) From time to time we may contact you about events, volunteering opportunities or fundraising activities, by e-mail or letter
c) Supporters of specific projects / initiatives will receive reports/updates in line with their original communication from HATW
In addition, we may use your data for anonymous statistical analysis eg overseas volunteer days are totalled for insurance and evaluation purposes.
How do we know your preferences?
When we ask for your personal information we will ask for your contact preferences. You can change these at any time by contacting [email protected]. You can unsubscribe from the e-newsletter by clicking the unsubscribe button on the e-newsletter.
Who do we share information with?
We only use companies to provides services and process your personal data on our behalf, where they have a specific expertise or can offer the most cost-effective solution for us such as sending emails or processing credit card payments.
When we work with a company in this way, we will always have a contract with them, to be certain that they treat your data with the same level of care and respect as we do. We will only send them the data that they need to carry out their specific service, and they are required to delete it or return it to us once they have completed this.
Our e-newsletter is sent out through MailChimp – you can check their privacy policy. Your data will only ever be passed to them for the services that they carry out on our behalf, it is never shared for their marketing purposes.
Our donations are handled by Global Giving. Our direct debit mandates are handled by GoCardless and CAF; our sales are handled by Paypal and they will only share your information with us if you’ve said that you’re happy for them to do so. You should check their individual* privacy policies when you provide your information to understand fully how they will use your data. We do not have or keep your bank card details. If a donation is made by bank card in our office the details will be destroyed as soon as the donation is shown in our bank account.
*Privacy policies
Global Giving https://www.globalgiving.org/aboutus/privacy/
Paypal https://www.paypal.com/myaccount/privacy/privacyhub
GoCardless https://gocardless.com/privacy
CAF https://www.cafonline.org/privacy
How long do we keep your information?
We will keep information such as your name, address details and donation history on our database for financial auditing purposes and to ensure that we don’t mail you in the future if you have asked to be removed from our mailing lists.
In general, we will keep records of financial donors for at least six years, to meet requirements for any Gift Aid audit from HMRC.
If you are a legacy supporter then we will keep your records for 10 years after your legacy case is closed. We want to make sure that we have the records we need to administer any legacy gifts in the way you want.
How do we update, correct or delete information?
The accuracy of the information we keep is vitally important to us. Changes in your preferences or your details will be done as soon as possible and always within 28 days.
What are cookies and how do we use them?
Cookies are used to enable us to improve services for you through, for example:
- remembering if you are logged in so you can move around the website without having to log in again on each page (for example if you are in checkout)
- measuring how many people are using each page of the website and for how long so that we can try to improve the quality of our website
- enabling you to view content shared on other sites e.g. YouTube or Twitter
However, if you wish to restrict or block the cookies which are set by the HATW website, or indeed any other website, you can do this through your browser settings. The Help function within your browser should tell you how.
Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your computer as well as more general information about cookies. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
Please be aware that restricting cookies may impact on the functionality of the HATW website.
Changes to our Privacy Policy
This Privacy Policy may be updated from time to time so you may wish to check it periodically.
How to complain?
If you have any concerns about our use of your personal information, you can contact us at our address above marked for the attention of the Operations Manager.