What is personal data?
Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address.
The policy in brief
It’s important that you read the full policy to understand what information DCF holds, how we may use it. Please see below a quick summary:
- We collect information that is either personal data (as outlined above) or non-personal data (such as IP addresses, pages accessed etc.)
- We collect information about the groups and individuals that apply to us
- We collect information to provide services or goods, to provide information and to fundraise
- We only collect the information that we need
- We do our very best to keep personal information secure
- We never sell your data and we will never share it with another company or charity for marketing purposes
- We only share data where we are required by law
- We share individual/groups applications with fund holders and panel/committee members
Privacy and Security Policy in Full
This policy applies to our website, online application form, use of emails and calls for marketing purposes, and any other methods DCF uses for collecting information. It covers what DCF collects and why, what we do with the information, what we won’t do with the information, and what rights you have.
What information does DCF collect and why?
We will only ever collect the information we need – including data that will be useful when assessing grant/bursary information and information to help improve our services. We collect two kinds of information:
- Non-personal information such as IP addresses (the location of the computer on the internet), pages accessed and files downloaded. This helps us to determine how many people use our site, how many people visit on a regular basis, and how popular our pages are. This information doesn’t tell us anything about who you are or where you live. It simply allows us to monitor and improve our service.
- Personal information such as name, postal address, phone number, email address, date of birth (where appropriate), information about your interests, hobbies and any donations you have made to DCF and any of our funds and appeals.
- We collect this information in connection with specific activities, such as newsletter requests, grant/bursary applications, feedback, donations. The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse the website.
What do we do with the information?
We will use the information you provide to:
- fulfil your requests – such as applications for grants/bursaries, donations,
- process donations or other payments and verify financial transactions
- provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our pages for individual users
- record any contact we have with you
- prevent or detect fraud or abuses of our website and enable third parties to carry out technical, logistical or other functions on our behalf
- to carry out research on the demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them and to enable us to improve our service. This research may be carried out internally by our employees or we may ask our Trustees, Ambassadors and supporters to carry out this work for us
- communicate with our supporters, donors and fund holders
- if you have agreed to it, provide you with information that we think may be of interest to you
Using your information for marketing purposes
In line with recent Fundraising Regulator rules the Foundation aims to communicate via ‘opt-in only’ communications by May 2018 ( unless we have a legitimate interest to hold your data and communicate with you). This means that, as of May 2018, we only send marketing information to people who have specifically said that they agree to us doing this, and we will only do so in the way(s) they have agreed to.
Marketing information covers information about our work, fundraising communications, ways to get involved and information about our Appeals.
So, as of May 2018, only those people who have opted in will receive these communications. If you want to receive this information but haven’t opted in, you can do so by emailing firstname.lastname@example.org, phoning on 01202 670815 or filling in a short online form.
We will attempt to notify you of ways to change your communication preferences with every letter/email we send you and we will keep to your communication preferences until you notify us otherwise via the methods described above.
Sharing your information
We will only share your information if:
We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court.
We may work with a carefully-selected partners who may carry out work on our behalf. These partners may include mailing houses, marketing agencies and IT specialists. The kind of work we may ask them to do includes processing, packaging, mailing and delivering purchases, answering questions about products or services, sending postal mail, emails and text messages, carrying out research or analysis and processing card payments. We only choose partners We can trust. We will only pass personal data to them if they have signed a contract that requires them to:
– abide by the requirements of the Data Protection Act
– treat your information as carefully as we would
– only use the information for the purposes it was supplied (and not for their own purposes or the purposes of any other organisation)
– allow us to carry out checks to ensure they are doing all these things
Storing your information
Information is stored by us on computers located in the UK.
We place a great importance on the security of all personally identifiable information associated with our supporters, grant/bursary applicants, customers and donors. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.
Unfortunately, the transmission of data across the internet is not completely secure and whilst we do our best to try to protect the security of your information We cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.
We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to inform our grant/bursary decision making, to comply with the law, or to ensure we do not communicate with people that have asked us not to.
What we don’t do with your information
We never sell or share your information to other organisations to use for their own purposes.
The Data Protection Act gives you certain rights over your data and how We use it. These include:
- the right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed
- the right to prevent your data being used for direct marketing
- the right of access to a copy of the information We hold about you (known as a subject access request)
- If you wish to exercise any of these rights please contact the Data Protection Officer in writing at Dorset Community Foundation, The Spire, High Street, Poole, BH15 1DF.
For more information about your rights under the Data Protection Act go to the website of the Information Commissioner’s Office at ico.org.uk.
As part of the grant agreement we publicise grants distributed from particular funds in line with fund holder wishes outlined in the fund agreement.
Grant/Bursary Applicants and Successful Grants
We share information submitted in funding applications with our fund holders, panel members and members of our Grants and Impact Committee. We share case studies and pictures of funded individuals and groups unless we are specifically asked not to do so in writing within a month of receiving the grant/bursary.