The U Foundation
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after you contact us. This notice applies to you if you have visited our website, registered interest, donated to or fundraised for us. It explains how we comply with General Data Protection Regulations under the Data Protection Act 2018, and what your rights are.
We will be the controller of any of your personal information for data protection purposes.
References to I, we, our or us in this privacy notice are to The U Foundation, registered charity number 1113133, company registration number 5570327.
We are registered with the Information Commissioner’s Office, (ICO).
Our Data Controller has overall responsibility for data protection compliance in our organisation. We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so.
Contact details are set out in the ‘Access to and correction of your information’ section at the end of this privacy notice.
What information do we collect about you?
Whilst a visitor, you can browse our website without the need to provide us with any personal information.
We collect information about you when you register with, fundraise for or donate to The U Foundation.
This information may include name, address, email address, telephone numbers, bank account details (if making a donation) and some personal details if taking part in a fundraising event.
We may take photographs and/or video clips of you and fellow participants whilst taking part in or attending a fundraising event or any related occasion.
In relation to the special category personal data that we process, we do so based on your explicit consent.
Our website may use ‘cookies’ to store and sometimes track information about your online visits. Cookies are pieces of information that are sent to browsers from a web server and stored on your computer’s hard drive. Cookies can tell us how and when pages in a website are visited and by how many people. Cookies are commonly used on websites and do not harm your computer.
How we use your information
Whilst you are fundraising, we use your information to contact and support you with your fundraising. Following participation in an event we may seek your opinion and request feedback.
Whilst taking part in an event or challenge organised by a third party, your details are shared with the third-party data processor. It is necessary to share this information so that the third party can manage travel arrangements and fulfil health and safety commitments.
If you consent, we may use your information to send you marketing material and a regular charity newsletter.
If you have signed up to support our ‘Sponsor a Child’ programme we will, with your consent, contact you from time to time to keep you updated.
We may use photos or video clips, taken with consent, on an event, for use on our social media pages, website or marketing material.
We may disclose your information if required to by law, or where such a request is made by a legal authority. It is a legal obligation that your details are available to HMRC when Gift Aid is claimed on a donation.
We do not disclose your personal information to third parties to enable them to send you direct marketing.
Special Categories of personal information we may collect
We may also collect, store and use ‘special categories’ of more sensitive personal information. This may include relevant medical details or disabilities which may affect arrangements of events. It may also include special dietary needs.
We will only collect this information in order to cater to your needs or act in your interest when taking part in one of our events.
Do we share the information we have about you?
Generally, we do not share any information we may have stored about you. The exceptions are:
- We pass details of fundraisers to our third-party event organisers.
- If you make a large donation for a specific project, we would seek your permission to share your information with the
project manager so that updates may be sent to you.
- If you opt in to our electronic newsletter your information will be stored in a database managed by our preferred
electronic marketing platform, for sole use of our organisation.
Your personal information is not transferred internationally. However, if you make a large donation specifically for an international project, we may seek your consent to inform the project manager, in order that a ‘thank you ‘letter may be sent to you.
How will we keep your information secure?
The U Foundation stores the information you provide us on secure, protected servers. All personal information is restricted to prevent unauthorised access, misuse or modification, including, but not limited to, password protection, or in the case of physical documents, storage in a secure location.
How long do we hold your information?
We’ll retain information for no longer than is necessary. To comply with legal obligations, we could hold information for some time after contact has ended.
Information relating to Gift Aid will be retained for 7 years. This is to comply with HMRC regulations.
In the case of fundraising events your personal information will be retained until the event has been closed i.e. Once all fundraising activities for the particular event are complete.
Information in ‘special categories’ will be removed as soon as practicable after the completion of a fundraising event.
last updated on 9th November 2018. Access to and correction of your information
You have the right to be informed of and have access to the information we hold about you and ask us to restrict, correct or erase it. If you want to exercise any of these rights, please send an email to email@example.com or Telephone: 01455 623804 or write to: The U Foundation, BVM House, Trinity Lane, Hinckley, Leicestershire, LE10 0BL
There may be an administration fee involved. All requests will be responded to within 21 days. You have the right to complain to the Information Commissioner’s Office, an independent body, who uphold rights relating to information, at, ico.org.uk