Children in Crossfire Privacy Notice
Introduction and general terms
Children in Crossfire commits to take great care with your personal data regardless of whether you engage with us through social media, supporter or donor to our activities, volunteer, supplier or employee. Children in Crossfire relies on your support and we therefore commit to protecting your personal information and being transparent about what we do with it, no matter how you interact with us.
We are required to provide you with the information in this Privacy Notice under applicable law which includes the Data Protection Act 1998, which will be replaced by the General Data Protection Regulation (EU) 2016/679 from 25 May 2018
We won’t do anything with your information you wouldn’t reasonably expect.
Who we are
Children in Crossfire is a registered charity in Northern Ireland (charity number NIC101412) and Republic of Ireland (charity number 20045517). We are also a company limited by guarantee in Northern Ireland, Republic of Ireland and Tanzania and are a registered ‘Not for Profit’ in the USA. Children in Crossfire supports the developmental needs of young children caught in the crossfire of global poverty and injustice.
This Privacy Notice applies to all the above entities.
Children in Crossfire’s registered address is 2 St Joseph’s Avenue, Derry/Londonderry BT48 6TH.
This Privacy Notice relates to information which is obtained by Children in Crossfire and for which Children in Crossfire is the Data Controller.
What information might Children in Crossfire collect about you?
We only collect, retain and process personal data relevant to the type of transactions you have with Children in Crossfire.
For example, when you contact Children in Crossfire to make a donation, enquire or participate in a fundraising event or campaigning activity, confirm to be a qualifying taxpayer for gift aid scheme, engage with us through any of our social media channels, or communicate directly either in person, by telephone, email or post, 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 us. Such details may include your name, email or 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.
Data protection law recognises that certain types of personal information are more sensitive and this ‘special category’ personal information covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data, information concerning health or data concerning a person’s sex life or sexual orientation.
Sensitive information will only be collected where necessary and with your explicit consent, for example, health information from you when you register for a challenge event or volunteer with us in a capacity that may involve working with children.
If you’re aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us.
How will Children in Crossfire use your personal data?
Children in Crossfire will use your personal information for different purposes depending on the nature of your relationship with us. This will include:
- administering any donations you have made, your tax status with regard to Gift Aid if claimed;
- confirming receipt of donations (unless you’ve asked us not to do this), and to say thank you;
- corresponding where you have expressed an interest or engaged with any of our activities;
- inviting your opinion and view on the work we do and how this can be improved;
- internal record keeping so as to keep a record of your relationship with us;
- implementing any instructions you have given regarding marketing communications; and
- administering our legal or contractual obligations such as employment contracts.
Will your personal data be shared with any third parties?
We will only use your information within Children in Crossfire for the purposes for which it was obtained. Children in Crossfire 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.
We will only share your data for the following purposes:
- Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
- Where legally required: We will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime.
How long will Children in Crossfire 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.
In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.
How Children in Crossfire keeps 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, volunteers and contractors.
If you use your credit or debit card to donate to us, we pass your card details securely to our payment processing partners in accordance with industry standards and do not store any details on our website. Any details provided over the phone are immediately disposed of.
However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.
When and why Children in Crossfire sends you marketing communications
Children in Crossfire relies on the generosity of our supporters to do what we do. We will only contact you for marketing purposes – for example keep you up to date on our work, or let you know of ways in which you can support that work – where we have your consent or are otherwise allowed to do so.
We will make it easy for you to tell us if you would like to receive 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.
How to control what we send you or request we update your personal 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:
- call us on 028 71269898 (Mon-Fri 9am-5pm)
- email us at email@example.com
Additionally you can opt out of marketing emails at any time by simply clicking the unsubscribe link in any marketing email from Children in Crossfire.
Cookies are a useful way for us to understand how supporters use our website. When you visit our website we may collect data from your computer or other device such as a smart phone or tablet through the use of “cookies”. Cookies are created by your web browser when you visit our website. Every time you go back to the Children in Crossfire website, your browser will send the cookie file back to the website’s server. They improve your experience of using our website, for example, by remembering your preference settings so that you are presented with information likely to be most relevant to you, and by measuring your use of the website to enable us to continuously improve our website to ensure that it meets your needs. Cookies can also be used to show you relevant Children in Crossfire content on social media services such as Facebook – these are known as ‘retargeting’ or ‘advertising’ cookies.
Children in Crossfire tries to be as open as it can be in terms of giving people access to their personal information. You have the right to know what personal data we hold and can make a ‘subject access’ request. We will let you know exactly what that personal information is and we will also:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
You have rights under the Data Protection Act 1998 and can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Children in Crossfire tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Children in Crossfire’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
To make a formal complaint about Children in Crossfire’s approach to data protection or raise privacy concerns directly with us, please contact:
Data Protection Administrator
Children in Crossfire
2 St Joseph’s Avenue
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office.