This privacy notice explains what personal data we collect about you and why, what we do with it, what we don’t do with it, and how we protect it.
Who we are:
Health Poverty Action is a charity registered in England and Wales (registration number 290537) and a company limited by guarantee (registration number 01837621). Our registered office is 31-33 Bondway, London, SW8 1SJ.
We are also registered with the Information Commissioner’s Officer (registration number ZA27247), the Fundraising Regulator, and the Institute of Fundraising.
What data do we collect?
We only collect the information that we need, or that helps us to provide the best possible service to fulfil our charitable aim of working alongside marginalised communities in their struggle for health.
Personal data means information which relates to you, which can help us to identify you. We collect this information when you make a donation, take part in fundraising, sign up to hear from us, sign a petition, use our website, or get in touch with us. Here are some of the different types of personal data we might collect and when:
- Contact details, such as your name, address, email, telephone number, and date of birth (when you make a donation by post or on our website, or through a third-party sponsorship or crowdfunding website – such as JustGiving / VirginMoneyGiving / GlobalGiving, buy a product such as Christmas cards, or fill in a web form on our website – such as signing up to our e-news, to receive an event pack, or to download a report)
- Bank details, such as your name, sort code and account number (when you set up a regular donation or send us a cheque)
- Communications you send to us (if you get in touch with us by post, email or telephone)
- Social media posts and messages linked to Health Poverty Action (when you engage with us on social media platforms such as Twitter, Facebook, LinkedIn, or Instagram)
We also collect personal information as required as part of our recruitment process, for staff or volunteers.
Why do we collect data and how do we use it?
It’s important to us that we provide excellent stewardship to all our supporters, tailored to your needs and preferences to ensure you are receiving the most relevant communications from us.
We collect and use the information you provide us with to engage with you about our work through marketing communications such as newsletters and annual reviews. If you are happy to receive these communications you will hear about our latest news, information about the communities you have supported around the world, and opportunities to support further in both financial and non-financial ways (for example, by taking part in fundraising events or campaign actions, or supporting an emergency appeal). You have a choice about whether or not you wish to receive marketing communications from us, which you can do by selecting the relevant opt-out boxes on the forms where your information is collected.
The information you provide us with also helps us manage your donations or requests, which could include administrative communications such as confirming your donation or bank details (you will receive administrative communications even if you chose not to hear from us through marketing communications).
What is our legal basis for processing your data?
We will process your data in line with the following principles:
- Where is it necessary for us to fulfil a contract with you (for example, when you make a donation)
- We will only send you emails, make marketing calls, or send you SMS text messages if you have given your consent for us to do so
- When it is in our legitimate interest for us to do so (if you support our work, we will send you marketing communications, such as newsletters and annual reviews, via post unless you have told us not to send you these)
Will we analyse your data?
Sometimes we might use external sources to help us update your contact information. For example, if we have a newsletter returned to us, or cannot read handwritten information, we might use the Post Office address and postcode search to ensure we have the correct address details for you. We do not attempt to complete any information you have chosen not to give us (for example, if you left a telephone number blank).
We may use in-house profiling techniques to ensure we are sending you communications which we believe are most appropriate. This might include reviewing your donation history, in case you are close to a milestone anniversary of supporting our work or send you communications relevant to previous donations or campaign actions. For example, if you took a campaign action by signing a petition, we might send you information about taking part in future campaigns.
Will we share your data?
We will not sell, rent or share your personal information with any third parties for marketing or commercial purposes.
We will not share your data with others unless required to do so by law, for example, if requested by HMRC as part of a Gift Aid audit (to ensure Gift Aid declarations are correctly filed), or in the prevention of fraud or another crime.
On occasion, it is more cost-effective and efficient for us to use a third party to deliver a service on our behalf, where we do not have the capacity or resources to do this in-house. This might include securely processing online donations, or using local mailing houses to print and send our newsletter and annual reviews to you. Where we use third parties for these activities we only share the personal information required to deliver the service and have a contract in place with these suppliers to ensure they have the appropriate technical and organisational measures to protect your personal data and not to use it for their own marketing purposes.
How long will we keep your data?
We will keep your personal data for as long as we consider it necessary to carry out each processing activity. We have a retention schedule to help us implement this, balancing what we are required to keep for legal or financial reporting obligations (for example, with HMRC) with what could be deemed reasonable from our supporters’ perspective.
We will anonymise and archive personal data if, after a period of four years, we have not had any contact or communication from you. The only reason we would retain personal information for longer than this is if a supporter has kindly told us they are leaving a legacy in their will, or intend to do so, to ensure we maintain efficient records to support executors in legacy administration.
What rights do you have?
We are committed to the principle of fair and transparent processing of your personal information, and support your rights in relation to this.
If you have any questions in relation to your personal data or would like to request a copy of your personal data (for which we may charge a small fee), please contact us at firstname.lastname@example.org
We may review and change this Privacy Notice from time to time. Any updates to our Privacy Notice will be published on our website www.healthpovertyaction.org
Post – 31-33 Bondway, London, SW8 1SJ
Phone – 0207 840 3777
Email – email@example.com