(Rev 1 03 2023)
At Philanthropy Impact, we are committed to maintaining the security and privacy of our stakeholder’s personal data. We appreciate and value how important privacy is to you and therefore we protect your information as if it were our own.
This policy will explain why we need your data, how we use it and your rights over it.
DATA PROTECTION POLICY
Philanthropy Impact needs to collect and use certain types of information about people with whom it deals in order to operate. These include current, past and prospective employees, suppliers, members, clients and customers, and others with whom it communicates. This personal information must be dealt with properly however it is collected, recorded and used – whether on paper, in a computer, or recorded on other material – and there are safeguards to ensure this in the Data Protection Act 1998.
We regard the lawful and correct treatment of personal information by Philanthropy Impact as very important to successful operations, and to maintaining confidence between those with whom we deal and ourselves. We ensure that our organisation treats personal information lawfully and correctly.
To this end we fully endorse and adhere to the principles of data protection, as enumerated in the Data Protection Act 1998 and the General Data Protection Regulation.
Specifically, the principles require that personal information
• shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met
• shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes
• shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed
• shall be accurate and, where necessary, kept up to date
• shall not be kept for longer than is necessary for that purpose or those purposes
• shall be processed in accordance with the rights of data subjects under the Act
• appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data
Therefore, Philanthropy Impact will, through appropriate management, and strict application of criteria and controls:
• observe fully conditions regarding the fair collection and use of information
• meet its legal obligations to specify the purposes for which information is used
• collect and processes appropriate information, and only to the extent that is needed to fulfil operational needs or to comply with the legal requirements
• ensure the quality of information used
• apply strict checks to determine the length of time information is held
• ensure that the rights of people about whom information is held, are able to be fully exercised under the Act. (These include the right to be informed that processing is being undertaken, the right of access to one’s personal information, the right to prevent processing in certain circumstances and the right to correct, rectify, block or erase information which is regarded as wrong information)
• take appropriate technical and organisational security measures to safeguard personal information
In addition, Philanthropy Impact will ensure that:
• there is someone with specific responsibility for data protection in the organisation. (Currently, the nominated person is Ms Rachele Menditto)
• everyone managing and handling personal information understands that they are contractually responsible for following good data protection practice
• everyone managing and handling personal information is appropriately trained to do so
• everyone managing and handling personal information is appropriately supervised
• anybody wanting to make enquiries about handling personal information knows what to do
• queries about handling personal information are promptly and courteously dealt with
• methods of handling personal information are clearly described
• a regular review and audit is made of the way personal information is managed
• methods of handling personal information is regularly assessed and evaluated
• performance with handling personal information is regularly assessed and evaluated
To enable Philanthropy Impact to effectively deliver our services for our clients, we are required to process your data in a number of different ways, depending on the requirements, such as:
Your name and contact details: We use your name and contact details, such as email, postal address and contact number, to get back in contact with you so that you can tell us your question, query or feedback. We may also request your company name, if the request is on behalf of a business.
We use the same information to send you information by email about our services.
We will also use your name and contact details in order to perform our work with you. Without this information, we could not provide you with our services.
Your payment information: In order for us to take a payment from you for the services we provide, we will collect card payment information from you.
Details of any services you have received from us, Our correspondence and communications with you,
Information from research, surveys and marketing activities.
In any event, we are committed to ensuring that the information we collect and use is appropriate for the purpose, and does not constitute an invasion of your privacy. Under our obligations to protect your right to privacy we are required to comply with Privacy and Electronic Communications laws and Regulations and therefore we process your data in accordance with them.
Depending on the activity, we will use the following reasons to process your information:
• You have given us consent to do so;
• We are processing your information so that we can fulfil our promise or agreement in providing services to you;
• We need to comply with a legal obligation;
• We have a legitimate interest to do so.
We only use your information for the purposes detailed in this policy. If there are any changes to the way we process your data we will contact you and ensure that any new processing is done in accordance with the GDPR.
Who we share your data with:
At Philanthropy Impact we believe in keeping you informed about what happens with your data to preserve our relationship of trust and confidence and therefore we do not sell any of your information to third parties.
We occasionally use selected companies to provide services on behalf of our business, which may involve the processing of your personal data, however, we only share your personal data with companies which help us deliver our services or when absolutely necessary. If and when we do share your information, we ensure that all your data is treated with the same high standards as if it were our own.
How long is your data retained?
Philanthropy Impact will only keep your personal data for as long as necessary to provide you with our services or comply with legislation.
How is your data kept secure? Philanthropy Impact rely on a series of people, process, physical and technological controls that help us protect your data. We store the personal data you provide us on computer systems that have access controls in place, are checked for vulnerabilities, and are protected against a malicious attack and have physical access controls in our facilities.
Philanthropy Impact work towards industry standards such as the Payment Card Data Security Standard (PCI DSS) and have implemented a number of technical and administrative measures to protect your information from loss, theft, misuse and unauthorised access, disclosure, alteration and destruction.
Your Personal Data Rights:
You have a great deal of rights over your personal information and at Philanthropy Impact, we are committed to honouring them for you when processing your data. The next sections provide you with information on how you can request a variety of activities from us regarding your personal data, not just personal data obtained through this site, but also personal data processed across other areas of our business.
How can you rectify your data if it is not accurate? If you wish to inform us of any changes to your personal data or preferences, then please contact us at email@example.com.
If we are satisfied that the data is correct and accurate, we will inform you that this is the case and explain our decision. If we are satisfied that data is accurate, you still retain the right to complain to the UK Information Commissioners Office (ICO) and the ability to seek to enforce this right through a judicial remedy.
How can you gain access to your personal data? If you require access to your personal data, you have the right to request this information from Philanthropy Impact which will be provided free of charge.
If we are processing your personal information, you may request access to it by contacting the head of privacy (firstname.lastname@example.org)
In order to correctly process your request and authenticate your identity we may request photographic identity and a proof of address. Some examples are passport or driving licence and a recent utility bill.
Once your request is received and identity verified, we will communicate back to you in writing, where appropriate by electronic means, or if requested, the information may be provided orally. The response will be within a calendar month, unless an extension is required, which in this case we will still communicate back to you within a calendar month, outlining our justification for the additional time required.
This information will be provided free of charge, unless it is manifestly unfounded or excessive, and responses will be without undue delay and within a calendar month. If we do not take action regarding your request, we will provide the reasons for not doing so. You also have the right to complain to the UK Information Commissioners Office (ICO) and the ability to seek to enforce this right through a judicial remedy.
How can you request the erasure of your data from our systems?
If you believe your data should be erased by Philanthropy Impact, then you have the right to request this by contacting info@philanthropy -impact.org and providing us with full details of your request.
In order to correctly process and ensure you are the data subject, we will need to verify your identity, which may include a request for photographic identity and a proof of address. Some examples are passport or driving licence and a recent utility bill.
We only retain data as long as necessary but will review your request accordingly and respond to you within a calendar month.
If we do not take action regarding your request to erasure, we will provide the reasons for not doing so. You also have the right to complain to the UK Information Commissioners Office (ICO) and the ability to seek to enforce this right through a judicial remedy.
How can you make a request for Philanthropy Impact to restrict processing of your data?
You have the right to request that Philanthropy Impact, process your data on a restricted basis in certain circumstances.
You can make a request to restrict processing of your personal data, by providing full details and reasons for your request to email@example.com.
In order to correctly process and ensure you are the data subject, we may need to verify your identity, which may include a request for photographic identity and a proof of address. Some examples are passport or driving licence and a recent utility bill.
We will automatically restrict processing whilst we consider the accuracy of the data or the legitimate grounds for processing it, in line with your rights.
If we do not take action regarding your request to restrict processing, you have the right to complain to the UK Information Commissioners Office (ICO) and to a judicial remedy.
How can you move, copy or transfer personal data to another provider?
You have the right to data portability which allows you to move, copy or transfer your personal data from one IT environment to another in a safe and secure way without any interruption to usability.
You can make a request to move, copy or transfer your personal data by providing full details of your request to firstname.lastname@example.org.
To correctly process and ensure you are the data subject, we may need to verify your identity, which needs to be a photographic identity and a proof of address. Some examples are passport or driving licence and a recent utility bill.
This information will be provided free of charge, unless it is manifestly unfounded or excessive, and responses will be without undue delay and within a calendar month. If we do not take action regarding your request to data portability, you also have the right to complain to the UK Information Commissioners Office (ICO) and the ability to seek to enforce this right through a judicial remedy.
How do you object to Philanthropy Impact processing your data?
You have the right to object to the processing of your personal data in a range of specified circumstances.
Your objection must be based on your particular situation and unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or we are processing the data for the establishment, exercise or defence of legal claims, we will stop processing your personal data.
Where your personal data is processed for direct marketing purposes, this right is absolute, and we will cease processing on receipt of an objection without exception. You can make an objection to us processing your personal data by providing full details of your request to email@example.com.
In order to correctly process and ensure you are the data subject, we may need to verify your identity, which needs to be a photographic identity and a proof of address. Some examples are passport or driving licence and a recent utility bill.
This information will be provided free of charge with responses being made without undue delay and within a month.
How can you raise a concern or make a complaint? We are always interested in what our stakeholders have to say, good or bad. If you wish to provide us with any feedback regarding this policy, have a complaint or wish to exercise any of your rights listed above, please contact us at Philanthropy Impact via firstname.lastname@example.org
If you prefer to write to us, rather than send an email, please do so at:
218 Strand, Room 12
LONDON WC2R 1AT
LONDON WC2R 1AT
Alternatively, if you are not satisfied with our response, you can contact our supervisory authority, which is the United Kingdom, Information Commissioner’s Office (ICO) who ce contacted directly on 0303 123 1113 or by visiting: https://ico.org/concerns
WEBSITE TERMS AND CONDITIONS
1. This website is operated and maintained by Philanthropy Impact.
2. Although Philanthropy Impact attempts to keep this website up to date, some of the material on it may not be up to date. Philanthropy Impact makes no representation, nor gives any warranty, about the accuracy or effectiveness of any research finding or facts contained in any research paper or otherwise displayed or depicted on this site. Users of this website must make their own assessment of the potential effectiveness of any such information. Philanthropy Impact, to the maximum extent permitted by law, disclaims all liability for any injury to any person incurred as a consequence of any information displayed on this website. Philanthropy Impact shall not ther, therefore, liable be for any direct, indirect, special, consequential or economic damage, whether in contract, in tort, or otherwise, arising out of the use of this website or the reliance on any of the information displayed on it.
3. This website contains material the copyright and other intellectual property rights in which are owned by Philanthropy Impact or which appear on the website with the consent of the relevant copyright owner. These materials are made available for visitors or users to browse. As appropriate, users are entitled to download them to a Personal Computer for use and for making a copy for personal use or study only. No commercial use may be made of any of this material without the express written permission of the Philanthropy Impact. In particular, users are not permitted to view, download, modify, copy, distribute, transmit, store, reproduce or otherwise use, publish, licence, transfer or sell any derivative works (in whatever form) using any information obtained from this website other than for personal or non-commercial use.
4. No licence is granted to any user to Philanthropy Impact’s name or logo without the express written permission from Philanthropy Impact.
5. Links to other websites are made by Philanthropy Impact with the permission of the relevant site owners. Philanthropy Impact does not accept any liability or responsibility for the content or use made of any other linked site. Any user or website operator or host wishing to create a link to Philanthropy Impact’s website must first obtain the permission from Philanthropy Impact.
COOKIES AND WEBSITE ANALYTICS
A Cookie is a file containing information that is stored on your computer when you visit a website. When you visit the website again, the cookie allows that site to recognise you.
The cookies we use monitor the use of our website for general statistical purposes only and none of the information we gather in this way can be used to identify any individual who visits the site.
This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyse how users use the site.
The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google.
By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above
How to control cookie settings: Most web browsers allow you to control cookies through their settings preferences, however if you limit the ability of websites to set cookies, you may impact your overall user experience.