Purpose

This Privacy Policy sets out how Herefordshire Community Foundation (HCF) uses and protects any information that you give HCF when you use this website, adhering to the UK General Protection Data Regulations (GDPR) 2018. For this purpose, the data controller is HCF.

HCF is committed to ensuring that your privacy is protected. Should you be asked to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

Information will be fairly and lawfully processed for limited purposes and will be adequate, relevant, not excessive, accurate and up to date. It will not be kept for longer than necessary and will always be held securely.

HCF operates an opt-in only communication policy which means that marketing communications will only be sent to those that explicitly agree via their preferred method of email, telephone or post.

This policy does not apply to pages hosted by other organisations to which the website may link and whose privacy policies may differ.

What information do we collect about you?

HCF collects information about you when you connect to our website as a donor, fundholder, grant application, trustee, volunteer, newsletter recipient, partner or when making a general enquiry.

HCF will only collect information that is necessary for what we do, and we will be fair in the way the information is collected. HCF will tell you that we are collecting the information, who we are and what we intend to do with the information about you.

HCF will collect information directly from you or from publicly available data sources, such as news articles, on-line media or publicly available directories such as Companies House. If HCF collects information about you from another source, we will make sure you know that this has been done whenever possible.

The following information may be collected:

• Name and job title.
• Contact and demographic information including email address.
• Connections to other organisations such as employer.
• Preferences and interests.
• Details of your donations.
• Details of your grant applications, which may include financial, family, education and employment information.
• Records of your interactions with HCF, such as attendance at events.

If you make a donation online, your card information is not held by HCF. It is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit or debit card transactions.

How we use your information

HCF will process your personal information for its legitimate business and charitable interests, which includes:

• Internal record keeping.
• Administering donations including processing Gift Aid.
• Administering donor funds.
• To assess eligibility for and to process grants.
• To improve HCF’s services, products and information.
• To undertake statistical analysis.
• To ensure HCF knows how you wish to be contacted.
• To send invitations to events that may be of interest to you.

Disclosure of information

HCF will only disclose your personal information if we are under a legal duty to disclose or share personal data to comply with legal obligation or for law enforcement purposes.

HCF will not sell or rent your information to third parties. HCF will not share your information with third parties for marketing purposes.

HCF will share information on grant applicants with donors and grant panel members for assessment purposes and decision making.

HCF will provide information to HMRC on Gift Aided donations because there is a legal obligation to provide this information.

HCF may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to send a newsletter. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than that we have requested.

Security of your data

HCF is committed to protecting your information when you connect with us as a donor, fundholder, grant applicant, trustee, volunteer, partner or general enquirer. In order to prevent unauthorised access or disclosure, we have put and secure the information we collect online.

Some of our suppliers run their operations outside the UK. Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside of the UK.

Links to other websites

The HCF website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. We cannot, therefore, be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

HCF’s Responsibilities

The law requires HCF to tell you the basis on which we process your data.

Some activities, such as sending you emails which promote HCF, require your consent. If the law requires your consent to process data in a certain way, HCF will obtain it before carrying out that activity.

Other activities are carried out to fulfil a contract or agreement. Examples include holding funds which are subject to a Fund Agreement or organising a ticketed event. Each requires HCF to know who you are and to process your information in order to carry out what you have asked us to do. If a contract is in place, HCF will process your data based on that contract.

In all other cases the law allows HCF to process your data if it is in HCF’s legitimate interest to do so, but only as long as HCF needs to and your “interests or your fundamental rights and freedoms are not overriding.” That being, HCF carries out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive, and it will only be carried out in the way which is described in this policy.

Retention of your data

HCF will not retain your information for longer than is necessary. This will normally be for a maximum of seven years after our relationship has ceased, although occasionally specific programmes require data to be held for longer periods.

Your rights

The law requires HCF to advise you that you have a variety of rights about the way your data is processed. These are as follows:

• Where HCF’s use of your data requires consent, you may withdraw this consent at any time.
• Where HCF relies on its legitimate interest to process data, you may ask us to stop doing so.
• You may ask for a copy of the data HCF holds about you.
• You may change or stop the way in which HCF communicates with you or processes data about you, and if it is not required for the purpose you provided it, then we will do so. Activities such as processing Gift Aid donations or managing Fund Agreements may mean that processing your data cannot be entirely stopped, however HCF will always endeavour to comply with such a request.

Controlling your personal information

You may choose to restrict the use of your personal information in the following ways:

• Whenever you are asked to fill in a form, you are able to indicate how you would like HCF to contact you.
• Electronic communications will contain an ‘unsubscribe’ link.
• If you would like to change your communication preferences or be removed from HCF’s database, you can ask us at at any time by emailing accounts@herefordshirecf.org or writing to our office at the address below.

You may also request details of personal information which HCF holds about you under the UK GDPR 2018. If you would like a copy of the information, please write to:

Herefordshire Community Foundation, The Fred Bulmer Centre, Wall Street, Hereford, HR4 9HP.

If you believe that any information HCF is holding about you is incorrect or incomplete, or you wish to request the deletion or removal of your personal data where there is no compelling reason for its continued processing, please email or write to us as above as soon as possible. We will promptly remove or correct any information found to be incorrect.

If you are not satisfied with the way HCF has processed your data, you can make a complaint to the Office of the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. Tel: 0303 123 1113 https://ico.org.uk/global/contact-us/

Changes to our Privacy Policy

As HCF continues to improve our website we may update this policy. Any changes we may make to our Privacy Policy in the future will be posted on this page.