We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation and Privacy of Electronic Communication Regulation.
We will use your personal data for the purpose or purposes outlined at the time you gave it to us. We use this information:
to provide the service, product or essential information you expect from us;
where you have given us your consent to do so, to keep you informed about: volunteering with us, events, fundraising etc.;
to enable trusted partner organisations to perform services on our behalf or to help us understand our supporters more effectively; and
to better understand how we can improve our services for you.
We may also need to provide your personal data if we’re asked by the police, or any other regulatory or government authority investigating suspected illegal activities.
4.1
How we share your data
We will not sell your personal information to a third party.
We may share your information with partners to allow them to perform services on our behalf. Where applicable we have contracts in place with our suppliers, which require them to comply with the General Data Protection Regulation and The Privacy and Electronic Communications Regulations (or PECR), and to have robust systems and processes to protect the security of your information.
We may provide your email address to digital advertising or social media companies who work on our behalf. This is so we can reach you and others like you with information about how you can support our cause. This data is always provided in an encrypted format and is deleted immediately after use. If you don’t want to see targeted advertising from us on social media, please refer to the instructions provided by the social media site.
Below are some examples of the types of organisations with which we may share your data:
Advertising partners – to enable us to ensure our advertising is relevant to the recipients.
Analytics partners – to enable us to track the effectiveness of our website or mobile apps.
Social media partners – so that we can effectively communicate with our supporters on social media platforms.
Website and app partners – to help us develop websites and apps that give our supporters the best possible online experience.
For further detail on the processes used to share your information please refer to our
Cookie Policy.
4.2.
Cookies and links to third party websites
Cookies
"Our Site may place and access certain first party cookies on your computer or device. First party cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of our Site and to provide and improve our products services. By using our Site you may also receive certain third party cookies on your computer or device. Third party cookies are those placed by websites, services, and/or parties other than us. Third party cookies are used on our Site for advertising and other services. In addition, Our site uses analytics services provided by others which also use cookies. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how people use our Site. For more details, please refer to our
Cookie Policy."
Links to other websites
Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, they will have their own privacy policies for which we do not accept any responsibility or liability.
4.3
Marketing communications
If you agree to receive marketing information from us you can always change your mind at a later date. We’ll never share your information with companies outside Baobab Charity who want to use it for their marketing.
4.4
Fundraising and donations
Where we have your permission, we may invite you to support our work by making a donation, getting involved in fundraising activities etc..
Occasionally, we may invite supporters to attend events where they can find out more about the ways donations make a difference. We’ll keep a record of which events you are invited to and whether you were able to attend.
If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim Gift Aid where you’ve told us you’re eligible, thank you for your gift etc. If you interact or have a conversation with us, we’ll note anything relevant and store this securely on our systems.
If you tell us you want to fundraise to support our cause, we’ll use the personal information you give us to record your plans and contact you to support your fundraising efforts.
Charity Commission rules require us to know where funds have come from, as well as any conditions attached to them. We follow a due diligence process which involves researching the financial soundness, credibility, reputation and ethical principles of donors who’ve made, or are likely to make, a significant donation to Baobab Charity.
As part of this process we’ll carry out research using publicly available information and professional resources.
If you want to change whether or how you hear from us, or have any questions about the data we hold or how we long we hold it, please contact us at info@baobabcharity.org.
4.5
Managing volunteers
We need to use your personal data to manage your volunteering, from the moment you enquire to the time you decide to stop volunteering with us.
This could include:
contacting you about a role you’ve applied for or which we think you might be interested in
processing expense claims you’ve made
recording shifts you’ve booked
recognising your contribution
asking for your opinions on your volunteering experience
next of kin details
4.6
Research
We carry out research with our supporters, customers, staff and volunteers to get feedback on their experience with us. We use this feedback to improve the experiences we offer and ensure we know what you find relevant and interesting.
If you choose to take part in research, we’ll tell you when you start what data we will collect, why and how we’ll use it. All the research we conduct is optional and you can choose not to take part. For some of our research we may ask you to provide sensitive personal data (for example, ethnicity). You don’t have to provide this data and we also provide a ‘prefer not to say’ option. We only use it at an aggregate rather than individual level (for example, for reporting on equal opportunities).
We may give some of your personal data (for example, contact information) to a research agency so that they can carry out research on our behalf.
4.7
Profiling
We know it’s important to our supporters that we use our resources in a responsible and cost-effective way. This is why we use automated profiling and targeting to help us understand our supporters and make sure that:
our communications (for example, emails) and services (for example, our Site) are relevant, personalised and interesting to you
our services meet the needs of our supporters
we only ask for further support and help from you if it’s appropriate
we use our resources responsibly and keep our costs down
To do this we’ll analyse how you interact with us and use both geographic and demographic information to let you know what’s happening in your local area and understand your interests.
Much of the information we collect is aggregated, which means we look at it as a whole rather than at an individual level. However, we may also collect some personal data to personalise your experience, tailor our marketing campaigns to your interests, and ensure the website is functioning as we want it to.
If you’ve agreed we can contact you for marketing purposes, we may also gather additional information about you from external sources, for example; updates to address and contact information, or publicly available information regarding your wealth, earnings and employment at an aggregate level.
Data Aggregation is any process in which information is gathered and expressed in a summary form, for purposes such as statistical analysis. A common aggregation purpose is to get more information about particular groups based on specific variables such as age, profession, or income.
We may sometimes use third parties to capture some of our data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with our terms and in line with the requirements set out in the ‘General Data Protection Regulation’ (“GDPR”).
We won’t profile anyone under the age of 18.
4.8
Recruitment and employment
If you work for us, or apply for a job with us, we will process your personal data, including sensitive personal data, to comply with our contractual, statutory and management obligations and responsibilities.
This data can include, but isn’t limited to, information relating to your health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data without explicit consent. You can find further information on the data we collect and why below.
Our contractual responsibilities include those arising from a contract of employment. This includes, but is not limited to, data relating to: payroll, bank account, postal address, sick pay, leave, maternity pay, pension and emergency contacts.
Our statutory responsibilities are those imposed by law on us as an employer. This includes, but is not limited to, data relating to: tax, national insurance, statutory sick pay, statutory maternity pay, family leave, work permits and equal opportunities monitoring. We will use a unique identifier such as your National Insurance number to identify you so that we can carry out necessary right to work and other employment checks.
Our management responsibilities are those necessary for the way the organisation functions. This includes, but is not limited to, data relating to: recruitment and employment, training and development, absence, disciplinary matters and contact details.
4.9
Use of sensitive personal data
As explained in Section 2, in certain limited circumstances, we may legally collect and process sensitive personal data without requiring the explicit consent of an employee or volunteer.
(a) We will process data about an employee’s health where it is necessary, for example, to record absence from work due to sickness, to pay statutory sick pay, to make appropriate referrals to the Occupational Health Service, and to make any necessary arrangements or adjustments to the workplace in the case of disability. This processing will not normally happen without the employee’s knowledge and, where necessary, consents.
(b) We will process data about, but not limited to, an employee’s or volunteers racial and ethnic origin, their sexual orientation and their religious beliefs, but only where they have volunteered such data and only for the purpose of monitoring and upholding our equal opportunities policies.
(c) We will hold data about an employee’s or volunteer's DBS Check as necessary.