The type of personal information we collect
We will only collect information from you that is relevant and not excessive. In particular, we may collect the following information from you, which is defined as ‘personal data’:
- Personal details, such as your title, name and date of birth.
- Contact details, such as your postal address, email address and telephone number.
- Financial details, such as your bank account details.
- Whether you are a UK taxpayer.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Making the generous decision to become a sponsor.
- Making a donation.
- Visiting our website.
- Signing up to join and become part of our incredible network of volunteers.
- Contacting us with an enquiry.
- Applying for a job to join our great team.
We may use the information that you have given us for the following purposes:
- For the administration of the child sponsorship programme, for example sending you information about your sponsored child.
- To respond to your enquiries.
- To process the annual sponsorship payment (monthly/annually) and any other donations.
- To send you our regular newsletter.
- To reclaim tax on Gift Aid donations, if applicable.
- When you visit our website, we may gather information about which pages you visit to help us improve and provide you with the best service.
- To determine and improve the effectiveness of our website and marketing campaigns.
- To keep you informed about our work.
- To manage and coordinate our volunteers.
Under the UK General Data Protection Regulation (“UK GDPR”), the lawful bases we rely on for processing this information are:
- Legitimate interest. We will process your information for a purpose you would reasonably expect. We will have pre-determined that it is necessary to process your information for this purpose and balanced this with your rights and interests. For example, when you become a sponsor, we use your name and contact details to administrate the sponsorship experience.
- You have given us your consent (this can be withdrawn at any time by contacting us by email at email@example.com).
- Legal Obligation. It is necessary for us to comply with a legal obligation. For example, we process your name, house name or number, postcode and donation history for Gift Aid purposes as required by HMRC.
How we store your personal information
Your information is securely stored on Microsoft SharePoint.
We keep your personal information for as long as we maintain an ongoing relationship with you (e.g., where you sponsor a child through KCC, or you are lawfully included in our mailing list and have not unsubscribed). If you have indicated that you do not wish to hear from us in the future, we will keep the minimum information necessary to ensure we avoid contacting you any further.
We are also required to retain some of your information for auditing purposes, or if you have previously agreed to Gift Aid your donations. In these instances, we may need to retain your data for up to six years.
In the event that you exercise your right to erasure, we will ensure you are informed about what data we are legally required to retain and for how long.
How to opt out of communications
We will give clear opportunities to opt out of future communications every time we communicate with you. If you prefer, you can get in touch with us via email at firstname.lastname@example.org and we will ensure that you are removed from our marketing communications right away.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com if you wish to make a request.
How to complain
Please contact us via email at firstname.lastname@example.org if you wish to raise a concern about KCC’s handling of your personal information, or compliment what you think we have done well.
You also have the right to lodge a complaint with the Information Commissioner’s Office about how we manage your data.
KCC will review our Policy regularly. The terms of this Policy may be updated at any time for example, in the event of changes in law and how we operate. Please do check our website from time to time.
This Policy was last updated in February 2023.