This is the privacy statement of Children of Songea Trust. Charity No. SC036556). This privacy statement explains how we collect and use personal information about you.
We seek to resolve directly all complaints about how we handle personal information, but you also have the right to lodge a complaint with the Information Commission Office by phoning 0303 123 1113 or visit their website.
HOW WE USE YOUR PERSONAL INFORMATION
In general terms, we collect and use personal information to:
provide our programmes, products or information you have requested
verify your identity where this is required
contact you by post, email or telephone about our activities or products that you have agreed to receive
understand your needs and how they may be met, including research and surveys
maintain our records, including gathering feedback or complaints
process donations or payments we have received from you
prevent and detect crime, fraud or corruption as required by law or regulation
further our charitable aims, including for fundraising activities
process your application for a job or volunteer role with us
monitor website use and personalise the way information is presented to you
help improve our work, services, activities, products or information (including our website) to make it as user friendly as possible
Further details can be found in the specific sections which follow.
BECOMING A DONOR OR FUNDRAISER
If you support us, for example by donating, registering to fundraise or by signing up to an event, we will usually collect your name and contact details. Where it is appropriate, we may ask for some other information such as date of birth, your motivation or personal experience in supporting us. We will use the information you provide to give you the services, products or information requested by you, to administer your donation including processing gift aid, to support your fundraising or manage your marketing preferences.
Where you give us your consent, we will inform you about the work we do and update you with our latest fundraising activities that we carry out to help children and families in Tanzania. You decide how you want us to contact you, whether by post, email, phone or text message. We may also send you service communications, for example confirming a direct debit instruction when you have donated to us.
This personal information will be held and processed to enable us to contact you about future volunteering opportunities. We will only hold the personal information we need relevant to the nature of your volunteering; when this information is no longer needed, we will delete it in accordance with our retention policy.
MAKING ONLINE DONATIONS AND PAYMENTS
To make an online donation or payment by direct debit or payment card, you will be directed to a payment gateway. Payment gateways use security features and encryption to ensure your data remains safe.
We offer the use of Virgin Money Giving to donate to us or to set up a fundraising event, and work through Eventbrite to manage all our events' registrations and payments. Further information about the collection and use of your data will be provided on the relevant payment gateway for you.
We do not process or store your credit or debit card details. If we receive an email containing any credit or debit card details, it will be immediately deleted, no payment will be taken, and you will be notified about this. All online donations should be completed through Virgin Money Giving.
APPLYING FOR A VOLUNTEER ROLE
If you apply for a volunteer role at Children of Songea Trust, we will only use the information you give us to process your application and to monitor recruitment statistics. We will share your personal information with people and/or organisations that you have asked us to contact for the purposes of obtaining a reference. We may also undertake a vetting and barring check through Disclosure Scotland in accordance with our safeguarding policy and legislation. If you are unsuccessful in your application, we may hold your personal information for a period of six months after we have finished recruiting for the post or volunteer role for which you applied. We keep statistical information about applicants to develop our recruitment processes, however no individual applicant would be identifiable from this information. If you become a volunteer, your data will be processed in accordance with your volunteer agreement and other applicable policies.
VISITING OUR WEBSITE
When someone visits we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out information such as the number of visitors to the various parts of our sites. We do not allow Google Analytics to make any attempt to find out the identities of those visiting our website. If we do want to collect personal information through our website, we will make this clear and explain what we will do with it.
We ensure your data is kept secure by using up-to-date security features and procedures, and we respect the privacy of all visitors to our website.
If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our forums or social media pages, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
SUBSCRIBING TO OUR NEWSLETTER OR MARKETING INFORMATION
We may contact you for marketing purposes by email or text message if you have agreed to be contacted in this manner. By signing up to our newsletter, or by opting into email communication, you grant us the right to use your email for marketing purposes. We use MailChimp to send you our marketing material and newsletter. If you have provided us with your postal address or telephone number, we may send you direct mail or telephone you about our work if you have consented for us to do so.
It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you want us to use your personal information in these ways, please tick the relevant box situated on the form on which we collect your data.
You may opt-out of our marketing emails at any time by clicking the ‘unsubscribe’ link at the end of our marketing emails or newsletter.
You can also change any of your contact preferences at any time by letting us know what types of information you wish to receive. When you contact us, we will quickly recap the types of communications that we send out and tailor your record according to your preference.
We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we may retain your details in accordance with legal requirements and to help ensure that we do not continue to contact you.
PARTICIPATION IN AN ONLINE SURVEY
From time to time we may run online surveys, to collect feedback about a range of topics related to our work. Our online surveys are powered by SurveyMonkey software.
Accessing your information
We keep records for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner. You have the right to request a copy of the personal information about you that we hold.
Correcting your information
We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deleting your information
You have the right to ask us to delete personal information about you if:
You consider that we no longer require the information for the purposes for which it was obtained;
We are using that information with your consent and you have withdrawn your consent – see withdrawing consent to using your information below;
You have validly objected to our use of your personal information – see objecting to how we may use your information below
Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information
You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information, but you don't want us to delete the data. Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you
Withdrawing consent using your information
Where we use your personal information with your consent you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.