Privacy policy

Updated May 2018

 Who are we?

Rafiki Thabo Foundation (the charity) is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

 What do we mean by ‘personal data’?

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

How do we collect your data?

We collect your data in a number of ways: when you make a donation(s), sign up to our mailing list, volunteer for us, or when you use the contact form on your website to get in touch with us. We use cookies on our website browser which do not collect personal data but rather collect information which helps us assess how the website is used and how it can be improved. The charity does not collect any personal information from a minor without the consent of their parent. Your details are kept safely on our secure database.

How do we process your personal data?

The charity complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use personal data for the following purposes: –

  • To inform supporters of programme updates, news, events, and activities;
  • To fundraise and promote the interests of the charity;
  • To thank donors and fundraisers for their contributions to our work;
  • To communicate effectively with our scholars, graduates, committees and volunteers; and
  • To maintain our own accounts and records (including the processing of gift aid applications).

How do we use your data?

Postal address: We use your postal address to thank you for your donation(s) where we don’t have an email address or you unsubscribed from our email communications.

Telephone number: We rarely contact people by phone and will only do so where we have consent from you to do so and have a legitimate reason for contacting you. We will not phone you for marketing or fundraising purposes.

Email address: We only send you emails, including our newsletter, which we send out via MailChimp, if you have given us your consent. You can unsubscribe to our newsletters at any time, by using the ‘unsubscribe’ link at the bottom of every newsletter.

What is the legal basis for processing your personal data?

  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about our work;
  • Processing is carried out by a not-for-profit body provided: –
    • the processing relates only to supporters, scholars, graduates, volunteers, consultants, and trustees (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.

Sharing your personal data
Your personal data will be treated as strictly confidential and will never be shared with parties outside the charity. We will not sell, trade or rent your personal contact details to any organisation. We sometimes use third-party financial institutions (such as Virgin Money Giving and CAF) to process our donations and they have their own privacy policies which we have verified as satisfactory. They receive the card number and other personal information only to verify and process transactions securely.

How long do we keep your personal data?
GDPR states that organisations must keep personal data “no longer than is necessary for the purposes for which the personal data are processed” [Art.5(1)(e)]. We accumulate the personal data of our scholars and graduates on a secure database and intend to keep this on record for the remaining life of the charity. We also accumulate supporter contact details and intend to continue storing them until such time that the supporter asks us not to. Gift Aid declarations and other financial forms which include personal information will be retained for up to 7 years from the end of the accounting period in which the most recent donation was made.

Your rights and your personal data 

GDPR legislation gives you the following rights in relation to your personal data:

  • The right to be informed about the data that we hold on you
  • The right of access to, rectification of and erasure of the personal data we hold on you
  • The right to object to, restrict or withdraw consent from us processing your personal data

If you wish to exercise any of your rights, please write to us at Rafiki Thabo Foundation, 10 The Grange, Kingham, Oxon, OX7 6XY or email janet@rafiki-foundation.org.uk.

If you make a request relating to any of your rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/ or complying with such a request unless the request is deemed to be excessive in nature.

Changes to this policy

This Privacy Policy may change from time to time. If we make any significant or material changes to this policy, we will publicise these changes clearly on our website or contact you directly with more information.

Should you have any queries about this Privacy Policy, please contact us at janet@rafiki-foundation.org.uk.

Complaints

If at any time you are not happy with the way we have handled your personal data, please do contact us. If you do not feel we have been able to satisfactorily resolve your complaint you can report your concern to the Information Commissioner’s Office (ICO) by visiting their website at ico.org.uk/concerns/.