Privacy Policy

INTRODUCTION

At Tearfund we are committed to keeping your data safe. Your privacy and peace of mind are important to us.

We only collect data from people for specific purposes. Once that purpose has finished, we won’t hold on to the data.

This document tells you how, when and why we collect data from people and what we use it for. We also have website Terms and Conditions, which you should read as well.

We’d love to hear from you if you have any feedback or questions on any of this. You can call us on 020 3906 3906 or email info@tearfund.org

HOW AND WHERE WE STORE YOUR INFORMATION

How and where we store your personal information

We use cloud-based systems to process data – that means data may be processed outside of the European Economic Area (EEA). We only let this happen when we believe your data will be kept safe. We do everything we can to make sure your data is looked after as described in this policy.

By giving us your personal data you’re agreeing to us using the cloud-based systems to process it.

We want you to know that we don’t share or swap your information with any other charities for them to send you marketing. That decision is informed by our values and beliefs and by how important your privacy is to us.

How long?

We keep your personal information only for as long as we need it for each activity. What we have to do by law, accounting and tax all come into play. We also have a separate data retention policy to guide us.

For surveys, we will keep your responses for a short period of time, typically under 6 months, for analysis purposes. Thereafter we keep the results anonymised at an overall level and a record that we approached you and whether you responded. Each survey will make it clear what we intend to do, so you are informed before you choose to respond.

Our service providers and third parties

Sometimes we use agents to help us with tasks such as fulfilling orders or processing donations. They are bound by contract to protect your data and we are still the ones responsible for keeping your data safe.

Sometimes we give external companies information about the people using our website, to help us make sure the website is working well and to find out how we can improve it. But this information is both anonymous and delivered in bulk. We’ll only use IP address information to identify someone if we feel they may cause safety/security issues, or if we have to give this information by law.

When we have to share information by law

We may need to pass on information if required by law or if a regulatory body, like HMRC, or the police ask us to.

We may also share your information where required to do so under a contract with a Governmental or grant making body, such as to qualify for aid match from the Department of International Development. In these cases, we will only share the minimum data necessary to fulfil the obligations.

If you have questions on any of this, or want to see the data retention policy, just get in touch:

Data Protection Officer

Tearfund

100 Church Road

Teddington

TW11 8QE

Or email:dpo@tearfund.org

SECURITY

We do all we can to protect your personal data, and this includes having the right technology. For example, online forms are encrypted and our network is protected and regularly monitored.

The only people who can access personal data are those Tearfund staff members or volunteers who can’t do their jobs without it. These people are all trained in data protection.

Occasionally we also use external companies to help us with personal data tasks. We do checks on these companies, have them sign contracts, and keep checking them regularly. When we do use external companies, we are still the ones responsible for keeping your data safe.

But please remember, despite all of this, the internet is never 100 per cent secure. When you submit data there is always a risk.

Sensitive data

If you give us sensitive information about yourself, for example about your religious beliefs or your physical or mental health, please be aware that we may keep this information. When we do so, we will seek your consent. We will only keep this information where it is relevant to your interaction with us and only for as long as it is necessary. We promise to keep it secure.

Religious beliefs

As a Christian charity, we may record where you worship or what role you play in a church. We will only do this where you are happy for us to use this information or where you choose to make this public ( e.g. on your church website)

Children and vulnerable people:

Aged 12 or under

If we are sent a child’s data, we’ll ask for their date of birth.

If they’re 12 or under, we’ll need their parent or guardian to sign up on their behalf.

Supporters in vulnerable circumstances

We want to do all we can to support anyone we engage with who is in vulnerable circumstances. Our public-facing staff are all trained to identify signs of vulnerable circumstances and engage with the person in the right way. We have a separate vulnerable circumstances policy to guide us in this.