REAL Fundraising Ltd (also trading as REAL Ethical Marketing, REAL Calling, REAL Jobs & REAL Pay)
This policy describes how and why REAL Fundraising Ltd. uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear and transparent when we process your information about what we will do with it.
We are a fundraising and marketing agency who directly employ fundraisers, so we use personal information on a day-to-day basis in order to operate. Our use of personal information allows us to make the world a better place, by the facilitation of donations from our very generous donors and customers to our Charity Clients and Commercial partners.
This policy is effective from 25th June 2020.
Who we are:
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
We ake a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. The Websites comply to all UK national laws and requirements for user privacy.
In summary, the information we collect includes:
statistical information relating to your visits to our website and the resources that you access, such as traffic data, location data, weblogs and other communication data. This is not your personal information and we cannot identify you from such statistical information;
personal information that you provide by filling in forms on our website, such as when you signup to our newsletter, register for information or make an enquiry. This includes your contact details (eg name, email address, phone numbers etc.) and any other personal information that you provide us when you communicate with us for any reason.
Cookies are small files saved to the user's computers hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the General Data Protection Regulations of 2018. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products/services they offer or to assist you in answering any questions or queries you may have submitted.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text/ banner/image links to other websites)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy URLs [web addresses].
Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
The Website Evergiving.com (Charity Donation Platform)
The Website Getmade.co (Charity Donation Platform)
Persons who have agreed to a donation to one of our charity partners will have their donation processed by M.A.D.E. MEDIA INC., a corporation duly incorporated according to law, having its registered office at 403-100 Alexis Nihon Blvd. Montreal, Quebec, Canada, H4M 2N9. Your personal data is hosted within the EU and never viewed or exported outside of the EU. Personal data is stored on secure AWS cloud servers within the EU and following processing will be securely shared with our charity partner with whom the donation has been agreed. Their security & privacy document can be found here.
Who We Share Your Personal Data With
REAL Fundraising will not share your personal information with any third parties that are not approved by the charity partner in order to process your donation.
Sub Processor Name & Location - Purpose - Data Storage region
Amazon Web Services(AWS), Worldwide - Cloud Telephony, Data Hosting & Storage - EU (All Evergiving & GetMade.co donor data is hosted in EU) Privacy
Hubspot - Customer Relationship Manager - Donor Communications Platform EU (Only persons who have consented to be contacted by email or SMS would be shared with this platform and data remains in the EU)
REAL Fundraising will not sell your personal details to any third parties.
Following your agreement to make a donation to a charity client with one of our field agents and to assist in the processing of your donation for the charity, REAL may research you using publicly available sources to correct any errors in the data supplied and ensure your donation can be received by the charity. REAL may also call you to administer your donation and quality check the interaction that was had with the face to face staff member.
Your personal data is stored securely and encrypted on our cloud servers run by Evergiving and hosted by Amazon Web Services (AWS).
If you have provided valid payment details at the point of signup, In order to facilitate your donation REAL Fundraising may contact you by telephone to administer your donation. This call is purely for administration purposes and no further marketing shall take place.
If you have made a one-off donation or provided only contact information with consent for a follow-up call REAL Fundraising may call you to seek further regular support for the charity client you demonstrated an interest in supporting. This is a marketing call and you will only be contacted if you opted in to receive these calls.
You may be called up to 9 times over a period of up to 10 business days to help us process the donation. During the process of your charitable donation, you may opt in to or opt-out of receiving any future calls from the charity at any time in the process, however, by agreeing to the charitable donation you may receive an administration call from REAL Fundraising. If you would like to not have the administration call please email email@example.com stating your name and phone number. You may also receive an email to help administer your donation, no personal data shall be requested nor transferred within the said email.
All charity clients must send a written letter notifying you of their intention to collect the direct debit or card payment, known as an Advance Notification Letter (ANL) or payment notification letter, REAL processes letters for some charity clients (Cancer Research UK, VSO & Alzheimer’s Research UK) and when doing so share your personal data and donation details via secure encrypted file transfer with a third party Webpost Ltd (Company No: 08198782) incorporated in England, with its Registered Office at: Sucklings Yard, Church Street, Ware, SG12 9EN. Your data shall only be shared with webpost to inform you in writing of the commencement of your direct debit or card payment and no marketing information further shall be shared.
Retention of your Personal Data
Your personal data is stored on our Evergiving secure AWS cloud servers for a period of 12 months and no longer.
Call recordings of your welcome call will be stored for 6 months before being securely deleted.
If your donation is with one of the aforementioned charities your personal data is stored for 30 days with Webpost and securely destroyed thereafter.
Should you have any requests for your data to be removed prior to these deadlines please email firstname.lastname@example.org
Compliance with NHS Test and Trace UK
To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.
By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.
As a customer/visitor of REAL Fundraising, REAL Pay, REAL Ethical Marketing you will be asked to provide some basic information and contact details. The following information will be collected:
- the names of all customers or visitors, or if it is a group of people, the name of one member of the group
- a contact phone number for each customer or visitor, or for the lead member of a group of people
- date of visit and arrival time and departure time
The venue/establishment as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.
The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.
In addition, if you only interact with one member of staff during your visit, the name of the assigned staff member will be recorded alongside your information.
NHS Test and Trace have asked us to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.
For example, if another customer at the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all customers who visited on a particular day or time-band, or over a 2-day period).
Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your visit.
However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name, date of birth and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.
Your information will always be stored and used in compliance with the relevant data protection legislation.
The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as a venue/establishment are subject to. The legal obligation to which we’re subject, means that we’re mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of corona virus.
By law, you have a number of rights as a data subject, such as the right to be informed, the right to access information held about you and the right to rectification of any inaccurate data that we hold about you.
You have the right to request that we erase personal data about you that we hold (although this is not an absolute right).
You have the right to request that we restrict processing of personal data about you that we hold in certain circumstances.
You have the right to object to the processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute).
If you are unhappy or wish to complain about how your information is used, you should contact a member of staff in the first instance to resolve your issue.
If you are still not satisfied, you can complain to the Information Commissioner’s Office. Their website address is www.ico.org.uk.
Resources & Further Information
- Data Protection Act 2018
- Privacy and Electronic Communications Regulations 2003
v.5.0 November 2020 | REAL Fundraising Ltd, 10-16 Tiller Rd, London E14 8PX
Any questions about how REAL and our approved partners use your data can be directed to REAL Fundraising email@example.com.