INTRODUCTION & GENERAL TERMS
Drop of Compassion is committed to ensuring that your personal data is secure and not misused. We are committed to protecting any personal information we obtain about you, whether you are a financial supporter, volunteer or campaigner.
We will never sell your personal data and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Drop of Compassion is a registered charity in England and Wales (charity number 1151443).
Drop of Compassion was set up in 2013 to provide poverty relief across Africa, Asia, and the Middle East by offering transformative solutions to water, education, supporting orphan care and providing emergency food and medical aid.
Our objective is to serve the needs of the deprived communities by providing long term, sustainable solutions through our core focus areas: water, health, education, sustainable livelihoods and emergency relief (international).
Our registered address is:
Drop of Compassion, 9 Exton Road, Leicester, LE5 4AF.
Drop of Compassion holds and processes personal data for a number of reasons, including but not limited to the following:
- To keep you updated on our work and the impact of your support
- To send marketing information about our projects, fundraising activities and appeals where we have consent or are otherwise allowed to
- To support fundraising, campaigning and events
- To process donations or other payments, and verify financial transactions to protect you from fraud
Service administration whereby we may contact you for reasons relating to administering any donations or transactions you have made including providing a thank you or a receipt
- To process Gift Aid donations and Gift Aid Declarations
- To process a legacy or gift that you leave in your will
- To provide services, products or information you have requested
- To check with you on how you want us to contact you, and record these preferences
- To keep notes of conversations that you have with our team, as a reference if you want to revisit the conversation later
- To contact you in relation to any correspondence received by you through email, letter, text, social media, phone or other methods
- To notify you of changes to our policies when these affect you
- To ensure that content from our site is presented in the most effective way for you and your computer
- To comply with legal obligations
- To manage our organisation
- To ensure we do not send unwanted information to supporters or members of the public who have informed us they do not wish to be contacted
- To process a job application you may make with us
AGE OF CONSENT
We are committed to protecting the privacy of the young people that engage with us through our website and at fundraising events. If you’re aged 13 or under, you must get your parent/guardian’s permission before you provide any personal information on the Drop of Compassion website.
The law on data protection sets out a number of different reasons for organisations to process and collect personal data. When collecting personal data from you, Drop of Compassion will always make clear to which data is necessary for a particular purpose.
Drop of Compassion relies on the following legal bases in our marketing activities:
Where possible, we will always ask for your consent to send any marketing information. This will be done through providing a clear statement of what you will receive and allow you to select only those channels that you wish to hear from us by.
For example, if you donate online to one of our appeals, you will be asked whether you would like us to keep in touch about our projects, fundraising activities and appeals. You will also be asked which channel(s) of communication you would like us to use. If you opt-out of these communications we will remove you from our list and will not send any further marketing communications.
In specific situations, we process your data to pursue our legitimate interests in ways which might reasonably be expected and which do not materially impact your rights, freedom or interests, such as:
Sending direct mail to keep our supporters updated on projects, fundraising activities and appeals. We will only do this where we have reason to believe the information will be of interest and will make it easy for you to opt out.
If you have opted in to Drop of Compassion emails or text messages we may use your details to link to your account on Facebook or other social media site in order to serve you specific Drop of Compassion content.
We analyse your previous support of Drop of Compassion in order to offer relevant ways of supporting us in the future.
To help identify businesses who may wish to support Drop of Compassion, we send emails to individuals where relevant to their job, for instance people working in Corporate Social Responsibility.
For activities other than marketing, we may rely on different legal bases:
If the law requires us to, we may need to collect and process your data.
For example, where you sign up to the Gift Aid scheme, we will process your data for the purposes of submitting a Gift Aid claim to HMRC.
We may ask for your consent for data – for instance where you campaign, volunteer or fundraise with us and can give you a clear choice about what information you need to provide.
In many situations we need data in order to carry out a task, such as enrolling you as a supporter, fundraiser, campaigner or volunteer, run an event, administer our organisation, plan or run campaigning activities etc.
In limited situations we may use data in the public interest. It is likely to be in the public interest to collect data to prevent crime or dishonesty, ensure that we are fair in our practices by carrying out equality and diversity monitoring, or safeguard the wellbeing of people with whom we work.
We only collect personal data relevant to the type of interaction you have with Drop of Compassion. Whatever your interaction with Drop of Compassion, this information will be minimal and linked to the purpose for which we need it.
- The personal information we mostly collect might include, but is not limited to:
- Personal details: name, date of birth, address, email address, telephone or other
- Financial information: payment information such as credit/debit card details and bank account details (for setting up regular direct debit or payment information)
- Donation details: This includes records of when and how much you give to a particular cause
- Whether or not you have signed up to the Gift Aid Scheme, and whether or not you are a tax payer so that we can claim Gift Aid
- We may also collect details of any correspondence that we have had with you.
Other details for specific circumstances may include, but are not limited to:
- Details of how you’ve helped us by volunteering or being involved with our campaigns and activities
- Interests and preference details: such as campaigns, the ways you support us or types of projects you enjoy
- Any fundraising appeals that you may have responded to
- Events that you have taken part in or enquired about
- Health information that you give us if you are participating in an event, to help us to ensure your safety
- Campaigning actions that you have taken on our behalf
- Information from social media, or if you post on one of our social media pages
- Information we hold, which can in turn generate personal data
Data regarding accidents or incidents:
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data).
If you are a volunteer (whether for specifically Drop of Compassion, or if you are helping us for other reasons – for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Sensitive Personal Data:
Some personal data is legally considered to be sensitive, and so is subject to additional safeguards – in data protection law this is known as ”special category” data. Data on the following matters is classed in this way:
Race, Ethnic origin, Political opinions, Religion or philosophical beliefs, Trade union membership, Genetics, Biometrics (where this is used for identification purposes, Health, An individual’s sex life; or Sexual orientation.
Under GDPR and the Data Protection Act 1998 some elements of personal data are considered as being more sensitive. We do not collect “sensitive personal data” about our supporters, e.g. health status, unless there is a clear reason for doing so – such as participation in a run or similar fundraising event where we need this to ensure that we provide appropriate facilities or support to enable you to participate in the event. In such cases, clear notices will be provided on application forms to make clear what information we need and why we need it.
We will only collect or use this type of data if there is a specific reason for doing so. We will always explain this reason to you when we ask for the data and will usually ask for your explicit consent to use it. For example, if you register to run a marathon on our behalf, we will ask to collect and store information on your health for your own protection and to make sure that we can provide you with appropriate facilities and support. We wouldn’t ask for consent if it is information that you have clearly made public, for example, the political views of a political figure or candidate, or your religion if you are working with us because you represent a faith group such as your church.
Age is not legally considered as a special category of data, but we will always treat it sensitively.
Drop of Compassion may collect your personal data in the following circumstances:
You may give us your personal data directly when you make a donation, sign up for one of our events or newsletters, volunteer or fundraise with us, or contact us via our website, phone, social media or mailing address.
You may give us your information indirectly when you sign up to fundraising events such as Marathons, contribute to Drop of Compassion via fundraising sites like JustGiving, LaunchGood or other, or participate in a fundraising activity with a partner organisation. These independent third parties will pass your data to Drop of Compassion where you have indicated that you wish to support Drop of Compassion and have given your consent or it is a necessary part of completing a contract with you.
Sometimes your personal data is collected by an organisation working on our behalf but as they are acting on our behalf, Drop of Compassion is the “data controller” and responsible for the security and proper processing of that data.
c. When you access Drop of Compassion’s Social Media
We might also obtain your personal data through your use of social media such as Facebook, Instagram, WhatsApp, YouTube, Twitter or LinkedIn or other platforms, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
d. When the information is publicly available
We might also obtain personal data about individuals who may be interested in giving major gifts to charities or organisations like Drop of Compassion. In this situation, Drop of Compassion may seek to find out more about these individuals, their interests and motivations for giving through publicly available information. This information may include newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House. Drop of Compassion will not retain publicly available data relating to major donors without their consent, which will be sought at the earliest practical opportunity.
We may also gather information if your activities relate to our work – for instance, if you are a public figure such as a Member of Parliament or you represent an organisation which we work with or which is related to one of our campaigns we may gather information about you in order to inform our campaigning and make decisions – for instance, whether we engage with you to seek your support for our work, ask your constituents to write to you, or choose to work you in another way.
Cookies are a useful way for us to understand how supporters use our website. When you visit our web site we will collect data from your computer or other device such as a smart phone or tablet through the use of “cookies”. Cookies are created by your web browser when you visit our website. Every time you go back to our website, your browser will send the cookie file back to the website’s server. They improve your experience of using our website, for example, by remembering your preference settings so that you are presented with information likely to be most relevant to you, and by measuring your use of the website to enable us to continuously improve our website to ensure that it meets your needs. Cookies can also be used to show you relevant Drop of Compassion content on social media services such as, but not limited to Facebook – these are known as “retargeting'” or “advertising” cookies.
If you visit our website as an anonymous visitor (e.g. you switch off cookies), Drop of Compassion may still collect certain information from your browser, such as the IP address (an IP address is a number that can uniquely identify a computer or other internet device).
We will only use your information within Drop of Compassion for the purposes for which it was obtained. We will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
We may need to share your information with service providers who help us collect donations or deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These “data processors” will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We do not allow these organisations to use personal data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.
Facebook and Social Media platforms:
Drop of Compassion may also use your email address and phone number to match to your account on Facebook or other social media sites in order to show you Drop of Compassion content while using these services. We only do this where you have opted in to marketing emails or phone calls and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.
In addition, we may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in Drop of Compassion, and we may then show them Drop of Compassion content. No data we hold about you is retained by the third party.
There are two ways to prevent this use of your data, you can either update your preferences at Drop of Compassion by opting out of the relevant channel of communication or you can do this via the social media site:
Updating your preferences with Drop of Compassion will not guarantee that you never see our content on social media, since the social media site may select you based on other criteria and without your data having been provided by Drop of Compassion.
Where legally required:
We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies, statutory bodies, or law enforcement agencies for tax purposes, where it is in the public interest, or the prevention and detection of crime, subject to appropriate protection in law).
Drop of Compassion will hold your personal information on our systems for as long as is necessary for the relevant activity.
If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions.
Drop of Compassion operations are based in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, but we’ll only allow them to do so if your data is adequately protected or with your permission.
Some of our own team may be abroad on site or may actually be living abroad and may carry or store your data on their personal device. Strict protocols would ensure this team member would be highly trained to comply with the Data Protection Regulations and only keep with them what is necessary.
Your data may also leave the European Economic Area if you travel with us, for example by signing up to one of our volunteering trips. This will only be information specifically related to your trip, for example to book your travel, or to arrange your visit to one of our sites with our overseas colleagues.
We ensure that there are appropriate technical and organisational controls in place to protect your personal details to the highest possible standards. For example our online forms are always encrypted and our network is protected and routinely monitored and maintained.
This includes the use of secure servers, firewalls, virus and malware protection, secure socket layer (SSL) encryption and secure file transfer protocol for our work with third parties. We follow payment card industry (PCI) security compliance guidelines when processing credit card payments.
When using external companies to collect or process personal data on our behalf we do comprehensive checks on these companies before we work with them and make sure they are compliant, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect on our behalf, or have access to.
Access to all Drop of Compassion data is protected by complex passwords, including letters, numbers and characters: in some cases more than one method of authentication is used. We make sure that only staff that need to access your personal data can do so. Any member of our staff who has access to your personal data is given training to make sure that they understand the importance of keeping your information safe and secure at all times.
Whilst we take all of the measures that we’ve outlined above, unfortunately, the transmission of information using the internet is not completely secure. Although we will do our best to protect your personal data sent to us this way, we cannot guarantee the security of data transmitted to our site. Also, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
It is important that you understand your legal rights around your personal data and how we may use it. If you would like to discuss or exercise any of these rights, please contact our Data Protection Officer at:
Post: Data Protection Officer, Drop of Compassion, 9 Exton Road, Leicester, LE5 4AF, England
Under the Data Protection Act 1998 and the General Data Protection Regulation, effective as of May 25th 2018 you have the following rights:
- The right to access your personal information free of charge
You have the right to access a copy of your personal data and receive certain information about what the data is and how and why we are processing it. Please note that we will require you to prove your identity before we disclose any information.
- The right to edit and update your personal information
If you feel that any of the information that we hold about you is incorrect, do let us know so that we can look into it.
- The right to request to have your personal information deleted
You have the right to request that we delete your information and can discuss this with us at any time. You should know that there are some circumstances where we may need to keep your details, for example, if it is necessary to comply with a legal obligation on us. If this situation occurs, then we will explain and discuss these circumstances with you.
- The right to restrict processing of your personal information
You can request that we restrict processing of your data, as an alternative to deleting it – this means that we will keep the data but stop processing for most purposes. You may want to exercise this right if you feel that the data is inaccurate, that our processing of it is unlawful, whilst we progress a request from you to object to processing, or if we have no further need of the data, but you require us to keep it in relation to the establishment, exercise or defence of a legal claim.
- The right to object
You have the right to object to the processing that we have outlined in this policy.
- Right to data portability
You have the right to request a copy of certain personal data to have it transferred to another organisation in certain circumstances.
- The right to lodge a complaint with a supervisory authority (ICO)
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO).
You should know that there are some circumstances where these rights may not apply, but where this is the case we will always explain this to you.
If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations.
You have a right to be forgotten, which means that you can ask us to delete your personal detail. You should know that there are some circumstances where we may need to keep your details, for example, in order to comply with a legal obligation. If this situation occurs then we will explain and discuss these circumstances with you.
If you would like to discuss or exercise this right, please contact our Data Protection Officer at:
Post: Data Protection Officer, Drop of Compassion, 9 Exton Road, Leicester, LE5 4AF, England
If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information in relation to this policy contact our Data Protection Officer at:
Post: Data Protection Officer, Drop of Compassion, 9 Exton Road, Leicester, LE5 4AF, England