Privacy Policy

Who we are?

Village Rwanda UK (VRUK) is a registered charity with the Charity Commission England & Wales (registration number 1162004)

Our Trustee Petronella Spivey is the charity’s data controller.

If you have any concerns or questions about our privacy practice or the personal information, we hold please email gdpr@villagerwandaUK.com

What information do we collect and how we use personal information?

We hold data on

·                Supporters and donors: Name, Address, Postcode & Email address;

·                Trustees and associates: Name, Address, Postcode & Email address and phone numbers, date of birth;

·                Partners and contacts: Name, Email address and phone numbers.

This is information that we are given directly.

We may also have information that is shared with us by PayPal or Stripe.  These independent third parties will only do so when you have indicated that you wish to support VRUK and with your consent. You should check their privacy policy when you provide your information to understand fully how they will process your data.

We may also collect website information using cookies. This helps us to see how many people use our websites, how many people visit on a regular basis, and how popular individual pages are. Cookies are also essential to our websites running correctly and delivering goods and services to users.

How do we use personal data?

We may use the personal data that you provide in the following ways:

·                to process any donation(s) we may receive from you, to claim Gift Aid on these donations and to update you on how your donations are being used;

·                to set up direct debits, standing orders and one-off card payments;

·                to communicate with supporters;

·                to further our legitimate charitable aims such as sending you information about how donations are being used or sending you an annual report.

You can choose at any time which marketing materials you want to receive from us and in which format. If there is something you would prefer not to receive, please contact us at GDPR@Villagerwandauk.com

What legal basis do we have for processing your personal data?

We rely on legitimate interests for a variety of purposes. Legitimate interest is about balancing the interests of VRUK against your rights and freedoms, and having due regard to your reasonable expectations about the use of your data. These purposes include:

·                mailing other information about VRUK such as our Annual Report;

·                thanking (either by mail or telephone) those of you who have made a financial gift.

We use your consent to send you our newsletters.

We use compliance with a legal obligation as the basis for processing any legally required activities such as Gift Aid returns to HMRC.

When do we share personal data?

We do not share any personal data that you provide, except to comply with legal obligations (for example to government bodies and law enforcement agencies), or to protect VRUK (for example in cases of suspected fraud or defamation).

Who has access to your personal information for processing data and how do we keep it safe?

Personal information is mainly stored on google drive.  This is password protected and only people who need the information are able to access it.

We may also store information in paper files.  These are kept in locked cabinets when not in use and only authorised people may access them.

Information may also be stored on mobile devices such as laptops, tablets and telephones.  It is a requirement that these are password protected.

How long do we keep your data for?

We have a retention policy for every personal data set. We will hold your personal information on our systems for as long as is needed to fulfil the function for which we hold the data or as long as is required by law for the relevant activity. For example, HMRC requires us to keep a record of donations, Gift Aid and financial transactions for seven years.

If you request that we stop sending you marketing or fundraising information, 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. Is this usual?  Yes?

Where your information is no longer required, we will ensure that it is disposed of in a secure manner.

Information will only be kept as long as is necessary for the purposes for which you provided it or we obtained it and will be minimised to ensure we only keep what is necessary.

What are your rights?

If you are registered to receive one of our email newsletters, every email communication provides a clear opportunity for you to opt out of/unsubscribe from future email communications.

The Data Protection Act 2018 and the General Data Protection Regulation give you certain rights over your data and how we use it. You have the right to:

·                request a copy of the information we hold about you and details of what we do with that information (known as a subject access request)

·                update or amend the information we hold about you if it is wrong;

·                change your communication preferences at any time;

·                withdraw your consent to use of your personal information where we are relying on consent as the legal ground for processing it;

·                ask us to remove your personal information from our records;

·                ask us to restrict the processing of your personal information;

·                obtain a portable copy of certain personal information where this is processed automatically;

·                object to the processing of your information for marketing purposes

·                raise a concern or complaint about the way in which your information is being used;

·                ask us to explain any automated processing we carry out and the impact of this on you.

If you wish to exercise any of these rights, contact us at [goes in here].

If we are not sure who you are, we may ask for reasonable proof of your identity before providing you with information or carrying out any of the above actions.