Privacy
At New Futures Nepal, we are committed to treating everybody’s personal information responsibly, and being open and transparent about how we do that. On 25 May 2018, the General Data Protection Regulation (GDPR) came into force, which required us to review and update our existing privacy policy. Our updated policy reflects your new rights. It explains in detail how we use the information you share with us, and what measures we take to protect it.
Who are ‘we’?
In this policy, whenever you see the words ‘We’, ‘Us’ or ‘Our’, it refers to New Futures Nepal. New Futures Nepal Limited is a charity registered in England and Wales (1142984).
Your acceptance of this policy, and Our right to change it
By using Our websites, social media pages, entering a competition or providing your information you consent to Our collection and use of the information you provide in the way(s) set out in this policy. If you do not agree to this policy, please do not use Our websites, social media pages or services.
We review our policy regularly and we may make changes to it from time to time. Any changes we make to the policy will appear on this web page and will come into effect straight away. This policy was last updated on 25 May 2018.
What is personal data?
Personal data is information that can be used to help identify an individual, such as name, address, phone number, email address and online identifiers such as IP addresses.
What information do We collect and why?
This policy has been designed to meet the requirements of the Data Protection Act (DPA), the General Data Protection Regulation (GDPR) and successive legislation. It applies to all the websites We operate, Our use of emails and text messages for marketing purposes, and any other methods We use for collecting information. It covers what We collect and why, what We do with the information, what We won’t do with the information, and what rights you have.
Non-personal information such as web pages accessed and files downloaded. This helps Us to determine how many people use Our websites, how many people visit on a regular basis, and how popular Our pages are. This information does not tell Us anything about who you are or where you live. It simply allows Us to monitor and improve Our service.
Personal information such as name, postal address, phone number, email address, date of birth (where appropriate).
You do not have to disclose any of this information to browse the websites. However, if you do choose to withhold requested information, We may not be able to provide you with certain services, such as receiving notifications of events.
We will use the information you provide to:
fulfil your requests – such as applications for events, donations, participation in campaigns and research, and provision of information
process donations, or other payments and verify financial transactions
comply with charity law and other regulations
record any contact We have with you
provide tailored stewardship of major donors
prevent or detect fraud or abuses of Our websites and enable third parties to carry out technical, logistical or other functions on Our behalf
communicate with Our supporters and customers
if you have agreed to it, provide you with information that We think may be of interest to you
carry out research and analysis on the demographics, interests, behaviour, responses and feedback of Our users and supporters to help Us gain a better understanding of them and to enable Us to improve Our service. This research may be carried out internally by Our employees or We may ask another company to do this work for Us
Information created by your interactions with New Futures Nepal
Your interactions with New Futures Nepal may also result in personal data being created. For example, if you make a donation, the date and amount, along with the campaign that you responded to will be recorded. If you engage with one of Our campaigns or activities or volunteer to help at an event, details of your involvement may be added to your record.
What information We generate
We conduct analysis on the information We hold which can produce further personal data. For example, We may analyse how you interact with Our services such as Our websites and social media activity to ensure they’re personalised and relevant to you. This may lead Us to record against your details an entry such as ‘interested in water safety’ that We may use in deciding what content to share with you in future communications.
Information from third parties
We may combine your personal data with publicly available information, such as the Electoral Roll or the Royal Mail Change of Address List to minimise the risk and cost of sending communications that do not reach or would not be appropriate to you and to personalise our interaction with you.
Information from social media
We will only ever use social media platforms (like Twitter, for example) in accordance with their own terms and conditions. If you have an account on one of these platforms, you will have agreed to these terms and conditions yourself. All social media platforms must comply with the Data Protection Act, General Data Protection Regulation and successive legislation when processing or storing the personal data of individuals in the UK and Ireland. This means organisations like Facebook have a responsibility, under law, to store and process data in a fair and transparent way.
Using your information for marketing
If We contact you by email, We will include a link to opt out of receiving future messages if you change your mind.
We may use publicly available data, from reputable sources, where someone would expect their information may be read by the public. This includes data from Companies House, corporate and charity websites, media coverage, and business due diligence websites.
Sharing your information
We will only share your information if:
We are legally required to do so, for example by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court
We believe it is necessary to protect or defend Our rights, property or the personal safety of Our people or visitors to Our premises or websites
Storing your information
We place great importance on the security of all personal information associated with Our supporters, customers and users. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under Our control. For example, only authorised personnel are able to access supporter information, and the financial and personal information you enter on Our website is encrypted before it is sent to Us.
Unfortunately, the transmission of data across the internet is not completely secure. While We do Our best to try to protect the security of your information. We cannot ensure or guarantee that loss, misuse or alteration of data will not occur while data is being transferred.
How long We keep your personal information
We will keep your information only for as long as We need it to provide you with the services or information you have required, to administer your relationship with us, or to comply with the law. When We no longer need information We will always dispose of it securely, using specialist companies if necessary to do this work for us.
Some personal information We hold is retained to fulfil statutory obligations, for example there is an HMRC requirement to retain of Gift Aid declarations for a set period. You can withdraw your consent to any particular usage of your data at any time.
The below summarizes how long We will keep information about different groups of people:
Supporters
If you support Us financially (via donations, memberships or regular gifts), We will hold data for up to 6 years after your last transaction or donation to comply with Our statutory obligations. This is unless there is evidence that you continue to actively engage with Us in which case We will continue to hold your data as long as We have your opt in consent.
If you support Us via non-financial means We will continue to hold your data, so that We can communicate with you as long as there is evidence that you are continuing to have active engagements with Us and We have your opt in consent.
If you notify Us that you are intending to leave a gift in your will We will retain your data to ensure We can acknowledge your generosity at the appropriate time in the future. This may be more than 6 years after your last active engagement with us.
Job applicants
If you have applied for an employed or voluntary role with New Futures Nepal, We will retain the personal data you provide as part of the application process, along with the CV and application form documents you submit, for a period of 2 years from the point at which We last access your application.
Heritage information
New Futures Nepal was founded in 2003 and We hold many historic records, which enable Us to learn about the work of New Futures Nepal over the years and improve how We make decisions in the future.
What We do not do with your information
We never sell or share your information to other organisations to use for their own purposes.
Your rights
The General Data Protection Regulation gives you certain rights over your data and how We use it. These include the right to:
access the personal information We hold about you, known as a subject access request
object to Our processing (automated or otherwise) of your personal information
object to your information being used for marketing purposes
restrict the processing of your personal information
obtain a copy of your personal data in a portable format so that you can reuse it
rectify your personal information if you believe it is incorrect. We want to ensure that all information We hold about you is accurate and up to date so please do let Us know if anything changes, and
request the erasure of your personal information. Please note that in certain circumstances We may need to retain your data for a specified period to comply with Our legal obligations.
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. 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.
If you wish to exercise any of these rights please contact our Data Protection Officer in writing at New Futures Nepal, 18 Eastfield Road, Leamington Spa, CV32 4EX or by emailing info@newfuturesnepal.org
You can find more information about your rights under data protection legislation from the Information Commissioner’s Office at ico.org.uk.
New Futures Nepal is not a ‘public authority’ as defined under the Freedom of Information Act and We will not therefore respond to requests for information made under this Act; using the funds generously donated to Us by Our supporters for such activities is not in accordance with Our charitable purposes.