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Privacy Policy

Why do we need your information?

Our purpose as a foundation is to connect people who care with causes that matter; We use personal data to manage, deliver and promote our core business of grant giving and provision of donor services.

Whose data do we collect?

We hold data on those who have given financial or other support to us, those who may do so in the future, and those who apply to us for grants, whether on behalf of an organisation or personally.

 

How we obtain your data

The majority of the information we hold about you has been provided directly to us by you.

In some cases we may collect data from someone else. Examples include where existing supporters feel you may be interested in supporting our work and suggest your name to us, or data collected via a service provider such as JustGiving, Localgiving or Eventbrite.

We also collect data from publicly available sources. Examples include information gathered from a news article or online media, including social media like LinkedIn or Twitter. We may also use publicly available directories and similar information such as Companies’ House.

What we do with your data and why

The core purposes of our data processing are to:

  • Administer grants to community groups and individuals;
  • Send communications to you about the Community Foundation;
  • Administer donations and gift aid (including but not limited to funds which are subject to Fund Agreements);
  • Promote the aims and objectives of the Community Foundation through other activities;
  • Build support for the Community Foundation through various fundraising and marketing activities;
  • Thank you for any support you may have given to the Community Foundation.

Supporters and Volunteers

We may use data obtained via third parties to ensure that your contact details are up to date, to plan our fund development and to ensure that appropriate due diligence is carried out to safeguard the assets and reputation of the Community Foundation.

​We collect the following information:

  • Name(s) and address, email, phone number and other relevant contact details and preferences;
  • Relevant family or friends information including information on successor advisors;
  • Occupation, skills and professional activity and network(s) including contact information for current and previous employers;
  • Financial information and interests in philanthropy;
  • Information relating to links and connections with and in Northern Ireland;
  • Records of donations including assets used to make donations, Gift Aid status for example;
  • Records of volunteering for the Community Foundation;
  • Your level of engagement which is created from your interactions with the Community Foundation;
  • Information about our relationship with you, correspondence, meeting notes, attendance at events etc;
  • Information necessary for us to manage funds you have established or supported including information on successor advisors.

 

Grant Applicants and Recipients

​We collect the information described below in order to solicit and process applications for grants from the Community Foundation.

​We collect the following information:

  • Name(s) and address, email, phone number and other relevant contact details and preferences;
  • Purpose and details about an application for a grant;
  • Any other information needed for the assessment of a grant which may include financial, family, education, employment and committee information;
  • Details about any grant which was made;
  • Information about our relationship with you, correspondence, meeting notes, attendance at events etc.

People who use our website

When you visit our website, your personal data is collected both through automated tracking and interacting with various forms on the website.

​This includes information provided when you use the LiveChat facility, make an enquiry, complete a survey or register for our newsletter.

​Our website may include links to websites run by other organisations. The Community Foundation is not responsible for the privacy practices of other websites and you should read their privacy policies carefully.

Protecting your data

We keep your data secure in our database which has appropriate security mechanisms in place.

We do not share your data with anyone unless it is necessary for the purpose for which you have given us the data and/or we are legally required to. Examples of when we are required to share your data:

  • We will provide information to HMRC on Gift Aided donations since we have a legal obligation to provide this information;
  • We will share information on grant applicants with grant panel members and donors. These are volunteers working with the Community Foundation. We will also publish data on grant recipients for groups/organisations (amounts/names/purpose) but we anonymise details for any individual grantees;
  • We may share basic information on the attenders at an event or function or meeting with the host, or other person who has a volunteer role in the Community Foundation;
  • We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to send a newsletter. A contract is always in place with a Data Processor, and they are not permitted to do anything with your data other than that which we have requested.

 

Our responsibilities

We are required to tell you the basis on which we process your data which will be:

  • Consent – Where the law requires your consent to process data in a certain way, we will obtain it before carrying out that activity.
  • Contractual/Legal Obligation – Examples include holding funds which are subject to Fund Agreements or organising a ticketed event. Each requires us to know who you are and to process your information in order to do the thing you have asked us to do. If a contract is in place then we will process your data based on that contract.
  • Legitimate interest – In all other cases the law allows us to process your data if it is in your legitimate interest to do so, but only so long as we need to, and your “interests or your fundamental rights and freedoms are not overriding”. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.

We will keep data for as long as is needed to complete the task for which it was collected. Relationships between donors, grantees and the Community Foundation are often long term, and so we expect to keep your data for as long as that relationship exists, or until we no longer need it.

Your rights

You have a variety of rights about the way we process your data. These are as follows:

  • Where our use of your data requires consent, you may withdraw this consent at any time.
  • Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
  • You may request a copy of the data we hold about you.
  • You may change or stop the way in which we communicate with you or process data about you. Activities like processing Gift Aid donations, or managing a Philanthropy Agreement, may mean we can not entirely stop processing your data. We will always endeavour to comply with such a request, however.
  • If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner.

 

Changes to Privacy Policy

Any changes we make to our policy will be displayed on this page and where appropriate notified to you via email. This privacy statement was last updated in May 2018.

 

Contacting us

If you have any questions about this privacy policy, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact our Data Protection Officer:

Fiona O’Toole, Community Foundation for Northern Ireland, Citylink Business Park, 6a Albert Street, Belfast, BT12 4HQ

T: 028 9024 5927

E: info@communityfoundationni.org

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