PRIVACY POLICY

GRACE (Global Reconciliation, Advocacy and Community building Engagement) in War Affected Regions (also known as GRACE International) is a charity based in the U.K. that aims to promote the long-term, sustainable wellbeing and empowerment of children, their families and communities affected by war. GRACE will provide grants to projects, charities and other organisations working to reduce hardship and stigmatization of children born from conflict-related sexual violence, children born in captivity, and their families. Our vision is to protect and advance their physical and mental wellbeing, education, social inclusion, economic empowerment and human rights.

Our contact details

Name: GRACE

Our registered address is: c/o Holly Ridge, Crossing Lane, Claydon, Oxfordshire, UK OX17 1EX

E-mail: info@graceinternational.uk

Charity registration no. 1199786

Date Privacy Notice revised: 8.3.23

Our Privacy Notice applies to the personal data that GRACE collects and uses.

References in this Privacy Notice to “GRACE”, “we”, “us” or “our” mean GRACE, a charity registered in England and Wales (number 1199786).

We are the “data controller” for the purposes of the Data Protection Act 2018 and UK GDPR.

We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.

Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.

The type of personal information we collect

When using the term “personal data” in our Privacy Notice, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold.

We collect some personal data from you, for example, when you use our website, when you donate to us, use our services, attend our events or contact us (e.g. email, letter).

What data we collect and when

We may collect and process the following categories of information about you:

Personal information, including contact details

For example, your name, postal address, email address, telephone number, professional interests, and date of birth (where relevant).

We collect this when you contact us or donate by post or via our website.

This information may include:

Name, role and organisation
Contact details including email address
Demographic information such as postcode and interests.

We collect material that you proactively post or contribute to our site and any correspondence you have with us.

Communications

We may collect information about you whenever you interact with us by email, post or phone. For example, when you contact GRACE regarding our activities, send or receive information, register for an event or to receive news updates, make a donation or register for gift aid.

Third party information

We collect information indirectly from third parties such as event organisers.

We collect this when you have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service or register for an online competition.

Non-personalised data

Websites

We collect information about how our website is used, such as your searches for information.

This information is collected when you navigate on our website.

We collect non-personal data such as IP addresses, details of web pages visited and files downloaded. Website usage information is collected using cookies. Please see the section on cookies below.

This information is collected when you use our website.

Social media

We collect your posts and messages when you interact directly with GRACE on social media.

This information is collected when you use platforms such as Twitter.

Sharing your personal data

GRACE does not share your data with any other charity, public body or commercial organisation for their marketing purposes.

We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligations, or in order to enforce or apply any agreements; or to protect the rights, property, or safety of the organisation, or others. This includes exchanging information with other companies and organisations for the purposes of safeguarding or other statutory regulations we have to comply with.

We will share your personal information with those organisations with whom we have reciprocal agreements for providing services for fulfilment, joint campaigns or other actions in line with our charitable purposes.

How and why we use personal data

We use your personal data for the following purposes:

To manage your donations, requests or to share information about out activities and fundraising campaigns, and to support our advocacy work

When you interact with us, we use your information to perform our services in relation to your donation, deal with your queries and requests, to share information about our activities and fundraising campaigns, and advocacy work.

To fundraise and promote GRACE’s work, in both financial and non-financial ways

Our supporters underpin everything that we do as a charity. To support the development of GRACE and enable you to contribute to this, we want to keep in touch with you. This is to provide you with feedback and details of other opportunities and invitations to support GRACE in financial and non-financial ways.

Under our lawful basis of legitimate interest, GRACE will contact you by email and potentially occasionally by postal mailings. However we will always seek your consent to send emails or post to you.

To communicate with you and manage our relationship with you

Occasionally, we may need to contact you by mail, email and/or telephone for administrative or operational reasons - for example, to send you confirmation of your donation. These communications are not made for marketing purposes and as such, you will continue to receive them even if you opt out of receiving marketing communications from us.

We will also use your personal data if we contact you after you have sent us a request, filled in a web form through our website or contacted us on social media.

Your views and opinions are very important to us, so we may send you a survey to seek your feedback.

To inform you about our news and ways you may be able to help GRACE

We may send you marketing communications by email, if you have consented that you are happy to receive these.

You can also ask us to send you marketing communications by contacting GRACE via email at info@graceinternational.uk.

If you are happy to receive marketing communications, we will provide you with news, information about our fundraising and campaigning work, together with opportunities and invitations to donate or support GRACE in other ways.

If you do not want to receive marketing communications from us, you can simply tell us by contacting us via email at info@graceinternational.uk

You can choose to opt out of receiving email communications at any time by clicking on the relevant unsubscribe link at the bottom of any email you may receive from us.

To maintain and improve our own accounts, records and organisational processes, to fulfil our administrative purposes and protect our charitable interests

The purposes for which we will use your information includes accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing, maintenance and development.

The legal basis for processing personal data

The Data Protection Act 2018 requires organisations to consider the legal basis on which they process personal data.
GRACE will process personal data under the following lawful basis:

Agreement - Where it is necessary for us to fulfil a contract with you.
Legitimate interests - When it is in our legitimate interests to do so as part of our efforts to build long-term relationships with our supporters. In such instances, we will send you communications and marketing material via email or occasionally post, unless you have told us you do not wish to receive these communications.
Consent - With your consent, we will send you emails and/or post.

Profiling and research

As a fundraising organisation, we undertake in-house research and occasionally might engage specialist agencies to gather information about you from publicly available sources, for example, Companies House, the Electoral Register, company websites, ‘rich lists’, social networks such as LinkedIn, political and property registers and news archives. You will always have the right to opt out of this processing. We may also carry out research using information in the public domain to identify individuals who may have an affinity to our cause but with whom we are not already in touch. We also use publicly available sources to carry out due diligence on potential donors to meet money laundering regulations. This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you.

We are committed to working in a transparent, ethical, responsible and honest way.

If you would rather your personal data was not used for the purposes of wealth screening, you can contact us at info@graceinternational.uk.

How long do we keep personal data

We will keep your personal data only for as long as we consider it necessary to carry out each processing activity. This takes account of our legal and accounting obligations, balancing this with what would be considered reasonable.

We are required to keep details of financial transactions for seven years to meet accountancy and HMRC requirements. We will anonymise or delete personal data if, after a period of seven years, we have not had any contact or communication from you (this will be measured on a rolling seven-year period). We delete all other personal information from our information management systems if we have had no contact with you for three years.

Your rights

We support the principle of “fair and transparent” processing of your personal information. We support your rights in relation to your personal information under the Data Protection Act 2018, including the:

right to be informed (chiefly via this policy)
right of access
right to rectification
right to erasure
right to restrict processing
right to data portability
right to object
rights related to automated decision-making including profiling.

If you wish to exercise any of these rights, please contact the Data Protection Officer in writing at … or via email at info@graceinternational.uk

Requesting access to your personal data

You have a right to request access to the personal data that we hold about you.

If you would like to request a copy of your personal data or have any questions in relation to your personal data, please contact us at info@graceinternational.uk

Privacy and Security of your personal data

In accordance with the Data Protection Act 2018 and UK GDPR, we are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. When you provide your personal data through our website, this information is transmitted across the internet securely using high-grade encryption.

The data that we collect from you will be processed by our web host (GoDaddy – Privacy Policy: https://www.godaddy.com/en-ca/legal/agreements/privacy-policy) and our communications host (Microsoft 365 – Privacy Policy: https://privacy.microsoft.com/en-ca/privacystatement)

GRACE takes particular care with online giving. GRACE uses CAF-Donate for secure payment processing. They specialise in the secure capture and processing of online transactions. The online donation form is secure, and your information is encrypted and stored on a secure database. GRACE does not retain any card payment information.

Cookies of other tracking technologies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our websites, we may use technologies, such as cookies or other tracking software. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies, as this is based on your Internet Protocol (IP) address only.

Google Analytics

The website uses Google Analytics, a web analytics service provided by Google. Google Analytics uses cookies, which are text files placed on your computer, to help the website analyse how users use the site. The information generated by the cookie about aggregated use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.

Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.

Google will not associate your IP address with any other data held by Google.

Opting out of cookies

You may refuse the use of cookies by selecting the appropriate settings for your browser.

However, please note that if you do this, you may not be able to use the full functionality of our website.

Updates to our Privacy Notice

We will make changes to this Privacy Notice from time to time, as and when required and we will publish any new version of this Privacy Notice on this page.

If you have any complaints about our use of personal data, please send an email with the details of your complaint to info@graceinternational.uk

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate)

Contact information and telling us when things have changed

GRACE will occasionally provide you with the opportunity to opt-in to receiving certain types of communication. If you are already receiving such communication, you do not need to opt-in again as your existing preference will persist until you provide explicit instruction that you want to opt-out.

You can change your preferences on what you receive from GRACE at any time, including fundraising and marketing materials or how we contact you. Let us know:

Email us at info@graceinternational.uk

Post

Write to us at: GRACE c/o Holly Ridge, Crossing Lane, Claydon, Oxfordshire UK OX17 1EX.

We welcome any questions, comments and requests regarding this Privacy Notice and these should be addressed to info@graceinternational.uk

Data Protection Officer
Address: GRACE c/o Holly Ridge, Crossing Lane, Claydon, Oxfordshire UK OX17 1EX.

Authors: GRACE – info@graceinternational.uk