GDPR Data Privacy Statement for the UK
SOPHOS AFRICA UK (SAUK)
Charity no. 1197557
Data Protection Lead:
Date of Policy:
The Trustees of SAUK
5th May 2022
This is the privacy statement and data protection policy for SAUK. It covers how we will process (use and store) your data, what data we hold, your individual rights and how you can interact with us about your data.
This policy covers our use of Personal data, which is any information about a living individual, which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information.
Our processing of personal data is governed by the Data Protection Bill/Act 2017-2019 and the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998).
Who are we?
This Privacy Notice is provided to you by SOPHOS AFRICA UK, which is the Data Controller for your data. For clarity, the term Data Controller covers all employed staff members, office holders and trustees for SAUK.
SAUK processes data containing:
- names, titles, and aliases, photographs;
- Contact information including telephone numbers, postal /residential addresses, and
email addresses and social media identifiers
- Where there is a legitimate interest to facilitate our charitable aims and activities, or
where you have provided them to us, we may process demographic information such
as gender, age, date of birth, marital status, nationality, education/work histories,
academic/professional qualifications, areas of interest; _
- Where you give financially in support of SAUK or pay for SAUK activities
(event bookings etc.), financial identifiers such as bank account numbers, payment
card numbers, payment/transaction identifiers, policy numbers, and claim numbers; _
- As a charity based upon Judeo-Christian principles and working in Africa the data we process may to constitute sensitive personal data because the very fact that we process your data at all may be suggestive of your religious beliefs or your desire to see cultural transformation in certain African countries.
As a Data Controller, we will comply with the legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.
What are we doing with your data?
We only hold data that either we are legally obliged to or that helps us fulfil our missional and charitable aims. We are mostly a volunteer organisation and good communication with our network of supporters is an essential part of being SAUK.
Therefore, we will hold and process data to:
- enable us to meet all legal and statutory obligations
- Deliver our Charity’s vision and mission, and to carry out any other voluntary
or charitable activities for the benefit of the public as provided for in the constitution
and statutory framework of our charitable organisation;
- Fundraise and promote the interests of the charity;
- Maintain our own accounts and records;
- Process and record financial donations that you have made (including Gift Aid information);
- Communicate with you about your views or comments;
- Update you about changes to our services, events, role holders;Send you communications, which you have requested and that may be of interest to
- you. These may include information about campaigns, appeals, other fundraising activities;
- Process a grant or application for a role;
- Enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
What is our legal basis for processing your personal data?
- Most of our data is processed because it is necessary for our legitimate interests to enable our charitable and missional aims.
- Some of our processing is necessary for compliance with a legal obligation. For example, retaining safeguarding records and gift aid declarations are examples of this.
- We may also process data if it is necessary for the performance of a contract with you, or to provide a direct service to you. For example, if you buy tickets for a charity event.
- Where your information is used other than in accordance with one of these legal bases,
- We will first obtain your consent to that use.
You can be reassured that we will treat your personal data as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary): _
- Our agents, servants and contractors. For example, we utilise third parties to maintain our database software and email servers and website;
- For security purposes when hosting events in third party premises_
- On occasion, with other charities with which we are carrying out joint events or activities.
Our general rule is to keep data no longer than necessary. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits.
You have the following rights with respect to your personal data: When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
- The right to access information we hold on you. At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee .
- The right to correct and update the information we hold on you. If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your information erased. If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
- The right to object to processing of your data. You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
- The right to data portability. You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought. You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
- The right to lodge a complaint with the Information Commissioner’s Office. You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is managed and supported and accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas, however it is our general practice not to publish any personal data on our website or in our printed communications.
You are very welcome to get in contact with us… If you have any queries or concerns about how we use your data, please do get in contact with us.