The Powell Family Foundation

Address: 20 St. Andrew St., London, EC4A 3AG

Email: info@tpff.org.uk

Privacy Notice

Summary

We respect the privacy of our beneficiaries, as well as that of other visitors to our website. This notice explains how we collect, manage, use and protect your personal information.

How we protect your privacy

According to the law, we are accountable for the data we process. So, we measure any risk we might create when we process your data and we provide contact details for your use if you have any concerns about our use of your data. We keep records of our processing and any incidents so we can measure and improve our approach. We regularly review our policies and procedures to ensure we are upholding your rights under the Data Protection Act (2018).

The information we collect from you

Under the Data Protection Act (2018), and the Privacy and Electronic Communications Regulation (2019), TPFF is what is known as a ‘controller’ of the personal information you provide to us. The information you provide will vary, but could include:

  • Your name, postal address, telephone number and email address
  • Information on your reasons for contacting the charity, if applicable
  • Information about your activity online when you visit our website
  • Information about your interact with our social media
  • Records of email correspondence.

In some circumstances you may provide other personal information, which could include your date of birth, gender, ethnicity, details about your eye condition, diagnosis and health. We will only collect and record sensitive information like this, which is known as ‘special category data’, with your explicit consent and where there is a good reason to do so. Access to this data will be restricted to certain members of our team and it will not be shared with any third party without your consent, unless we have a statutory obligation to do so, or if there are concerns for your safety.

How we collect your information

We collect your personal information in various ways, for example when you apply for a grant or provide us with feedback. We may also collect information when you are using our website. Sometimes, we will gather publicly available data to ensure that your information is up to date, or to build a profile based on your background and interests in order to communicate more effectively with you.

Please remember, if you give us permission to share information about you publicly in the form of a case study, or on social media, or you share such information yourself, it is then in the public domain.

TPFF uses social media to promote our work. We have accounts on Facebook, Twitter and LinkedIn. Where members of the public engage with our posts or publish content relevant to our work, we may ‘like’ the posts, ‘follow’ them, reply or write to them.

How we use your information

The information you provide is used to fulfil any requests or queries we receive from you, including referrals on to other relevant parties, to manage your contact preferences, and to provide you with information about our work and activities. We may from time to time use your information to seek feedback from you or to conduct surveys. Sometimes, we also have a legal obligation to process your personal information.

Normally, we will process your information based on consent that you have provided to us. On other occasions, we may use your information because we consider we have a legitimate interest to do so. Some examples of when we would rely on our legitimate interest include:

  • to pursue our organisational aims and objectives;
  • to ensure we meet our regulatory requirements as a charity;
  • to manage our ongoing relationships with beneficiaries;
  • when you work for us;
  • when you volunteer your time for us;
  • to manage financial transactions and prevent fraud;
  • to clean our data and to ensure it remains up to date.

Where we rely on legitimate interest to process your information, we will always ensure that we respect your rights, and that you have the opportunity to opt-out and inform us of your preferences.

You can contact us at any time on info@tpff.org.uk to ask us to remove your information from our records.

How long we keep your information

We will not keep your personal information for any longer than is necessary for the charity’s purposes or for legal requirements and we review our retention periods for personal information on a regular basis.

Sharing your information

We only disclose information to third parties when obliged to by law, for purposes of national security, taxation and criminal investigations, and if you have agreed that we may do so.

However, if we do need to share your information with third parties we will only do so where it is necessary to fulfil the service or contract and where the third party has adequate policies and procedures in place to safeguard its use.

We will never sell or rent your personal information to other organisations.

Your rights

You have a number of very important rights, which we will always respect:

  • the right to be informed – transparency over how we use your personal information;
  • the right of access – you can request a copy of the information we hold about you, which you will receive within one month;
  • the right of rectification – you can let us know if any of the information we hold about you is inaccurate, and we will correct it;
  • the right to restrict processing – you can ask us to stop processing your information;
  • the right to be forgotten – you can ask us to remove your information from our records;
  • the right to object – you can let us know at any time if you want us to stop processing your information for marketing purposes (e.g. sending you event notifications);
  • the right to data portability – you can obtain and reuse your personal information for your own purposes;
  • you also have the right not to be subjected to decision making based on automated processing.

Remember, you can contact us at any time to discuss your rights or update your preferences by emailing info@tpff.org.uk

How we protect your information

We maintain the highest standards of data privacy and security to protect your personal details. We regularly review our processes and procedures to ensure that your information is protected from unauthorised access or use, accidental loss and/or destruction. We ensure that there are appropriate technical and organisational controls in place to protect your personal details. For example, all our team receive training on data privacy and how to keep your data secure, and our network is protected and routinely monitored.
Unfortunately, no data transmission over the internet is 100 per cent secure. As a result, while we try to protect your personal information, TPFF cannot guarantee the security of any information you transmit to us and you do so at your own risk.
If you have any concerns or would like to make a complaint about how we have handled your personal data please also get in touch with us. If you are not satisfied with our response or if you want to know more about your Data Protection rights, you can visit the Information Commissioner’s Office website at https://www.ico.org.uk or contact their helpline on 0303 0123 01113.

Contacting us

We are always happy to hear from you if you would like to:

  • Discuss our approach to privacy and data protection in more detail
  • Request a copy of the information we hold about you
  • Provide or withdraw consent
  • Tailor your communication preferences

The Powell Family Foundation

20 St. Andrew Street, London EC4A 3AG

Email: info@tpff.org.uk

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