Victoria Falls Wildlife Trust Privacy Notice
This privacy notice details how we will respect your privacy when we deal with personal information collected by our organisation.
It is important for you and for us that we protect your privacy. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this Privacy Notice. Please take the time to read this to understand what information we collect and how we use it.
If you have any comments or questions about this notice, feel free to contact us at firstname.lastname@example.org
VFWT may change this Privacy Notice from time to time by updating this page so you should check this page periodically, particularly if you are sending personal information to us, to ensure that you are happy with any changes.
Victoria Falls Wildlife Trust (VFWT) will ensure that all personal data that it holds will be:
- processed lawfully, fairly and in a transparent manner;
- collected only for specified, explicit and legitimate purposes;
- adequate, relevant and limited to what is necessary;
- accurate and kept up to date;
- kept in a form which permits identification of data subjects for no longer than is necessary; processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Victoria Falls Wildlife Trust (VFWT) is the name for a network of three charities working to protect Zimbabwe’s wildlife.
We are registered in the UK as charity no. 1166614 in the US as a 501(c)3 charity (charity no. 98-6061293) and in Zimbabwe as Non-Profit Organization and Notarial Trust (registration #MA0000334/2016).
For the purposes of the General Data Protection Regulation (GDPR), in the UK we are the Data Controller.
Personal data that we process
The following list includes examples of some of the types of data we collect
We collect, store and use the following kinds of personal information:
- Identity data, including your name, username, date of birth (e.g. if you make a donation, volunteer, sign up for an event or visit us)
- Contact data, including your email address, postal address, and phone number (e.g. if you sign up to receive communications, including campaigning and fundraising communications, from us)
- Financial data, including bank or payment card details (e.g. if you make a donation). We do not store credit card information (see Payment Details below for more information)
- Records of your history with us including details of your giving, correspondence and events attended
- Images, photographs or video if you visit our site in Zimbabwe and/or take part in an event with us
- Technical data, such as your IP address, your device and browser type when you browse our website
- Marketing data such as your preferences for receiving communications from us
- For people we identify as having the potential to support VFWT in a greater capacity, we may collect additional information from you or from publicly available sources and sometimes using specialist third part support, job title(s), affiliated organisations, previous charity affiliations, education, career history, relevant interests and information that helps us identify any family ties.
- We may use publicly available information to ensure the information we hold on you is up to date
- Were it is appropriate, we may ask for your reason for giving and your specific interests relating to VFWT’s work. This is because we want to ensure our communications with you are relevant and appropriate.
- If you are applying for a job, including a volunteer position with us, we might collect sensitive categories of information appropriate to the nature of the role.
How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected.
This may include some, or all, of the following:
Processing information internally
- Updating our records to make sure we have the correct information, or if we require additional information about you;
- Processing donations or other payments and verifying financial transactions;
- Responding to any enquiries or issues;
Creating a relationship with you
- Using your information to tailor our communications with you;
- Contacting you with information and support for any fundraising events and activities you have registered for;
- Using profiling and analysis techniques to help us understand our supporters’ backgrounds. We may occasionally conduct research and analysis in respect of current or potential high net worth donors. This helps us to use our resources more effectively by identifying those who may be willing and able to give more. Sometimes we use publicly available information to do this;
- Asking you to financially support our work;
- Sending you marketing materials including keeping you up-to-date about our work, fundraising, campaigns and events;
- Inviting you to events or to participate in surveys, campaigns or market research
- finding out more about the demographics, interests and behaviours of our supporters.
Reviewing our organisational activities
- Enhancing or reviewing our activities to improve our supporters’ experience with us;
- Conducting analysis using, where possible, information that has been anonymised
- Consider you for a job or volunteer role;
- Processing funding applications and Award grants;
- Contacting professional contacts to discuss partnership and collaboration opportunities;
- Engaging with parliamentarians, policy-makers and public bodies;
- Using information for auditing purposes
- Troubleshooting and fixing.
If you have provided us with your credit or debit card details for the purposes of making a donation or other payment, then we will use those details only for the purposes of processing that payment. We do not store card details, electronically or otherwise.
Where a donation or other payment has been sent to us in the post, we will store a paper copy of the payment only for the purposes of maintaining an audit trail. Card details on these forms are destroyed before they are stored.
Gift Aid (UK only)
For the purposes of claiming Gift Aid your name, postcode and the donation amount (against which we are claiming tax relief) may be shared with HM Revenue and Customs using their secure online portal. Please contact us to update your Gift Aid record should there be any change in your contact details or circumstances.
There are occasions when there are statutory, legal or regulatory reasons that guide the collection and storage of your information. For example, we are required to keep and use some of the information we have collected, processed and stored about you to supply information in the UK to Her Majesty’s Revenue and Customs (HMRC), and the US to the Internal Revenue Service, US state regulatory bodies or other relevant statutory or regulatory bodies. We may also have to supply information to these regulatory bodies and may be requested to do so, in order to assist police enquiries or respond to court orders.
When we share your data
We may share your personal information where it is better and more cost effective to employ trusted suppliers to help us deliver the best service in certain areas of our work.
These third parties include suppliers that meet the highest professional standards and help us deliver the best service in certain areas of our work. They will only use your information to carry out the work requested by us. They cannot give, sell or rent your personal information to anyone else for any reason. Examples of our suppliers include events’ organisers, and print and fulfilment partners.
Otherwise, we will not share your personal information with third parties unless required by law. We will never sell your personal information or share your information with third parties so that they can market to you.
We may need to transfer your personal data to suppliers based in the US or other countries outside of the European Economic Area (EEA) to allow them to perform services on our behalf (Facebook or MailChimp or DonorPerfect). In doing so, your data may be stored or otherwise processed outside of the EEA.
Also, as we are part of a network of charities, there are some instances in which we may share your data within our network. These instances are limited and are mainly where one of our network of charities wants to refer a contact to another office who would be better placed to contact the individual or manage the relationship, for example, where they live or work in that country.
Whenever we transfer your personal data out of the EEA, we ensure a similar level of protection is afforded to your data and privacy
How long we keep your data
We will only use and store information for as long as we need to, and in relation to the purposes it was required and we will delete that data promptly once it is no longer needed.
Gift Aid declarations and associated paperwork are retained for up to 6 years after the calendar year to which they relate.
Our legal basis for processing your information
Data privacy law requires us to have one or more lawful grounds to process your personal information. The following grounds are relevant to our use of your information
- Contractual. Though the majority of our relationships are voluntary, if we enter into a contract with you, we will process information to administer that contract.
- Legal obligations. We will sometimes pass on personal information to comply with legal obligations e.g. providing tax and gift aid information to HMRC in the UK, and the IRS in the US.
- Legitimate Interest. Where it is appropriate we rely on the processing of information being in our legitimate interest, as long as this does not override your own legitimate interests or rights. VFWT’s legitimate interests are in pursuit of our charitable objectives and include:
- Governance and operational management, employee/volunteer administration and management
- Publicity and income generation e.g. marketing, fundraising, events, supporter analysis
- Administration e.g. Gift Aid (UK)
- Financial management and control e.g. processing donations
Some examples of where we would not rely on legitimate interest are:
- Telephone communications where you have registered your number with the Telephone Preference Service
- Where you have already informed us that you do not wish to receive marketing communications, including information on our fundraising, campaigning and events, from us
- Where you have registered your details with the Fundraising Preference Serviceif you want to tell us through the Fundraising Regulator that you would prefer us not to contact you with information on our fundraising, campaigns and events.
- Consent. We rely on consent as a legal basis to process your information in relation to sending you email or text message marketing communications about fundraising, campaigning or events. You have the right to withdraw your consent at any time by contacting us or clicking the unsubscribe link in the email communication we send you.
Rights over your data
You have the following rights with respect to your personal data:
- The right to request a copy of the data which we hold about you;
- The right to correct any data if it is found to be inaccurate or out of date;
- The right to request that your data is erased when it is no longer necessary for us to keep your data;
- The right to withdraw your consent to the processing of your data at any time;
- The right to request a restriction on processing your data if there is any dispute over its accuracy or processing;
- The right to lodge a complaint with the Information Commissioner’s Office (UK Only)
If you are based in the UK, a full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
How we keep your data safe
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place reasonable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Questions/Contact Information” section below.
If we wish to use Personal Data for a new purpose not covered by this Data Privacy Notice, then we will provide a new Notice explaining the new use prior to commencing the processing, and setting out the relevant purposes and processing conditions. Where appropriate, we will seek prior consent to the new processing.
1021 Holland Rd Ext.
PO Box 159
Victoria Falls, Zimbabwe
+263 782 799 006
PO Box 23183
San Diego, CA 92193 USA
390 London Rd.
GL52 6YX, UK
+44 (0)74 76 227 684