Privacy policy

1. Who Are We?

'The Caring Family Foundation'; is a company registered in England and Wales under registration number 05333148 and a charity registered with the Charity Commission (Charity Registration number 1108870) ("The Caring Family Foundation", "we", "us" and/or "our"). Our registered address is 26-28 Conway Street, London, W1T 6BQ. You can contact us as indicated under the "Contact" section below. The data controller responsible for your personal data is 'The Caring Family Foundation'.

2. What Is This Privacy Policy For?

This privacy policy ("Privacy Policy") applies to personal data that we collect from you during our interactions with you (whether online through our website (“the Site”), or via other channels). It provides information on what personal data we collect, why we collect the personal data, how it is used and the lawful basis on which your personal data is processed, and what your rights are under the applicable data protection and privacy laws, including the General Data Protection Regulation as implemented into UK law ("UK GDPR") and the Data Protection Act 2018, each as amended from time to time. ‍ 'Personal data' as used in this Privacy Policy means any information that relates to you (either directly or indirectly) from which you can be identified.

By using our Site or submitting your personal data you are taken to accept the terms of this Privacy Policy, so please read it carefully.

3. Personal Data We Collect

We collect the following personal data about you: ‍

• Personal & Contact Details: Personal details you choose to give when corresponding with us in person or by phone, e-mail or submitting a form through the Site, completing a pledge card for the benefit of The Caring Family Foundation or one of the charitable projects we work with ("Projects") or otherwise visiting and interacting with this Site. This includes information such as your name and contact details (for example, your email address, postal address and/or telephone number) and any other personal data you choose to give when communicating with us. We will also collect information about your contact history and preferences as to how you wish to be contacted. ‍

• Use of the Site: Information about how you use our Site, IT, communication and other systems. ‍

• Marketing Data: Your preferences in receiving marketing from us and our third parties. ‍

• Photographs: For example, photographs taken at events hosted by, or in connection with, The Caring Family Foundation. ‍

• Grants and Projects: We collect data about our grantees, including the contact details of employees and other contacts in order to process grant applications and monitor our grants. We also undertake due diligence into our grantees and donors before granting or accepting funds.

• Other Data: Information about the category of user you are (e.g. an individual, non-profit organisation, donor or media) and information in relation to donations you make, or express an interest in making, to The Caring Family Foundation or one of the Projects.

4. How Your Personal Data Is Collected

We use different methods to collect personal data from and about you. We collect some of this data directly from you— such as in person or through phone, email or forms you submit through our Site.

We have a number of connected entities who we work with in order to promote the causes that The Caring Family Foundation supports, for example, to host events. We will also collect personal data from our connected entities if you express an interest to them in the work that we do or in donating to The Caring Family Foundation or one of the Projects. We may also collect personal data from our connected entities in relation to any events hosted in connection with them.

We also collect information automatically when you visit our Site. This includes: Log Data: When you visit our Site, our servers record information ("log data"), including information that your browser automatically sends whenever you visit the Site. This log data includes your Internet Protocol ("IP") address (from which we understand the country you are connecting from at the time you visit the Site), browser type and settings, the date and time of your request.

Our Site uses cookies (small text files placed on your device) and similar technologies to distinguish you from other users. This is to provide you with a good user experience when you browse our Site and allows us to improve its features. For detailed information on the cookies and similar technologies we use, please see our Cookie Policy.

5. How And Why We Use Your Personal Data

We use your personal data in the following ways:

• To contact you. The Caring Family Foundation may provide you, or permit selected third party service providers to provide you, with communications in relation to our work which we feel may interest you. This may include newsletters, invites to events or fundraising appeals. We (or such third party providers) will contact you by email or phone only with your consent, which was given at the time you provided us with the personal data. ‍ We may also send postal communications which we think will be of interest to you.

• To process donations. We need to process your data in order to accept and carry out any necessary due diligence on donations. This includes any gift aid declaration you make. We will keep a record of the donations that you make to us.

• To make grants: We process the contact details of contacts at our grantees and organisations that we work with on our Projects. This includes undertaking appropriate due diligence where necessary.

• As necessary for certain legitimate business interests, which may include the following: Where we are asked to deal with any enquiries, complaints or other communications you make. If you do not provide the personal data we ask for, it may delay or prevent us from responding to you.

• For publicity and marketing/fundraising purposes, to raise awareness of the work being done by The Caring Family Foundation, and the Projects, and to promote our ideals. This may include collecting photographs at events, where appropriate, which may be made available to the public.

• To administer our Site, to better understand how visitors interact with our websites and ensure that our Site is presented in the most effective manner for you and for your computer/device.

• To share personal data among our connected entities and the Projects for administrative purposes. If you are a member of one of our connected entities and contact us, we may share your personal data with that connected entity. If you contact us in regards to one of the Projects, we may share your personal data with that Project. We may anonymise, aggregate and de-identify the data that we collect and use such anonymised, aggregated and de-identified data for our own internal business purposes, including sharing it with our business partners, our connected entities, Projects, agents and other third parties for commercial, statistical and market research purposes, for example to allow those parties to analyse patterns among groups of people, and conducting research on demographics, interests and behaviour.

• For internal business/technical operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes and as part of our efforts to keep our Site, network and information systems secure. To (a) comply with legal obligations, (b) respond to requests from competent authorities; (c) protect our operations or those of any of our connected entities; (d) protect our rights, safety or property, and/or that of our connected entities, you or others; and (e) enforcing or defending legal rights, or preventing damage. ‍ We may use your personal data for other purposes which you have consented to at the time of providing your data.

You have the right to withdraw any consent to marketing at any time by contacting us (please see the "Contact" section below). This will not affect the lawfulness of processing of your data before we received notice that you wished to withdraw your consent. If you ask us to delete your data or to be removed from our marketing lists and we are required to fulfil your request, to keep basic data to identify you and prevent further unwanted processing.

6. Our lawful basis

We will only use personal information when the law allows us to (i.e. where we have a ‘lawful basis’). Most commonly, we will use your personal information in the following circumstances:

1. Where it is necessary for our legitimate interests (the interests of The Caring Family Foundation in conducting and managing our organisation, or those of a third party) and your interests and fundamental rights do not override those interests. For example, we have a legitimate interest in administering donations and contacting you for administrative purposes or to send you direct marketing by post.
   
   When we process your personal data for our legitimate interests, we make sure to consider and balance any potential impact on you, and your rights under data protection laws. Our legitimate interests do not automatically override your interests. We will not use your personal data for activities where our interests are overridden by the impact on you, unless we have your consent or those activities are otherwise required or permitted to by law. You have the right to object at any time to processing of your personal data that is based on our legitimate interests, on grounds relating to your particular situation (for more information on your rights, please see "Your Data Protection Rights" section below).

2. Where it is necessary for the performance of a contract with you.

3. Where it is necessary to comply with a legal obligation on us (for example, reporting to a regulator).

4. Less commonly, we may ask for your consent to use your personal information for a specific purpose. For example, to send you direct marketing by e-mail or phone.

7. Disclosure of Your Information

We share your personal data with third parties in the following situations:

• Service Providers: The Caring Family Foundation, like many organisations, sometimes hires selected third parties who act on our behalf to support our operations, such as (i) IT suppliers and contractors (e.g. data hosting providers or delivery partners) as necessary to provide IT support and services available on this Site, (ii) web analytics providers, (iii) providers of CRM and marketing software solutions, and (iv) photographers at events. Pursuant to our instructions, these parties may access, process or store your personal data in the course of performing their duties to us and solely in order to perform the services we have hired them to provide. We require third parties to respect the security of your personal information and to treat it in accordance with the law.

• Our Connected Entities and Projects: We will share personal data with our connected entities and the Projects to help us carry out, and coordinate, our work or to process data on our behalf. You can access a full list of all our connected entities and the Projects here. ‍

• Administrative and Legal Reasons: if we need to disclose your personal data (i) to comply with a legal obligation and/or judicial or regulatory proceedings, a court order or other legal process, (ii) to enforce our Terms or other applicable contract terms that you are subject to or (iii) to protect us or contractors against loss or damage. This may include (without limit) exchanging information with the police, courts or law enforcement organisations and our professional advisors. We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

8. Security

Unfortunately, the transmission of information over the internet or public communications networks can never be completely secure. We have put in place appropriate technical and organisational security measures to protect the personal data that you submit to us against unauthorised/unlawful access or loss, destruction or damage, although we cannot 100% guarantee the security of personal data that you provide to us online.

We also limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. ‍

9. International Transfers

Your information is generally stored and processed in the UK and the European Economic Area ("EEA"). We work with a number of different Projects located in countries both inside the UK and the EEA and outside the UK and the EEA in countries that do not have the same data protection laws as the UK and the EEA. Where personal data is transferred outside of the UK and the EEA, we shall apply mechanisms to ensure similar levels of protection are afforded to it such as (i) transferring your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Government or (ii) providing appropriate safeguards such as using specific contracts approved by the UK Government which give personal data the same protection it has in the UK and EU.

10. Personal Data Retention

We will keep your personal data only for as long as is reasonably necessary for the purposes outlined in this Privacy Policy, or for the duration required by any legal, regulatory, accounting or reporting requirements, whichever is the longer. When you consent to receive marketing communications, we will keep your data until you unsubscribe, at which time we will keep basic data to identify you and prevent further marketing communications.

To determine the appropriate retention period for your personal data, we consider the amount, nature, and sensitivity of the personal data, the purposes for which we process your personal data, applicable legal requirements or operational retention needs, and whether we can achieve those purposes through other means. Upon expiry of the applicable retention period we will securely destroy your personal data in accordance with applicable laws and regulations. In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case it is no longer personal data.

11. Your Personal Data Protection Rights

Certain applicable data protection laws give you specific rights in relation to your personal data. In particular, if the processing of your personal data is subject to the UK GDPR, you have the following rights in relation to your personal data:

• Right of access: If you ask us, we will confirm whether we are processing your personal data and, if so, provide you with a copy of that personal data along with certain other details such as the purpose of the data processing. If you require additional copies, we may need to charge a reasonable fee. We may also need to ask you for proof of identity.

• Right to rectification: If your personal data is inaccurate or incomplete, you are entitled to ask that we correct or complete it. If we shared your personal data with others, we will tell them about the correction where possible. If you ask us, and where possible and lawful to do so, we will also tell you with whom we shared your personal data so you can contact them directly.

• Right to erasure: You may ask us to delete or remove your personal data, such as where our legal basis for the processing is your consent and you withdraw consent. If we shared your data with others, we will tell them about the erasure where possible. If you ask us, and where possible and lawful to do so, we will also tell you with whom we shared your personal data with so you can contact them directly. We may continue processing personal data where this is necessary for a legitimate interest in doing so, as described in this Privacy Policy, or is otherwise permitted by data protection laws.

• Right to restrict processing: You may ask us to restrict or 'block' the processing of your personal data in certain circumstances, such as where you contest the accuracy of the personal data or object to us processing it. We will tell you before we lift any restriction on processing. If we shared your personal data with others, we will tell them about the restriction where possible. If you ask us, and where possible and lawful to do so, we will also tell you with whom we shared your personal data so you can contact them directly.

• Right to data portability: You have the right to obtain your personal data from us that you consented to give us or that was provided to us as necessary in connection with our contract with you. We will provide you with your personal data in a structured, commonly used and machine-readable format. You may reuse it elsewhere.

• Right to object: You may ask us at any time to stop processing your personal data, and we will do so: If we are relying on a legitimate interest to process your personal data — unless we demonstrate compelling legitimate grounds for the processing; or If we are processing your personal data for direct marketing.

• Right to withdraw consent: If we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing of your data before we received notice that you wished to withdraw your consent.

• Right to lodge a complaint with the data protection authority: If you have a concern about our privacy practices, including the way we handled your personal data, you can report it to the UK data protection authority (the Information Commissioner's Office or ICO)(you may contact the ICO at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.)

If you wish to exercise any of these rights please contact us as described in the "Contact" section below. We may also need to ask you for further information to verify your identity before we can respond to any request. You will not usually have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

12. Changes To Our Privacy Policy

Any changes we may make to our Privacy Policy in the future will be posted on this page. If required by the applicable law, we will notify you of any material or substantive changes to this Privacy Policy. Please keep us informed if your personal data changes during your working relationship with us, so that we can update this accordingly.

13. Contact

Questions, comments or requests regarding this Privacy Policy should be addressed to info@thecaringff.org.