We are BuildAid, an England and Wales charity (charity number1108811) and Scottish charity (charity number SCO47214). Our vision is of people in all areas of the world having access to the education, healthcare and welfare services that they need. Our mission is to provide sustainable infrastructure that meets the needs of marginalised communities around the world.
We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect your personal data. We want to make it easy for you to tell us how you want us to communicate, in a way that suits you. If you don’t want to hear from us, that’s fine - you can change your preferences at any time. Just let us know when you provide your data or contact us on:
Post: My support, BuildAid, Parndon Mill, Parndon Mill Lane, Harlow, Essex CM20 2HP
Phone: 01279 44311
Data protection laws mean that each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. Under article 6 of GDPR the lawful basis for BuildAid’s data processing is as follows:
Consent is where we ask you if we can use your information in a certain way, and you agree to this (for example when we send you marketing material via phone, text or e-mail). Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time.
We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights).
We consider our legitimate interests to include all of the day-to-day activities BuildAid carries out with personal information. Some examples where we are relying on legitimate interests are:
• use of personal information when we are administering our supporter database
• use of personal information to administer, review and keep an internal record of the people we work with, including supporters, volunteers and researchers
• when we send you marketing material via post
• where you have signed up with us on a charity place for a third party event sharing personal information with the third party event organiser so they can administer the event.
We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way.
When we use sensitive personal information we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information manifestly public, we need to process it for employment, social security or social protection law purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
We will only ever send you marketing via phone, email or SMS with your consent – which you can update at any time. If you are receiving marketing from us via post, you can opt out at any time by using the contact details at the beginning of this document.
What information does BuildAid collect about me?
Personal information is collected directly from you when you interact with BuildAid, for example signing up to an event, participating in an event, volunteering or making a donation. Information may be collected in person, over the phone, online, on paper or by SMS.
We collect, store and use the following kinds of personal information:
• your name
• your contact details (including postal address, telephone number, e-mail address and/or social media identity)
• your date of birth
• your gender
• your bank or credit card details where you provide these to make a payment
• if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have)
• information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location
• information about events and activities which we consider to be of interest to you
• information as to whether you are a taxpayer to enable us to claim Gift Aid
• any other personal information you provide to us
The information we collect will typically include your name, postal and email addresses, your phone number, and your bank details if you are supporting us financially. Very occasionally we may need to collect information that the Data Protection Act considers to be ‘sensitive’. In such instances we would be very clear with you that we wished to collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission. We may also receive information about you from other sources, as explained below.
How is my information used?
We collect this information in order to process your requests and to also keep in touch with you about BuildAid’s work. Examples include:
• administer your donation or support your fundraising, including processing Gift Aid and thanking you appropriately
• keep a record of your relationship with us
• to provide you with the information you have requested such as project information.
• to let you know about new campaigns and projects
• to invite you to participate in campaigns
• to record any contact we have with you to help us ensure we provide you with the most appropriate communications
• for internal record keeping, such as the management of feedback or complaints;
• to notify you of changes to our policies
• to check on your preferences from time to time to ensure they are up to date
• process applications for funding and for administration of our role in the projects we fund
• further our charitable objectives
• process your application for a job or volunteering position
• audit and administer our accounts
People in vulnerable circumstances
BuildAid understand that there can be specific considerations if and when we collect data from people in vulnerable circumstances. We are proud to adhere to the Institute of Fundraising’s ‘Treating Donors Fairly’ Guidance, and all of our fundraising staff receive rigorous training in this.
How do you work with third parties in processing my personal data?
Certain third party organisations collect data on our behalf as well as for their own use. We may receive your personal details from third party organisations for our marketing purposes where you have consented for this information to be shared.
Third party organisations we currently receive data from are Just-Giving, Virgin Money Giving, BT My-Donate, Morris Group, GMG group, PDV-DLG Limited, EvolutionDM, Zebra Fundraising, CAF. These organisations will have their own data protection and privacy policies which you should be aware of.
We may also use other companies to provide services and process your personal data on our behalf, including delivering postal mail, making telephone calls to our supporters, sending emails, processing credit card payments and analysing supporter trends to help us offer you communications that are most appropriate to you and your interests. We will only provide those companies with the information they need to deliver the specific service and we ensure that your data is treated with the same level of care as if we were handling it directly.
We may also disclose or use personal information if required to do so by law and may use external data for the purposes of fraud prevention, for example to comply with money laundering regulations, or otherwise to protect the rights, property or safety of individuals.
Your information may be used to ensure that BuildAid complies with the Fundraising Regulator’s Code of Fundraising Practice, which stipulates that we must take steps to assess and manage risks to our work and reputation with regard to certain levels of donation. More details can be found at www.fundraisingregulator.org.uk.
We do not use external services or publications to increase and enhance the information we hold about you. We do not pass your details on to 3rd parties other than for the processing administration of your donations, events participation or volunteering activity. We do not pass your details on to other charities.
How secure is the information I give you?
BuildAid takes the care of your data seriously and undertakes to protect your personal information in a range of ways including secure servers, firewalls and SSL encryption. We follow payment card industry (PCI) security compliance guidelines when processing credit card payments and any personal information transferred between locations will be encrypted and password protected. Unfortunately, the transmission of information using the internet is not completely secure. Although we will do our best to protect your personal data sent to us this way, we cannot guarantee the security of data transmitted to our site.
Credit, Debit card payment information
If you use your credit or debit card to donate to us, buy something or pay online or over the phone, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. Find out more information about PCI DSS standards by visiting their website at www.pcisecuritystandards.org.
We do not store your credit or debit card details at all, following the completion of your transaction. All card details and validation codes are securely destroyed once the payment or donation has been processed. Only those staff authorised to process payments will be able to see your card details. If we receive an e-mail containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this.
How long will you keep my information?
BuildAid has specific criteria to determine how long we will retain your information for, which are determined by legal and operational considerations. For instance we are required to keep some personal information for tax or health and safety purposes, as well as keep a record of your interactions with us. For consent based communications we aim to operate on a best practice basis of refreshing consent at least every 24 months.
How do you use my information if I apply for a job?
Upon applying to work or volunteer at BuildAid, we will only use the information you give to us to process your application and to monitor recruitment statistics. If there is an instance in which we need to disclose your details to persons outside of BuildAid; for example, when taking up references or obtaining a disclosure from the Disclosure Barring Service (previously known as the Criminal Records Bureau), we will inform you in advance of doing so, unless we are required to disclose this information by law.
All candidates applying to work or to volunteer at BuildAid will automatically have their application details saved and retained on encrypted devices. If you would like for us to remove your details from our database at any time, please write to firstname.lastname@example.org to let us know. Your details will then be removed from our database. If you begin employment with us, we will put together a staff file which will contain your information. We keep the information in this file secure, and will only use it for matters that apply directly to your employment with BuildAid. Once you stop working for us, we will securely delete this file.
How do I opt out of future communications?
BuildAid will give clear opportunities to opt out of future communications every time we communicate with you. If you prefer, you can contact our team directly and a member of staff will ensure that you are removed from our marketing communications right away.
How we protect your information
Our online forms are always encrypted and our network is protected and routinely monitored.
If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.
However, please be aware that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.
How do I request an information access report?
To request an information access report which details the information we hold about you, please send your request in writing to the BuildAid Data Protection Officer at the following address:
Data Protection Officer
Parndon Mill Lane,
We aim to issue an initial response to all enquiries within five working days, and will offer a full response to all information access requests within forty working days of receipt. BuildAid has waived its legal right to levy a fee for this service.
If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve.
Please address any complaints to:
Post: My support, BuildAid, Parndon Mill, Parndon Mill Lane, Harlow, Essex CM20 2HP
Phone: 01279 44311
You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office (link is external), the UK data protection regulator:
Information Commissioner’s Office
We are registered with the Information Commissioner’s Office as a Data Controller under number: ZA181418
This policy was last updated in May 2018. Please do check this page occasionally to see if we have included any updates or changes, and that you are happy with them. If we make substantial changes to this policy we do reserve the right to send this proactively to our supporters.
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