Updated May 2018
EducAid Sierra Leone is a registered charity (1163161) established in 1995 to restore and strengthen education during and in the aftermath of Sierra Leone’s devastating civil war. EducAid is a registered with the Information Commissioner’s Office (ICO).
What data does EducAid hold?
The type of data EducAid holds about you depends on how you have engaged with EducAid. We value the privacy and efforts of all of our supporters and followers. You are so much more than a name and email address to us. We make every effort to only interact with you as you prefer and collect only necessary information. The most common ways individuals interact with EducAid and the corresponding personal data we collect is detailed below:
If you have signed up for EducAid’s newsletter or blog, we keep your email address and name (if provided) to make sure we can send you newsletters and blog alerts as requested.
EducAid Website Users
If you visit EducAid’s website, our website collects cookies. These cookies provide information about your device information, IP address and operating system. Please see our Cookies Policy: www.educaid.org.uk/who-we-are/cookies-policy/.
If you have donated to EducAid, we will keep a record of when you donated, how much and why (if known). We may also keep a record of your address, telephone number and Gift Aid eligibility/wishes (if provided). We may also include information about how you have interacted with EducAid. For instance, if you have participated in a cycling event for EducAid or volunteered with EducAid, this information may be included.
Applicants (Volunteer and Employment)
If you apply to volunteer or work with EducAid, we will keep a record of your name as well as your contact details and other information you provide such as employment history.
Volunteers and Employees
If you are invited to join our team in addition to the information above, we will collect details of a primary contact, DBS check, health status (if required), proof of health insurance (if required), eligibility to work in the UK, bank details (to process payment) and any other information required.
Find a bit more information about what type of information we hold for each category of individual in our GDPR Data Audit Simple Grid
Why do we store your data?
There are many reasons EducAid may store your data. These almost always relate to why you shared your data with us.
- If you signed up for EducAid’s newsletter or blog and provided your email address, we will keep this information in order to email you the newsletter or blog post as you requested.
- If you attend an EducAid event, we may use your records anonymously to gauge the success of the event. We will also save your dietary preferences for the event to make sure you are served the correct meal.
- If you donate to EducAid, we will have your name, contact details (if provided), bank details (if donation via bank transfer) in order to receive and confirm your donation.
- If you provide Gift Aid claim information, we will keep your Gift Aid information on file to provide information to HMRC if requested.
- If you apply to volunteer or work with EducAid, we will collect information about your experience and employment history to see if you are a good fit for the needs of the organisation. We will collect your contact information to make sure we can reach you. We will also ask for your employment eligibility status. We will collect primary contact and proof of health insurance (if volunteering in Sierra Leone) in case of an emergency and to help keep you safe.
- If you sign up to a sports challenge to fundraise for EducAid, we will keep your name, email, phone number, primary contact details, dietary preferences and health status when relevant for the event. We keep this information for the event in case there is an emergency and to make sure you are able to participate safely.
- If you browse EducAid’s website, cookies are collected to make sure our website is serving you well and to give us a sense of where people are interested in our work.
- In extreme circumstances in order to protect our beneficiaries, volunteers and reputation, we may store your data to make sure we do not work with you in the future because we take our safeguarding responsibilities very seriously.
What is the legal basis for holding your data?
The legal bases for holding your data will depend on where you have submitted your data and why. We often need to hold data to carry out a contract or to deliver a request. We may also hold your data under ‘legitimate interest’ if you have signed up for an event or made a donation. We will only use your data as you would expect/have requested with minimum privacy impact. We also hold your data with your specific consent or because you have ‘opted in’ as with our newsletter and blog.
EducAid will not:
- Update or compile information about you that you have not given us. We will not look up further information about you for our records.
- Share your information without asking you (data can be shared with third parties to deliver a request, but this is detailed within those requests and below)
- Sell your data
In order to process your request, EducAid may have to share your data with third parties, including third party service providers. We require third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for the specified purposes and in accordance with our instructions.
General categories of third parties we may share data with when necessary:
- Statutory authorities, including HMRC
- Payment services providers and banking facilities
- Payroll services and providers of employee benefits
- Legal counsel
- Hosting providers and website developers
- Publishers and printers
- IT service providers
How does EducAid get your data?
EducAid will only store data which you provide; we will not actively seek data from other, third-party sources. EducAid only receives and collects data you provide or consent to provide by using our website in the instance of cookies.
Our Cookies Policy can be found here: www.educaid.org.uk/who-we-are/cookies-policy/
EducAid take appropriate technical and organisational measures to protect your data against unauthorised or unlawful processing of your personal data. We work to protect your data against loss, destruction and damage. EducAid has procedures in place to address any suspected data breaches and will notify you and any applicable regulator of a suspected breach where legally required to do so.
As the data subject, this is your data. You have the right to:
- Access your personal data held by EducAid
- Request EducAid erase all data held in respect of you
- Correct personal data about you that is incorrect
- Access your data in machine-readable format and where possible, to have your data transferred directly to another data controller
- Object, in specific circumstances, to having your personal data processed