Data Processing Statement - Supporters

Data Processing Statement– Supporters

Personal information relating to donors/sponsors 

Under data protection requirements First Love Foundation is required to inform you how we will process any information that we hold in relation to you. This section of the Policy is specific to supporters of First Love Foundation. and also forms part of our commitment to respecting and keeping safe personal information. 

Legal basis of processing 

• First Love Foundation processes information about you on the basis of legitimate interests and, where necessary, on the basis of explicit consent

First Love Foundation ensures that it has opt in consent from supporters as to what they want to hear from the charity in relation to and through what communication channel they want to hear.

What information we hold, why we hold and what we do with it

First Love Foundation processes personal information relating to donors/sponsors including:

• Details of any direct debits to First Love Foundation set up (managed by third-party organisation Online Giving Ltd. ‘Enthuse’. Paragraph 5.1 of their Privacy Statement states that no personal service user information held by them transferred to, or stored at, a destination outside the EEA)

• Details of any donations donors have made

Such information is only used for administration purposes such as to confirm a donation has been received, to confirm that you have declared a donation is eligible for Gift Aid (if applicable) and to check details with you in the case of a failed or rejected donation (if applicable).

We will otherwise only contact you where you have opted to receive further updates from First Love Foundation.

Card details, bank details and text-to-donate personal information are processed by a third-party provider called Enthuse. Card details and bank details are entered on a separate portal from our website and are not processed by First Love Foundation. We receive regular reports/emails sent to us by Enthuse and third party giving websites (like Justgiving) to allow First Love Foundation to look at things like repeat/regular donations. This gives our Fundraising team an overall accurate picture of incoming repeat/regular donations data which enables them to make informed decisions and effectively manage financial data. 

Personal information relating to individuals who make donations to First Love Foundation via third-party giving websites

First Love Foundation processes personal information relating to individuals who make donations to the charity via third-party giving websites.  Details of the donations made are passed on to First Love Foundation by the third-party giving website via a secure portal for the purpose of accurately logging the fundraising and/or donations.  We will only contact such donors for administrative purposes relating to their fundraising, unless you have opted to receive further updates from First Love Foundation. 

Why we would share your information

Organisations/agencies we may share your personal information with include:

• Third party providers that provide payment services to individuals who want to donate to or sponsor First Love Foundation;

• Third-party giving websites that provide a service to individuals who want to support First Love Foundation through these giving websites;

• Her Majesty’s Revenue and Customs where individuals who give to First Love Foundation have declared an amount eligible for Gift Aid; and

• BrightHR, who provide our web-based HR platform to allow individuals to apply to work for or volunteer with First Love Foundation.

We would not otherwise share your information without your consent.

How long we would hold your information and where we store your information 

Your data will be retained in alignment with First Love Foundation’s Record Retention & Destruction Policy. This ensures that information will be retained for no longer than is necessary for the purposes for which the information is processed.  

Where First Love Foundation has opt in consent from supporters as to what they want to hear from the charity in relation to and how they want to hear about it we ensure that this consent is renewed every 2 years. Where consent is not renewed, and we do not need to retain information (for example, to comply with a legal obligation), information in relation to supporters in general (see above) is securely disposed of.

Where information needs to be retained, for example in relation to a transaction with an individual, we ensure the retention period is in line with legal and best practice requirements. Financial records, for example in relation to donations and sponsorship from an individual, are normally retained for up to 7 years.

First Love Foundation’s own systems are all based in the UK. Where an individual has opted to receive further updates from First Love Foundation, from time to time we may use Typeform and similar tools for communicating with you and carrying out surveys that may collect personal information relating to you. Information entered on some of these tools may go outside the European Economic Area (EEA). Information provided through third-party giving websites may also be processed outside of the EEA. Further detail on transfers of personal information outside of the EEA is provided here. No other personal information is transferred outside of the EEA.