Privacy Statement

1.     Supporters and Fundraisers

Groundwork UK raises crucial income from its fundraising activities, and fundraised income is central to helping Groundwork to deliver its mission.

What personal information do we collect about our donors and fundraisers?

Groundwork UK collects personal information that is necessary to carry out our fundraising activities, process donations, and keep you informed about the work that Groundwork UK carries out to support communities in need.

 The personal information we collect from you may include

  • Name, title, gender, and date of birth
  • Email address, phone number (s) and postal address(es)
  • Current interests and preferences
  • Event registrations and attendances
  • Donations you have made to Groundwork UK
  • Details about your family (e.g. your marital status, the name of your partner or spouse)
  • Nationality
  • Academic and employment history as well as current and previous affiliations
  • Financial information (in connection with any Ground work UK funding applications)
  • Communication with Groundwork UK and records of Groundwork UK events you have attended
  • Dietary choices and other personal details such as T-shirt size
  • Donation/fundraising details
  • Bank account and debit/credit card details
  • Gift aid status
  • Contact details
  • Your ability and willingness to make donations, including our assessment of your income and whether particular donations or funding appeals may be of interest to you
  • Your philanthropy and other giving, including donations to other organisations and other support that you provide (e.g. details of volunteering roles, trustee positions)

We use targeted internet searches and subscribed databases (e.g. Board Ex and Fame) where relevant in order to obtain and maintain the accuracy of the data listed above. Websites we use include, but are not limited to: Companies House, Charity Commission, company websites, LinkedIn, Rich Lists, the Honours List, which provide information that is only available publicly.

We may also obtain information from our current partners where we have a legitimate interest.*

1.2 Special category information

  • Information about your physical or mental health
  • Information about your race, ethnic origin, sexuality and religion

We don’t usually collect this type of information unless there’s a clear reason for doing so. An example is if you are participating in an event where we need this information to ensure we provide you with the appropriate facilities.

We may sometimes ask you to provide sensitive personal information, such as dietary preferences or information relating to your health conditions, for example in relation to an event. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it.

  • How we use your personal data

Groundwork UK asks for this information in support of partner communications and fundraising

We will only process your information if we have a legal basis for doing so under current UK data protection legislation including:

Processing your information because it is necessary for the performance of a contract with you or to take steps at your request prior to entering a contract, for example:

  • To process payments
    • In relation to donations, to credit you in whatever way we have agreed to do.
  • Where we are required by law to process your information, for example:
    • To make a Gift Aid declaration
  • Where we have your consent to process your information, for example:
    • Where you have agreed to receive email invitations in relation to Groundwork UK events or sponsorship opportunities

Please note that where you have given consent to the processing of your data you may withdraw it at any time here.

2.1 Where processing your information is necessary for our legitimate interests, for example:

To process donations;

  • Prospect research involves gathering information about individuals and analysing their characteristics and behaviour patterns to help inform the efficiency of Groundwork UK’s fundraising activity or to help identify possible new supporters. This ensures that our fundraising activity and marketing communications are appropriate and timely. We want to send you the most relevant information and only promote donation opportunities that we believe you are most likely to be interested in.
  • Profiling and wealth screening: We want to make sure that our communications to our supporters and fundraisers are relevant, timely and personal. Before we contact you, we may seek additional information including business network information and publicly available information relating to wealth and assets, career, donations to other organisations, hobbies or interests to create a profile of your preferences. This help us to understand the background of the people who may choose to support our projects and help us to make requests for gifts to those who may be able and willing to support us.
  • Before seeking or accepting donations we will conduct due diligence, including reviewing publicly available personal data relating to the donor’s criminal convictions and offences, financial solvency as well as public reputation. This is to identify and mitigate any reputational risks posed to Groundwork UK as a result of a partnership.
  • Where we are relying on this basis of processing you have the right to object it.

Publicly available information comes from sources such as Companies House, Linked In and other charities and related websites.

  • Disclosure of your personal data with our providers or external data

We may share some of your personal information with our service providers or external data processors, to carry work out on our behalf.

 Examples of such service providers or data processors include:

  • To process some card payments
  • To send news and information via our communication platform Mailchimp, or via Raiser’s Edge
  • Generally, any such companies are acting as our data processors and the contracts we enter with them require them to comply with UK data protection laws; to process your information only for the purposes we specify, and to make sure they have the appropriate controls in place to protect the security of your information.
  • How long do we keep your information?

We will keep your personal data for as long as you are a part of Groundwork UK network or a supporter. The length of time we keep your information for is determined upon our legal and operational considerations. Therefore, the retention period will vary according to the nature of the purpose under which the information is held.

For example:

  • Records of donations – If you use your credit or debit card to donate to us, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard (PCI DSS), whether we do this through a third party or by ourselves. 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 donation has been processed. We will delete any emails received that contain any credit or debit card details. Only staff authorised and trained to process payments will be able to see your card details.
  • We are legally required to hold certain types of data to fulfil our statutory and regulatory obligations (tax/accounting purposes), we generally will keep your data and a record of any registrations you make for 6 years
  • Gift Aid declarations, 6 years after the last payment or 12 years if payments are outstanding or dispute over deed.
  • We review our retention periods on a regular basis.
  • How to contact us

Please contact us if you have any questions about our privacy statement, you can:

Email us: getinvolved@groundwork.org.uk

Telephone us: 0121 236 8565

Write to us:

Groundwork UK
Suite B2
Walker Building
58 Oxford Street
Birmingham
B5 5NR

*Legitimate interest- Groundwork is guided by the Fundraising regulator

We will;

  • have identified a legitimate interest (under ICO guidance, this may be your organisation’s own interest or the interest of third parties and may include commercial interests, individual interests and broader benefits to society);
  • need to process the data to achieve that interest (under ICO guidance, if the same result can reasonably be achieved in another, less intrusive way, legitimate interests will not apply); and
  • have balanced your interest in processing the personal data against the interests, rights and freedoms of the person to make sure that your interests are not overridden by theirs (under ICO guidance, if the person would not reasonably expect you to process their data or it would cause them unjustified harm, their interests are likely to override yours).

For more detail on legitimate interest;

Processing personal data (information) | Fundraising Regulator