This policy covers:
- Who we are
- What information we collect about you and why
- Work related activities
- Who we share your information with
- How long we keep your information for
- Accessing your information and contacting us.
We manage your personal information in accordance with the current UK General Data Protection Regulations.
Who we are
We are Conciliation Resources, an independent international organisation working with people in conflict to prevent violence, resolve conflicts and promote peaceful societies.
Conciliation Resources is a charity registered with the Charity Commission of England and Wales (number 1055436) and a company limited by guarantee registered in England and Wales (number 03196482).
We are based in the UK, and located at Burghley Yard, 106 Burghley Road, London NW5 1AL.
What information we collect about you and why
We collect the information you provide – your name and email address – in order to send you updates about our work, when you sign-up online and consent to receiving e-newsletters from us.
In order to create more suitable content and understand how our audiences interact with the emails that we send, we also receive data that allows us to know if the emails we send are opened and which links are clicked on.
If you make an online donation to us, you are asked to provide your name, address, telephone number and payment information, in order to process your donation. This information is collected by a third-party provider – The Charities Aid Foundation (CAF) who processes the donations on our behalf.
CAF shares with us your name, contact information and donation amount but do not pass your payment details onto us. We may use these details to provide information to you about your donation, as well as for internal reporting.
CAF also use your personal data under a legal obligation to inform the UK’s HM Revenue & Customs in order to claim GiftAid, where applicable.
Other online use
We may collect information that you make available online from third parties such as data from social media platforms (Twitter, Facebook, Youtube, LinkedIn) when you interact with us using these platforms.
When you use our website, we may also automatically collect information using ‘cookies’ and ‘pixel’. We use analytics software and cookies in order to improve our communications, provide you with more relevant content, show you more relevant adverts on other sites, and create a better website.
Cookies and pixels are text files placed on your computer to collect standard internet log and visitor behaviour information in order to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org. In most cases we will not be able to identify you from the information we collect using these technologies.
You can set your browser not to accept cookies and the above website tells you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
Research and fundraising
We may use data you provide, sometimes together with data obtained elsewhere, to support our fundraising activities so we can raise more to spend on building peace. This will include data that helps us effectively target and tailor our communications and make appropriate requests, to give you the best experience of engaging with us. We also use publicly available information to find new potential supporters and invite them to be involved in supporting our cause through tailored communications which may be of interest to them.
External data sources include publicly available information such as Companies House, Charity Commission and other charity registers, media articles, publications, company websites, biographies on professional networking sites and social media as well as geographic and demographic information based on your postcode. This gives us a better understanding of your potential interests and preferences and enables us to do our job more effectively and efficiently.
All research and profiling that we do is completed personally by Conciliation Resources staff. We do not use any automated decision-making tools or third party wealth screening companies, as we appreciate that all of our donors are individuals with personal reasons behind their support. We wish to make our communications with you as personal and relevant as possible.
If you would prefer us not to use your data in this way please let us know by emailing firstname.lastname@example.org or calling us on +44 (0)20 7359 7728.
In the course of our work, we collect information such as the names, contact details and work-related information about individuals we work with. This information is stored on our contacts database and other internal systems. We keep this information in order to invite you to collaborate on and participate in relevant work-related activities.
This includes the details of those whose professional interests align closely with our own and individuals who participate directly in our workshops and other activities, as well as those who we have current contractual obligations with or who we may in the future enter into an agreement with. We also keep the details of other professional contacts if you have consented to hearing from us for this purpose.
We collect this information through business cards, personal contact or occasionally recommendations from partners or other closely associated third parties – for example those involved in co-organising an event or workshop with us.
Who we share your information with
We may share your data with several carefully selected third parties, all of which are contractually obligated to act on our instructions and in accordance with current data protection legislation.
We will also disclose your information if ever required to do so by law or to enforce our legal rights. However, we will never sell, rent, trade or pass your personal data to any other third parties.
When signing-up for our e-newsletters, the information you provide is collected by a third-party provider, Mailchimp, which creates mailing lists and distributes e-newsletters on our behalf.
CAF collects the information you provide – your name, address and payment information – on our behalf. They then share your name, address and donation amount, but not payment details, with us.
Other online use
Anonymous statistical information collected about our website use is shared with a third-party company, Google Analytics, whose software we use to track and analyse how people use and interact with our website.
We may also share data with Facebook if you visit our website while logged into Facebook on the same device. Facebook's pixel can link your activity on our website (such as pages visited, actions taken) to a unique ID which can help us to show you more relevant adverts on Facebook. You can manage the information we receive from using Facebook's pixel in your Facebook Account settings under 'Off-Facebook Activity'.
Information from our social media pages is shared with a third-party company called Hootsuite, whose software we use to track and analyse how people use and interact with our social media pages.
In the course of our work, we may occasionally disclose the data of selected professional work contacts stored on our contacts database, to affiliated organisations and partners. We will only share such information if necessary – for example when working jointly to organise an event or activity.
How long we keep your information for
We keep your details on our e-newsletter mailing list for as long as you consent to keep hearing from us. If you have not opened a Conciliation Resources’ e-newsletter for a period of 12 months, we will check if you still wish to hear from us.
You can update your preferences or unsubscribe from our e-newsletter lists at any time by clicking on the links in the newsletter, by emailing email@example.com, or by calling +44 (0)20 7359 7728.
CAF keep details of online donations made for as long as is necessary in order to comply with legal HM Revenue & Customs requirements. Currently GiftAid records need to be kept for a minimum period of six years from the end of the accounting period they relate to.
Other online use
We keep the online information we collect only for as long as is necessary to fulfil our internal reporting and analysis requirements.
We keep the details of professional work-related contacts only for as long as we have an ongoing working relationship with you. In the case of information about individuals who participate in work-related activities, we keep the information only until the end of the project period, unless we anticipate an ongoing relationship with you.
Security of your information
We take the security of your information very seriously. We employ physical, electronic and administrative security measures to protect the information that we collect about you from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. The third parties we work with are also carefully selected to ensure they also have appropriate security measures in place.
For more information, please read our Data Protection Policy.
MailChimp, who manages the distribution of our e-newsletters, is based in the US. They are committed to complying with data protection requirements when transferring data from Europe and the UK to the US. To find out more about how MailChimp manages data, visit www.mailchimp.com/legal/privacy.
As a UK-based organisation, CAF are subject to UK and EU data protection regulations. For more details of how CAF manages personal information visit: www.cafonline.org/navigation/footer/privacy.
Podio is a cloud-based platform that we use as our contacts and donor database. For more information on Podio security visit: https://podio.com/content/dam/podio/documents/white-paper/podio-security-overview.pdf
Other online use
Google Analytics is also compliant with the EU and UK regulations. To find out more about how Google manages data, visit www.google.com/privacy.
As a company based in Canada, Hootsuite is subject to data laws of a similar high standard to those in Europe. For more information about how Hootsuite manages the security of its data visit: www.hootsuite.com/en-gb/legal/general-data-protection-regulation
We are committed to safeguarding vulnerable adults and children and we prevent harm occurring wherever possible. In the event that a safeguarding concern is raised or an investigation is undertaken, we may store your data securely for up to ten years if it is related to this matter. For example, if a participant raised a concern about being harmed at an activity, the participant list might be kept in case any other participants need to be contacted.
Accessing your information and contacting us
We want to make sure the information we hold on you is accurate and up-to-date. If you have a query regarding this policy, if you would like us to amend any information or request access to the information we hold on you, please contact Tim Hansen, Data Protection Officer:
Telephone: +44 (0)20 7359 7728
Address: Conciliation Resources, Burghley Yard, 106 Burgley Road, London, NW5 1AL
Except for information that needs to be kept for legal reasons, you have a right to opt-out of us processing your data or withdraw your consent at any time. Please contact us using the above details if this is the case.
You can update your preferences or unsubscribe from our e-newsletter lists at any time by clicking on the links in the newsletter, by emailing firstname.lastname@example.org, or by calling +44 (0)20 7359 7728.
For full information about your rights under the current General Data Protection Regulations or to make a direct, formal complaint, please see the Information Commissioner’s Office website.
For further details on how we manage your data, see our Data Protection Policy.