Taking care of your information
Please read this policy carefully; by providing us with your personal information, you consent to the collection and use of any information you provide in accordance with this policy. Occasionally, we may make changes to this policy so do remember to check back from time to time.
If you have any questions on this policy, please contact our Supporter Care team on 0300 330 5699 between 8am and 6pm, Monday to Friday or by email at email@example.com.
What is Unicef UK?
Unicef UK, the United Kingdom Committee for Unicef, is a charity, entirely funded by our supporters. We receive no money from the UN budget, so our supporters mean everything to us. We are a registered charity (charity number 1072612) and a company limited by guarantee (company number 03663181). Unicef UK is also registered in Scotland (charity number SC043677). Unicef UK’s registered office is 1 Westfield Avenue, Stratford, London E20 1HZ.
How does Unicef UK collect information?
Information is critical to ensuring we can be there for children in danger all around the world. It helps us operate as efficiently as possible and to make sure our interactions with you are timely, relevant and tailored for you. To do this, we may collect information about you in the following ways:
- When you interact with us such when you donate, take a campaign action or attend an event. Sometimes you might be interacting with an organisation working on our behalf, but we are still responsible for your information.
- When you interact with third parties such as when you donate through a third-party website, such as Just Giving, and give your permission for your information to be shared with us. Similarly, if you engage with us on social media and messaging services like Facebook, WhatsApp or Twitter you might give us permission to access information from those accounts. The data we are given access to by social media services will vary but will always be in line with the terms of that service.
- When you visit our website we may gather information, such as which pages you visit or how long you spend reading a page. This data helps us to improve your online experience, for example by adding new features, or removing elements that make the website difficult to use. We may also use data and insights to help inform the choice of words and images that appear on the site, in order to improve visitors’ response to our campaigns. You can find out more in the section on cookies below.
- From other information that is available to the public to help us understand more about you and ensure our communications are tailored to you. To do this, we may use information from publicly available sources such as Companies House, or information published in the media, as well as that which is commercially available through third party subscriptions. By understanding more about you, and how you might be interested in supporting us, we can help make our work for children as cost effective as possible.
What information does Unicef UK collect?
Depending on how you interact with us, the information that we collect may include your name, postal address, email address, telephone or mobile number, social media name, your contact preferences, bank details, taxpayer status (to understand if we can claim Gift Aid), the date or year of your birth, and gender (where this is appropriate, such as when you register for a running event).
We may also collect information about the donations you make to us, the campaign actions you take or events that you register for or participate in, and details from any interactions with our Supporter Care team.
We may also gather information that is publicly available to build up a better picture of you and your interests, as well as behavioural data on digital platforms so we can consider how best to ask for your support. To do this we use desk research and third-party subscriptions to help us understand things such as the demographic information associated with your postcode, an estimate of your age, information about directorships and shareholdings, employment and earnings as well as your charitable interests and giving history.
We do this to make sure our communications to you are appropriate and tailored – something we know means a lot to our supporters.
We may sometimes use third party suppliers to support us in this work– to understand more about this please see the section below, “Sharing your information”.
How does Unicef UK use your information?
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty; or
- for our own (or a third party’s) interests (‘legitimate interests’), but we’ll always make sure our interests don’t override your rights (or those of a third-party).
Very occasionally, we may process your personal data to protect your vital interests or the vital interests of another individual, for instance we may escalate a safeguarding concern to local authorities urgently where an individual is believed to be at risk of significant harm or we may process personal data in order locate individuals after a humanitarian disaster.
How to change the way Unicef UK contacts you
We always want you to be happy with the communication you receive from us. If you want to change how you hear from us, or update your details, simply get in touch with our Supporter Care team. You can call them on 0300 330 5580 or email firstname.lastname@example.org (Monday to Friday, 8am-6pm).
You can also change the way we contact you in the following ways:
- Using the unsubscribe link in an email from us
- Following the instructions in an SMS message from us to opt out of future messages
Where you tell us that you no longer want to hear from us for marketing purposes, please be aware that we may still contact you for administration purposes, such as about any donations you make and Gift Aid, or providing you with information you’ve requested or in helping resolve a query.
Keeping your information safe
How does Unicef keep your information safe?
We make sure that appropriate physical, technical and human controls are in place to ensure we take good care of your information.
However, the transmission of information over the internet is never completely secure and as a result, while we strive to protect your personal information, Unicef UK cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your data, we make every effort to try to ensure its security both on our systems and while in transit between our systems and our partners who work on our behalf.
All staff who have access to your personal data understand the importance of keeping your information safe and secure at all times and are given training to support them in this.
We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our websites and recommend that you check the policy of each site you visit.
We ensure that additional controls are in place for financial, sensitive and special categories of information, meeting regulatory and legal requirements for managing these types of information.
Sometimes we may transfer information submitted by you to our other offices or we may need to use a service provider or partner outside the European Economic Area (EEA) – which may include a country that does not have the same level of data protection as the UK. Where we transfer your information outside of the EEA we will ensure safeguards are in place to ensure it remains secure and adequately protected.
How long does Unicef keep information?
We will only use and store information for so long as it is required for the purposes it was collected for and as specified in our Retention Policy, which we review regularly. How long information will be stored for depends on the information in question and what it is being used for as well as whether there is any legal or regulatory requirement for retaining the information. For instance, we hold personal information relating to:
- Supporter transaction and interaction history for seven years from the last supporter interaction with Unicef UK. A further 13 years of anonymised data is retained for analysis purposes. (Supporters are individuals who have had contact with Unicef UK in a capacity which supports our outcomes for children.)
- Legacy pledgers. If you indicate that you’d like to leave us a legacy gift, we will retain personal data for up to 50 years in recognition of the relevance of that data up to the fulfilment of the legacy pledge.
- Philanthropy and partnership supporters. If you provide Unicef UK with partnership or philanthropic giving, we will retain personal data for 20 years in recognition of the long-term interactions with these supporters.
- Individuals who have requested restricted processing or erasure. We will retain minimum information indefinitely in order to comply with the request (name, address, contact details and suppression details) but with increased restricted access to that information by Unicef UK staff.
- Gift Aid declarations. We are legally required to hold some personal information to fulfil statutory obligations, for example the collection of Gift Aid or to support certain financial transactions.
- Financial data for our management accounts for six years following the current financial year.
- Safeguarding concerns. Ten years from the completion of a Unicef UK safeguarding incident report form unless the incident involves Unicef UK staff where a concern or incident is proven will be retained until the staff member reaches normal retirement age or 10 years from the date of closure of the file, whichever is the later.
What are your rights?
You have the right to request a copy of the information that we hold about you and to ask us to confirm how we use your information. If the information that we hold about you is not accurate, complete and up to date, you may request that we correct this information.
Please put your request to access your information in writing (together with proof of your identity) to our Supporter Care team at the address given below. It is helpful if you explain what particular records you are seeking, but you do not have to say.
In certain circumstances you can ask for the data we hold about you to be erased from our records or transferred to another organisation. Where certain conditions apply, you have a right to ask us to restrict the processing of your personal information. You also have the right to object to certain types of processing such as direct marketing, automated processing or profiling.
If you would like further information about your rights or wish to exercise them, please contact our Supporter Care team at Unicef UK, 1 Westfield Avenue, Stratford, London E20 1HZ, by email at email@example.com or by phone on 0300 330 5580 (Monday to Friday, 8am-6pm).
We won’t charge an administration fee for considering and/or complying with any requests to exercise your rights unless we believe the request is excessive in nature. If we are unable to fulfil your request for any reason, we will provide you with a reason as to why.
If you are not happy with the way we have handled your data and are unable to resolve the issue with us personally, you have the right to lodge a complaint with the Information Commissioner’s Office, the UK’s independent body set up to uphold information rights.
How do you manage children's data?
Unicef UK is committed to processing children’s data legally and ensuring that children’s rights regarding the use of their data are upheld. At Unicef UK a child is defined as anyone under 18 years of age. Where consent is required to process children’s data, we will ask the person with parental responsibility for the child to provide consent on behalf of the child if the child is under 16 years of age. When a child becomes 18 years of age, we will re-seek consent from the individual or cease processing the data. Sometimes we will not seek permission because we believe Unicef UK has a legitimate interest to process children’s personal data, or occasionally to protect the viral interests of children; in those situations, we will always ensure we have carefully assessed whether our use would be fair and not override the child’s right to privacy.
How we use data
Here are some of the different ways we use data for different areas of our work:
For administration purposes
- To keep a record of your relationship with us.
- For administrative purposes, for example to contact you with a query about a donation or where you have contacted our Supporter Care Team.
- To process your donations or other payments and verify financial transactions.
- To process orders, deliver products and communicate with you about orders such as card and gift purchases or community fundraising materials.
- To process an internship application or job application.
For advocacy and campaigns
To collect pledges of support for campaigns to stand up for children’s rights, like petition signatures or connecting you with your MP so that you can contact them directly to act.
For direct marketing
- To let you know by email, telephone or SMS the latest news about our work for children and share with you how else you can help, where we have your permission to do so.
- To send you occasional postal marketing. We don’t ask for your permission to do this, as we believe it is in Unicef UK’s legitimate business interest to let our supporters know about the latest news about our work for children and share with you how else you can help. We don’t believe sending the occasional postal mailing will impact your privacy or cause you harm or distress; however, you can always let our Supporter Care team know if you’d prefer us not to contact you in this way.
- To analyse and improve our website, services, products or information.
- To understand our supporters better and develop audience propositions, this may involve analysing your data or combining it with publicly available information in order to create supporter ‘profiles’; however, you can always let our Supporter Care team know if you’d prefer us not to use your personal data for profiling purposes in this way.
- To reach you and identify other similar people like you on social media who we believe would be interested in Unicef UK, and to show them Unicef UK content.
- To ask you to participate in surveys or research.
You can change how you hear from us at any time simply by getting in touch with our Supporter Care Team – please see the section How to change the way we contact you below.
For gifts in wills, or legacy giving
- To ask you to leave a gift in your will and to analyse our legacy promises alongside our future financial planning.
- To enable us to collect that legacy, sometimes working with other named beneficiaries.
For philanthropy and partnerships
- To analyse the personal information, we collect about you alongside publicly available information to better understand you and ensure our communications are tailored to you.
- To carry out due diligence on potential or actual donors in accordance with our internal policies.
For Unicef UK's programmes
- To provide you with the services, products or information you have requested, or that we feel would be of interest to you, and reasonably expected by you.
- To send email, telephone and postal marketing to individuals at corporate addresses (‘business to business’ marketing) about Unicef UK’s Programmes, products and services aimed at organisations.
For our website
- When you enter information into a form on our website and start but don’t complete a form, make a donation or complete a purchase we may send you an email to check and see if there is any help we can give or any problems you encountered.
- When you visit our website we may reach you with our latest news and information about how you can help support children, via online adverts on other websites afterwards.
- When you visit our website me may use live chat so our Supporter Care team can guide you to appropriate content.
Sharing your information
We may share your information with partners, agents or service providers to allow them to perform services on our behalf or to help us understand our supporters more effectively. These partners will only act under our instruction and will not use your information for their own purposes.
We always have contracts in place with our suppliers, which require them to comply with UK law on data protection and to have systems and processes to protect the security of your information. We promise to always keep your details safe and we’ll never sell or swap your information with any other organisation.
We may provide your email address or mobile phone number to digital advertising or social media companies who work on our behalf, such as Facebook, Instagram, Twitter and YouTube. This is so we can reach you and others like you with our latest news and information about how you can help keep children safe. This data is always provided in an encrypted format and is deleted immediately after use.
We may disclose personal information if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of Unicef UK, our websites or our visitors and for other lawful purposes.
Here are some examples of the organisations with which we may share your data:
Fundraising partners, who help us raise money for children as efficiently as possible
Listen, One Sixty, DTVO, Open Creates, Brainlabs, Inspired People
Social media partners
Facebook, Twitter, Instagram, YouTube
Technology and media partners, who help us plan and deliver a great supporter experience
Brightsource, Mosaic, Novica
To process donations and claim Gift Aid
BACS, HMRC, Bottomline, Hands On Payroll Giving, DFID for Aid Match
Wood for Trees, Metametrics, Adroit, Target Analytics
Westwood Forster, Clear, Salesforce
Boston Consulting Group, Global Philanthropic, 11 London
Cookies are small text files that are placed on your device to help us give you a better experience of using our website. Cookies do lots of different things, such as helping us to:
- Personalise the website to your requirements. If, for example, on a previous visit you went to the Syria Emergency page, then we might find this out from your cookie and highlight particular information related to this appeal which you may find interesting, on a second visit.
- Avoid asking you to register or complete details twice.
- Estimate the number of visitors to our site, including the source and patterns relating to this traffic.
- Display relevant advertising to you when you visit other websites.
- Understand how visitors use the site, and how we can enhance this experience.
You are able to set your devices to accept all cookies, to notify you when a cookie is issued, or not to receive cookies at any time. You should read the information that came with your browser software to see how you can do this.
Because Unicef UK respects your right to privacy, you can also choose to change your privacy preferences to prevent non-essential cookies being set using the cookie notice that appears when you first visit our website.
Please find below a table detailing the types of cookies used on our website.
If you have any questions that aren’t answered on this page, please check our Donation FAQs. You can also call our Supporter Care team on 0300 330 5580 between 8am and 6pm, Monday to Friday, or email firstname.lastname@example.org.
Changes to this policy
This information was last updated in May 2018. From time to time, we may make changes to the information on this page, so you may wish to check back regularly. The amended information will apply from the date it is posted on the site and will govern the way in which we collect and use personal information from then on.