Nisa Global Foundation (NGF) is a not-for-profit organisation and is committed to upholding an individual's privacy of personal information. This policy applies to all NGF projects and activities, and also applies to any employees or volunteers (including prospective employees or volunteers).
We only collect, process and store information that has been willingly provided. This information is provided to us when you sign up for email updates; newsletters; make a donation; contact NGF either byletter, email or phone to make an enquiry (including media enquiries); apply for a grant; make a recommendation for NGF's consideration (such as a project or grantee you think we should consider);apply for a job; enter into a contract with us to offer to become a volunteer; attend an NGFevent and/or training (or that of a grantee or other persons or organisations with whom we may hold an event or provide training); or provide it to us in some other way including through any social media platforms or through fundraising pages (such as JustGiving). For the sake of completeness, information would also be provided where an individual enters into an employment or services contract with us.
This information is used to manage your engagement with us. This includes for example (but is not limited to): processing and administering your donations; providing updates in respect of activities carried out as a result of any funding, donations and/or any other in-kind support received; dealing with your enquiries and requests; providing guidance and support (where applicable and within the remits of our aims and objectives); administering and fulfilling our legal obligations; seeking volunteers; providing information and updates in respect of our activities including any projects or campaigns you may wish to support; providing information and updates in respect of any other third party events, projects, campaigns or activities which we consider to be of interest to you and which are in line with our aims and objectives (such as that of our grantees); maintaining information as a reference tool or general resource; fundraising; to provide you with any resources you have shown interest in; facilitating your engagement with NGF, including liaising with you in respect of any contributions you wish to make; dealing with any safeguarding issues or other types of complaints; dealing with any feedback relating to NGF or any of its grantees or activities.
Where any employees are involved, the personal data is also used as part of our recruitment and HR activities, such as (this is not an exhaustive list): recruiting employees, payment of salaries, tax and pension contributions (as applicable); where necessary, run background checks in accordance with our due diligence policies and procedures; to take appropriate action in the event that a complaint or concern is raised (such as a safeguarding concern); as part of other HR administrative activities (such as employee training); etc. Some of these activities may apply to some volunteers.
Our legal basis for processing your personal data
We will only process the data provided in accordance with our legal obligations (including any contractual obligations), legitimate interests and/or on the basis of the consent provided by you. Our legitimate interests include (but are not limited to):
• administration and improvement of our organisation, our website and any databases;
• provision of information relating to our activities in pursuance of our aims and objectives;
• fundraising activities including applying for funding to all types of funders;
• management of relationship with our grantees, patrons, volunteers, donors and supporters;
• compliance with any and all relevant laws, rules and regulations (including employment/HR matters);
• satisfying any external auditors or our regulators.
An assessment has been carried out and NGF are of the belief that our legitimate interests do not materially impact your rights, freedom or interests.
NGF believe that the best way to achieve our aims and objectives is through highlighting the lived experiences of our beneficiaries whether in the UK or across the globe. To this effect, we may use the information you have willingly provided (whether as a grantee or supporter) as an anonymised case study as part of any research and awareness-raising activities. We assure you that any such case studies will be entirely anonymised and personal information will not be shared in respect of these particular activities. We are informing you of this to be open and transparent in respect of the different ways in which data may be processed by us. You have the option at all times to inform us if you do not want your personal information to be used in this way.
NGF will never sell or swap your details. Any information passed to third parties will be done only where necessary, such as to HMRC as part of gift aid collection process; to payment processors in respect of any donations; to consultants, or agents or partners who may be managing a project; where a significantly large donation has been received and it is necessary for us to carry out additional due diligence checks as a result (etc).
For the sake of completeness, please note that if you use your credit or debit card to donate to us, we pass your details securely to our payment processing partner as part of the payment process but we do not store any such details on our website or any databases; the passing of payment information will be done in accordance with the Payment Card Industry Security Standard framework.
From time to time we may use third party individuals or companies to collect or process personal data. Examples of this include external organisational and project evaluators, external auditors, a company that may securely host our off-site cloud storage servers, IT technicians etc. In such a situation, we will only provide the information needed by the third party to perform their specific services and they may only use your data for the exact purposes as specified in our contract with them. We will also ensure that any such third parties understand our expectations and requirements in respect of ensuring your privacy is respected and protected at all times.
Please also note that there may be times that we are required to share your information with police, regulatory bodies or legal advisors without your permission. The circumstances in which this may occur include where NGF has been ordered to disclose the information by a UK court, where there is reasonable cause to suspect that an adult's life may be in immediate danger, where there is reasonable cause to suspect that a child or young person may be experiencing or at risk of significant harm, or where there is another legal obligation to do so.We may also do so where concerns have been raised that an individual has acted in a manner that is illegal or abusive or otherwise created serious safeguarding issues.
We only keep your data for as long as is necessary for the purposes for which it was provided.
Additionally, in the interests of transparency, prospective and successful applicants of any vacancies should note that NGF will retain all applications (including unsuccessful applications) for such period of time as deemed reasonable for the purposes of dealing with any potential claims or disputes which may or may not arise.
Where possible we keep our records up to date and from time to time may contact you for this purpose. We would be grateful if you could assist us in achieving this aim by updating us whenever your details change.
Protecting your data
Protecting your data is very important to NGF. As such, we will treat your data with the utmost care and take all appropriate steps to protect it. We have clear data protection and information security policies and procedures in place, which are regularly reviewed and updated as required.
We protect the data we hold by storing it safely and securely and have measures in place to protect ourselves from any data breaches (such as, data being accessed in an unauthorised way or being lost accidentally). For example, access will only be granted to a person only if it is required as part of their role, will only be given limited access and will have to handle data according to our instructions and will also be subject to a duty of confidentiality. NGFemployees (and where applicable, volunteers) are provided with regular training to ensure they are skilled in protecting your information.
We have measures in place to deal with any unexpected data breaches and if legally required to do so, we will inform you as well as the Information Commissioner's Office. Whilst we will take every step to keep your data safe, as the internet is not a completely secure communication method, we cannot guarantee the security of any information and are not responsible for any damages, which you, or others, may suffer as a result of the loss of confidentiality of such information.
NGF is based in the UK. Your data is stored and processed within the European Economic Area (EEA); this includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We will seek your consent if we are required to share your personal data with third parties and/or suppliers outside the EEA.
If you use a debit or credit card to make a donation, your personal data will be processed by a payment processing processor that may store some of your personal data outside of the European Union, including USA.
We may use systems such as MailChimp to send you newsletters and updates. MailChimp is based in the United States and therefore some limited information (specifically, your name and email address) may be transferred to MailChimp (in turn meaning, to the United States) for the purposes of using that system only. Please note that MailChimp is a widely used system in the UK and is signed up to the US EU Data Privacy Shield; as such, we consider that there is no material risk associated with transferring this limited information to outside of the EU.
Whenever you have given us your consent to use your personal data and that is the basis upon which your personal data has been processed, you have the right to change your mind at any time and withdraw consent. Please contact us if you wish to do so in accordance with the procedure provided below. We may need to ask you for further information in order to process your request, and may seek your consent for other matters. For example, if you no longer wish to support a particular project, we may include your details on a separate database so that we know not to contact you in respect of any developments relating to that particular project.
Where we are processing your personal data on the basis to our legitimate interests, you may ask us to stop for reasons connected to your individual situation. We will do so unless we have a legitimate overriding reason to continue processing your personal data and in such a case, we will provide you with an explanation.
Right to access and rectify your information
You have the right to request copies of the personal data we hold about you. You also have the right to request any corrections to your personal data if it is incorrect, incomplete or out of date.You may also request for your information to be forwarded to a third party.
You may also object to or withdraw your permission for us to process your information, which we will do unless it is necessary for the purposes it has been provided or we have a legitimate overriding reason, such as in respect of processing your donation.
If you wish to exercise any of these rights, please send a description of your request detailing the information to be accessed and proof of your identity by post to our registered office at Nisa Global Foundation C/O MWNUK, First Floor, 1192 Stratford Road, Birmingham, B28 8AB, and addressed to the board of trustees. We cannot accept these requests by email as we must ensure that the relevant information is being provided to the correct person.
Please note that we reserve the right to make any further enquiries if we have any concerns over the proof of identity provided or who may be accessing the information.
Right to complain
If you are unhappy or have any concerns in respect of the processing of your personal data, please address your complaints to us using the following email address:firstname.lastname@example.org
If you are unhappy with our responses in respect of the use of your personal data, you also have the right to make a complaint to the Information Commissioner's Office (ICO). You can contact them by phone on 0303 123 1113 or by going online to www.ico.org.uk/concerns
This policy will be kept under review and may change from time to time. Where any changes are made to this policy, an up to date version will be published on our website.
Last updated: 02 May 2021