Please read the following carefully to understand our practices regarding your personal data and how we will treat it. By using our website or providing us with your personal information you agree to your personal information being used and stored in the manner set out in this policy. We may update this policy from time to time without notice to you, so please check it regularly.
Here, at Coptic Orphans we take your privacy seriously. Coptic Orphans will be what’s known as the ‘Controller’ of the personal data you provide to us. We only collect basic personal data about you which does not include any special types of information or location based information. It does however include the information listed in this Policy.
How we collect your data: Information You Give us
1.1 We may collect information from you in the following ways:
(a) You make a donation to us (which may be financial or non-financial/ in-kind), or respond to our mailings and appeals (this includes when you sponsor a Child yourself or on someone else’s behalf);
(b) You contact us in relation to volunteering for us, act as an ambassador or fundraise on our behalf;
(c) You tell us about your ‘Coptic Orphans story’;
(d) You attend an event (e.g. Gala Events, Outreach Events, Home fundraising visits, celebration events, any Coptic Orphans sponsored event);
(e) You apply for a job with us or become an employee or provide services via an agency or provide consultancy services directly to us;
(f) You request and/or receive a copy any promotional materials from us;
(g) You register a Coptic Orphans website account; or
(h) You contact us with enquiries or other correspondence (including via social media) or become involved with us in another way (e.g. by indicating you would like to hear more from us, or you would like to make a donation to us, to your Church).
1.2 If you interact with us in one of the ways listed above, we may collect and process personal information about you such as:
(a) Your name, address, email address, telephone number, your age;
(b) Information you enter onto our website or in other hard copy forms at an event;
(c) Records of your correspondence with us, if you have contacted us;
(d) Financial information such as your bank or card details;
(e) Whether you have a relationship to another supporter (e.g. husband/wife).
2. Why and how we use your information and on what basis
We will process your personal information in accordance with this policy and our obligations under applicable data protection laws and regulations, for one or more of the following reasons:
(a) To administer your donation or support your fundraising, including processing Tax Deductions, and Employer Matching Schemes;
(b) To provide you with the services, activities or information you have indicated you are happy to receive or which you have asked for;
(c) To comply with applicable laws and regulations, and requests from statutory agencies;
(d) For our own internal administrative purposes and to keep a record of your relationship with us;
(e) For the purposes of research such as supporter satisfaction research;
(f) For marketing purposes, to provide you with information about us, our fundraising campaigns, the opportunity to leave a gift in a will, our events, our services, and any other information, products, activities or services that we provide or provide access to (e.g. supporter updates);
(g) Where you have provided your consent, to publish details of your ‘Coptic Orphans story’ on our Blog Page or other media pages associated with Coptic Orphans;
(h) To provide you with information about volunteering opportunities;
(i) To provide you with details about our campaigns
(j) To provide essential event information where you have signed up to attend;
(k) To manage your communication preferences with us generally;
(l) To provide you with information about goods or services we feel may interest you;
(m) To notify you about changes to our service and/or donor/sponsorship opportunities;
(n) To ensure that content from our website is presented in the most effective manner for you and for your computer/mobile device.
2.2 Where the law allows us to do so, in order to improve the quality and accuracy of the information you have provided to us, we regularly check the accuracy of the data we already hold about you (such as your telephone number, email address or address) against external data lists which are in the public domain. If we obtain updated details, we would combine this with the information we currently hold about you.
2.3 We may use profiling and screening techniques to analyse your personal information and create a profile about you, your interests and preferences from publicly available information. This may include information about your personal circumstances, including details about your previous donations, financial position and measures of affluence. This background information helps us to ensure communications are relevant and we make appropriate requests for donations and other forms of support to those who may be willing and able to give more than they already do, enabling us to raise funds sooner and more cost-effectively and proportionately than we otherwise would. This should also improve the quality of our supporters’ experience. The types of information collected about you from the public domain will include:
(a) Your age;
(b) Your qualifications;
(c) A wealth band which will be an estimate of your wealth based on publicly available information such as career history, location and social circles;
(d) Your primary business organisation;
2.4 Whilst generally we will seek consent to process your data at the point we collect it, in some cases we may process data without express written consent where we are legally allowed to do so, and where we have legitimate reasons for doing so (e.g. to process a donation you have made or in accordance with this policy), provided we respect your legal rights.
2.5 If you request to receive no further contact from us, we will keep some basic information in order to avoid sending you unwanted materials in the future, and to ensure that we do not accidentally store details for the same person multiple times. If we did not retain this information, then this could result in us contacting you again as we would no longer have a record of your request not to be contacted.
2.6 We will keep your personal data for no longer than is necessary for the purposes for which it is processed, in accordance with our internal policies. If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated at firstname.lastname@example.org. You may also file a complaint with your national institution responsible for the protection of data
3. Where is your information stored
3.1 If you are located in the European Union or the European Economic Area (“EEA”), the information we collect from you may be transferred to and stored at a destination outside the EEA. It may also be processed by persons operating outside of the EEA. If we send your personal data outside the EEA we will take reasonable steps to ensure that the recipient implements appropriate measures to protect your information. By submitting your details and providing your consent, you agree to this use of your data.
3.2 Online payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
3.3 While the transmission of information via the internet is not completely secure (though note that online payment transactions are securely encrypted), we do our best to protect your personal data. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.
4. Who has access to your information / who we share your data with
4.1 We may allow our staff, consultants and/or external providers acting on our behalf to access and use your information for the purposes for which you have provided it to us (e.g. to deliver mailings, for research, to analyse data and to process payments) or for purposes set out in this policy. We only provide them with the information they need to deliver the relevant service or it is relevant to their work, and we make sure your information is transferred securely and treated with the same level of care as if we were handling it directly.
4.2 We do not sell your data to third parties for the purposes of marketing. In other cases we will not share your personal data with third parties except in accordance with this policy or when we have your permission.
4.3 We may disclose your information to other organisations and agencies if we are under a duty to disclose or share it in order to comply with any legal obligation, or in order to enforce or apply any agreements; or to protect the rights, property or safety of us or others.
4.4 In accordance with our Child Protection Policy and our commitment to protect vulnerable children from all forms of exploitation and abuse, we may share details, including personal data, relating to serious breaches of our Child Protection Policy and Procedures with statutory authorities such as the police or any government agency relating to child-specific abuse.
5. Coptic Orphans Affiliate Organisations
5.1 We may need to disclose your information to other offices in some circumstances with your consent. Coptic Orphans has affiliated offices in the U.K, Canada, The United States, Australia and Egypt. Coptic Orphans offices in other countries may be best placed to manage your relationship and provide you with any necessary support.
5.2 For example, if you sponsor a child through the Coptic Orphans website, or are involved in some other Coptic Orphans activity that involves a personal link to our programs, elements of your personal data necessary to fulfil the activity (e.g. your name and address) will be shared with relevant Coptic Orphans offices in that country in accordance with this policy. We will only share your details with another Coptic Orphans office in accordance with data protection laws and regulations and where we have your consent to do so.
5.3 Coptic Orphans Affiliate offices may legally be obliged to share data in accordance with their relevant domestic legislation and potential law enforcement requirements.