Here at Friends of Ibba Girls’ School, we are committed to using our supporters’ and volunteers’ data responsibly and fairly. Your rights and privacy matter to us.

Collecting supporter data is important, because it allows us to keep in touch, maintain our supporter relationships, analyse trends and fundraise for the vital needs of the girl students at Ibba Girls’ Boarding School, South Sudan.

For visitors to our website: This policy only applies to our site. If you leave our site via a link or otherwise, you will then be subject to the policy of that website provider. We have no control over that policy or the terms of the website and you should check its policy before continuing to access the site.

In this policy, Friends of Ibba Girls’ School (registered charity in England and Wales, with charity number 1146220) is the ‘data controller’ for the purposes of data protection legislation. Therefore, ‘we’, and ‘us’ refer to Friends of Ibba Girls’ School, including our trustees, staff and volunteers.

This policy sets out

• how we collect data from you;
• what data we collect about you;
• why we collect your data and how we use them;
• specific information about cookies for our website users;
• your rights and how to contact us if you have any questions or complaints.

We collect data

• that you give us when you sign-up for communications, such as our newsletters;
• that you give us when you make a donation via bank transfer or any of our online donation platforms;
• that you give us when you make a purchase from us, for example if you order our charity Christmas cards;
• that you give us in emails, text messages and other communications with us, including reports made through our website;
• when you visit our website, for example noting your IP address and other information through our cookies;
• via our mailing platform, such as noting which emails have been received or opened.

Sometimes we may collect data through optional surveys, including surveys on our website.

We collect

• identifiers, such as your full name;
• contact details, such as your email address, postal address, and telephone number;
• your date of birth, to verify whether you are over 13 years of age and to take appropriate care when engaging with our younger and older supporters;
• information about your family or other relationships with other FIGS supporters, especially so that we can confirm parental or guardian consent for processing the of the data of our supporters under 13 years of age;
• information about whether you are a UK taxpayer (for Gift Aid claims and calculations);
• information about what ways you would like us to contact you and what information you would like us to send you;
• copies of communications you send to us, such as emails or text messages;
• Information about events that you attend or organise, such as our Annual Supporters’ Meeting or any fundraising you have done for FIGS independently;
• Information from our mailing platform about which emails you have opened and what email client you used;
• where available, your IP address, operating system and browser type, when you visit our website.

Occasionally, we may record financial information, such as bank details, for example if you ask us to return a donation made in error, in keeping with our Donation Returns Policy.

We collect your data

• to keep in touch with you where you have requested communications from us, such as for our newsletters, event invitations, fundraising appeals, or to advertise products sold in support of Ibba Girls Boarding School;
• for administration of donations, pledged donations and events;
• for managing and contacting our volunteers;
• to keep a record of your relationship with us, including what permissions or requests you have given, so that we can communicate with you appropriately and fulfil your requests;
• to analyse trends and improve our communications and fundraising.

How we process your data

Some of our processing happens automatically through our mailing client, currently MailChimp, a service of The Rocket Science Group – for example our mailing list automatically detects invalid addresses, handles unsubscribe requests made through the links in our emails and segments people according to how much they have donated in the past. This is important for helping to make sure that our emails are appropriate for each recipient.

• Mailing list data held by MailChimp is stored in the United States. MailChimp has certified to the EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework.
• Our main database is currently hosted securely by Amazon Web Services via Capsule, a service of Zestia Ltd. (registered in England with company number 06418281). For more information, please see:
  • https://capsulecrm.com/security/
  • https://aws.amazon.com/security/

Meanwhile, a lot of our processing – including key administrative functions – is currently carried out manually by Acorn Fundraising & Consultancy Ltd, a trusted third party that we closely oversee and have worked with for many years. From time to time, other trusted third parties may be employed for purposes that require data processing. These purposes will be in line with the permissions you have given us.

Your data may also be used from time to time by volunteers and third party organisations for specific projects, such as schools fundraising campaigns. In these cases, each volunteer does not have access to our full database and will be overseen by us. Sometimes volunteers fundraise or organise events in aid of us – in such instances we may share a curated selection of your data with them because we think that the event may be of interest to you, but only after the volunteers have signed up to the FIGS Data Handling Policy, which clearly sets out how they may use your data.

For the purposes of data protection regulation, in all interactions with third parties, Friends of Ibba Girls’ School remains the ‘data controller’, while third parties are ‘data processors’.

Specific Information about IP addresses and cookies

When you visit our website, we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. These are statistical data about our users' browsing actions and patterns, do not identify any individual, and we will not collect personal information in this way.

We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive and help us:

• to improve our site and to deliver a better and more personalised service;
• to estimate our audience size and usage pattern;
• to store information about your preferences, and so allow us to customise our site according to your individual interests;
• to speed up your searches;
• to recognise you when you return to our site.

We will also use the information:

• to ensure that content from our site is presented in the most effective manner for you and for your device;
• to provide you with information that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
• to carry out our obligations arising from any contracts entered into between you and us;
• to allow you to participate in interactive features of our service, when you choose to do so;
• to notify you about changes to our service.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

How long we keep your data

Every three years, we will offer all our supporters the chance to renew their consent to receiving communications from us, and to reconfirm what types of communication they are happy to receive. Therefore, your consent to communications will last for a maximum of three years. You may still opt out at any time.

However, because of the long-term nature of many of our supporters’ relationships with us, we will keep data for up to 15 years from your last interaction with us (e.g. donating, contacting us in any way, or opting in to our communications). After that point, we may keep your data, with all identifiers and contact details deleted, for anonymous trend analysis. You may ask us to anonymise or remove your data earlier, as set out in the following section.

Your Rights

Under data protection law, you have a number of rights regarding your data.

• Right of Access: You have a right to know what information we hold on you and how we use your data. You can contact us at any time to request this. Note that we may take reasonable steps to verify your identity when you make such a request (to prevent impersonation attempts) and we may opt to tell you categories of data, but not content, if we deem it important for your security. For example, we may tell you that we hold an address for you, and the last three digits of the postcode, but not your full address.
• Right to Rectification (Correction): You can tell us to update inaccurate information that we hold about you, including completing information that we hold in part.
• Right to Restriction of Processing: You may ask us to stop processing your data in certain or all ways. For example, you may ask us to stop sending you newsletters.
• Right to Erasure (Deletion): You may ask us to remove information that we hold on you from our database. For analysis purposes, we may remove all identifiers from your data (name, email, address, etc.) but keep anonymous records of, for example, donation history. In some cases, we may be required to keep some of your data for a minimum time period, for example to keep a record of complaints or fulfil other requests you have made.

If you want to make a request, but are not sure where it fits into your rights, please contact us and we will do our best to help you.

Your rights are set out in full in the General Data Protection Regulation, which comes into effect on 25^th May 2018, and in the Privacy and Electronic Communications Regulations, 2003.

Our Contact Details

You can get in touch with us at any time via: connect@friendsofibba.org.

If you would like to raise a complaint, please see our Complaints Procedure here and get in touch with us at complaints@ibbagirlsschool.org.

Our Donation Returns Policy can be seen here.

Postal address: 77 Styvechale Avenue, Coventry, CV5 6DW, United Kingdom

Changes to our Privacy Policy

Any changes we may make to our Privacy Policy in the future will be posted on our website and, where appropriate, we may notify you by email.