Privacy Policy

Who we are

When we refer to "HPN" in this policy, we mean  Heartfelt Philanthropy Network. HPN is a data controller within the meaning of the Data Protection Act 2018 (DPA). 

Our relationship with our stakeholders in particular but not limited to our network members,  supporters and the public at large is of great importance to HPN. This policy, together with other notices provided from time to time (for example on collection forms, communications with you or on this website), sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us (whether by your access this website) . 

Our network members and charities

HPN works (and may from time to time share information with its  network members and advisory board. 

Each network member and charity is a data controller in its own right, separate from HPN.. 

The relationship between HPN and the network members involves a limited degree of relevant and proportionate information sharing within the group, carried out in the legitimate interests of both HPN and the Charities in supporting their individual and collective aims, as well as being in the legitimate interests of our supporters as explained below.

Data Protection Statement

We are committed to making sure that our communications with you are secure, proportionate and targeted. All personal data is held and processed in accordance with HPN own policies, the DPA and the General Data Protection Regulations. Our policy is that staff who handle personal data have received relevant data protection training.

Any personal data we hold on members of the public is generally held on HPN's secure database, or sometimes in hard copy in secure rooms or filing systems, and are accessed by authorised personnel only. Most information that we hold will have been obtained directly from you, with some from publicly available sources such as those mentioned below.

Personal data held and processed by HPN may include:

Contact information, such as:

• Your contact details
• Your communication preferences
• Records of communications and interactions we have had with you
• Biographical details

Information about membership applications such as

• Your name and contact details
• Any personal information  you include in your application
• If you are successful, details of how you have used the information you provided
• Images of beneficiaries

Please note that we will only use and publish case study information and images of beneficiaries with your consent.

Where relevant, for example in keeping records of donors and potential donors, HPN may obtain biographical information, such as:

• Your name, gender and date of birth
• Your family and partner/spousal details
• Your professional activities and employment
• Information you have publicly shared on social media
• Your charitable and philanthropic interests

Financial information, such as:

• Information necessary to process any donations made, including Gift Aid status
• Your donation history with us (which we must keep for 7 years)
• Details of any purchases with us, e.g. event tickets, or competitions entered
• Donations made with other organisations, notably the  Charities
• Our assessment of your ability to make donations.

Please note that we do not store any credit/debit card details in our database. 

We may use external data agencies to ensure that our contact details for you are up to date, allowing us to continue to communicate with you in accordance with your existing preferences. If you do not wish HPN to do so, please contact yvonne@heartfeltphilanthropynetwork.org

How HPN uses the data

• Providing you with information about the work and activities of HPN, and its network mem. This might include sending you publications, e-newsletters, invitations to events and details of volunteering opportunities.
• Conducting donor research to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately. 
• Sharing information within the HPN network to ensure any approaches to donors are handled sensitively and proportionately, and to prevent the same donors receiving multiple approaches at the same time from different network members . 
• Internal record keeping, including the management of any feedback or complaints
• Administrative purposes e.g. regarding a donation you have made or an event you have registered for or attended, including security for that event.
• Furthering our objectives, including asking you to donate or otherwise help us raise funds, but always in accordance with best fundraising practice.

We also use your data to ensure that the ways in which we communicate with you do not conflict with your chosen communication channel preferences (for example, by post, telephone or electronic means). 

Electronic tools may be used to monitor the impact HPN communications, such as using email tracking to record when an email we send to you has been opened. 

Your data and third parties

If you interact with HPN or any of the  network members through a third party (for example, making a donation via JustGiving or a crowdfunding page) then we may obtain information about you from that third party, but only if you have given your explicit consent to that third party sharing your information.

Data will not be disclosed to external organisations other than those acting as agents for HPN, or suppliers who manage (for example) guest lists for events. HPN does not sell any of its data to third party organisations.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

We may have to share certain information with relevant authorities upon request, for example the Charity Commission, or to HM Revenue and Customs in respect of any Gift Aid claims.

Use of publicly-available information for profiling, research and due diligence

To ensure that we understand you and your philanthropic interests, and identify new prospects of interest to our aims, we may use additional information where available from external sources to improve our understanding. 

This will be a combination of publicly-available information, for example drawn from search engines, company resources and news media; information from third party consultants, intermediaries, mutual contacts and databases; and what you have provided to us, such as past donations and career information. We may also use data from social media sites like LinkedIn, Facebook and Twitter, depending on your privacy settings and/or interaction HPN or network members.

Please note however that before seeking or accepting major donations we are required, at law and in accordance with good governance and reputational practice, to conduct a certain level of due diligence, including reviewing publicly available personal data relating to political exposure, criminal convictions and offences. Due diligence is conducted in accordance with each network member's gift acceptance policy.

How long do we keep your information for?

We keep your information in accordance with our retention policy. Due to the varied activities we undertake we may keep your information for different lengths of time depending on the reason for processing it. We are also bound by legal requirements to retain some information for set periods. For example we keep information relating to Gift Aid for 7 years in accordance with tax legislation as well as best practice and we must keep details of your donation history for 7 years for accounting purposes.

Security 

HPN commits to holding data securely, both in its electronic and paper filing systems , and treating it with sensitivity. Data will only be held for as long as it is necessary for the above purposes. 

IP Addresses and Cookies

During your use of the site we may collect information about your computer, including where available your IP address, operating system and browser types, for system administration and to report aggregate information to third parties (including organisations connected with HPN). This is statistical data about our users' browsing actions and patterns and does not identify any individual. For the same reason, 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. They help us to improve the site and to deliver a better and more personalised service. For more information about cookies, please visit www.allaboutcookies.org .

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 the site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to the site. We do not link IP addresses to anything personally identifiable. This means that while your user session will be logged, you will remain anonymous to us

Your information rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• ask us to change incorrect or incomplete data;
• ask us to delete or stop processing your data, for fundraising purposes (except as necessary to maintain suppression lists). 
• object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing
• request a copy of the data you have provided to us in an agreed format, so that you can reuse it or transfer it to another data controller if you wish;
• ask us whether we use automated decision making or profiling when processing your data.

Please note that none of these rights are absolute and we reserve the right to refuse your request where exceptions apply.

Contact information and further advice

Please contact yvonne@heartfeltphilanthropynetwork.org for any requests or related enquiries. 

If you have concerns about the use of your personal data, the Information Commissioner's Office is an independent body set up to uphold information rights in the UK. They can be contacted through their website: www.ico.org.uk or their helpline on 0303 123 1113, or in writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We may amend this Privacy Policy from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via HPN website or by contacting you directly through the most appropriate means.