Privacy Policy – ukraine-aid.info (V1.00 20th May 2022)
1 Introduction
ukraine-aid.info wants you feel assured that we will use any information held about you wisely and safely:
- We will only ask you for the minimum information we really need from you
- We will do our utmost to keep your information secure from criminal theft
- We will only share the minimum information required by third parties to fulfil our services (e.g. for deliveries of ordered merchandise purposes)
- We will not use, share or sell your information for any other purposes.
This privacy policy has been prepared in line with the EU’s General Data Protection Regulation (GDPR), which promotes fairness and transparency for all individuals in respect of their personal data.
This privacy policy applies to all data we collect and process. By engaging with ukraine-aid.info, you consent to our collection and use of such data, in the manners described below.
If you would like to get in touch about anything in this policy or about your personal data then please contact us by email: info@ukraine-aid.info
2 The Data We Collect
ukriane-aid.info is active in the following core areas:
1. We collect locally donated general aid in the form of food, hygiene items, baby items medicines and medical items for shipping to Ukraine and distribution by our partners;
2. We raise funds and receive donations for the purchase and transportation of the above, plus any other non-lethal aid needed by the people and groups we support;
3. We share funds with our partners and the groups and people we support to help us all fulfil our shared aims.
As a "data controller" we collect a variety of data in order to deliver and administer these services, and we will manage your personal data transparently, fairly and securely.
Depending on the nature of our engagement, where the information is not already given by you at the time of your enquiry or when making a booking, we may ask for the following details: Name; Email Address; Postal Address and Post Code; Company Name and your Position; Telephone Number and Mobile Number; Bank Account details (for making donations only).
We do not tag images with identifiable data unless we are specifically asked to do so in “release forms”.
3 Our Website
Cookies: the ukriane-aid.info website is operated via an Adobe Portfolio facility. Like most websites, when you visit, cookies will normally be collected. These are small pieces of data that websites send to a user's computer and are stored on the user's web browser to “enhance” their visit. Analytical data also gathers information on website traffic etc.
There is a “Cookie Banner” which is displayed on your first arrival to the website to alert you to the use of Cookies and to ask for your consent. Cookies can be switched off in your browser preferences.
4 Which Third Parties do we share Personal Data With and Why?
Depending on the nature of our engagement and the specific reason for which the personal data was collected, relevant data may be shared with, or via, the following third parties:
- Suppliers couriers, for delivery purposes
- Our accountant, for accounting and tax purposes
- HMRC for Gift Aid claims
- Our website (images or references)
- DropBox to make images and/or documents available for client or stakeholder download.
- Our email service providers (Microsoft, 123-reg and Gmail).
The majority of the data will be retained within the UK or EU. However, some personal data may be transferred to, or via, a country outside of the European Economic Area (EEA) e.g. if a third party we utilise could have servers located outside of the EEA.
Any data transferred to the United States will be under the protection of EU/US Privacy Shield.
There may also be certain situations in which we may share access to your personal data without your explicit consent; for example, if required by law, to protect the life of an individual, or to comply with any valid legal process, government request, rule or regulation.
5 How do we keep your Personal Data secure?
We keep your data secure by following internal policies of good practice and physical security. We only collect what we absolutely need. We only store the absolute minimum online and for the minimum necessary period. We back-up off line to alternate locations.
In the unlikely event of a criminal breach of our security we will inform the relevant regulatory body within 72 hours and, if your personal data were involved in the breach, we will also inform you.
6 How long do we keep your Personal Data?
While we do not hold personal data any longer than we need to, the duration will depend on your relationship with us, and whether it is ongoing.
We may keep some of your personal data for up to 7 years after our working contract with you has finished for Tax legislation purposes.
For commissions where the Contracts are “Signed as Deeds” we are required to keep project records for 12 years.
7 Changes to our Privacy Policy and Control
We may change this privacy policy from time to time.
When we do, we will let you know by changing the date on this policy, and will directly notify customers if there are any significant changes which directly affect them.
By continuing to access or use our services after those changes become effective, you agree to be bound by the revised privacy policy.
8 You have the following Rights
- the right to be informed about the collection and use of your personal data
- the right of access to your personal data and any supplementary information
- the right to have any errors in your personal data rectified
- the right to have your personal data erased*
* This is subject to legal obligation being fulfilled (e.g. for tax and accounting purposes). Please also note that any permanent image usage licences that have been issued for images with model or property release forms cannot be revoked. The best we can do under these circumstances is withdraw the images from further sale. Where the images have been offered for sale worldwide this may take several months.