East Meru Community School Privacy Notice - May 2018
Background
East Meru Community School is registered under the Tanzanian charity Tikundane (Registration No. 00004359) although most of the fundraising activities are carried out in countries such as the UK, the Netherlands, Australia and New Zealand.
The project is also supported by a UK based charity Friends of East Meru Community School (Charity Number 1168456). All of our charitable activities take place in and around the village of Maruvango in Northern Tanzania.
This Privacy Policy applies to the personal information of our existing and prospective donors, sponsors, fundraisers, volunteers, and trustees. It explains why we collect personal information, how we will use it and who we will share it with.
East Meru Community School respects your privacy and takes our obligations under the data protection regulations seriously. We hope that this Policy will provide you with the information you require. However, if you have further questions about the way we use your personal information please contact info@eastmerucommunityschool.org
What data do we collect?
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When you become one of our sponsors or regular donors we collect your first name, last name and your email address. If you set up a standing order via our fundraising platform BT MyDonate you will also be required to add your home address. BT MyDonate has its own Privacy Policy which can be read here.
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If you have made a donation or have organised or taken part in a fund raising event through BT MyDonate, our named administrator (i.e. the treasurer of the UK charity) of that account is able to access your name, email address and home address.
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Personal data (i.e. name, address and email address) from all of our sponsors and regular donors is held by the Project Directors and the Communications Manager. Personal data relevant to a particular geographic location is then shared with the individual country representatives (i.e. the UK, Netherlands, Australia, and New Zealand).
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Names and email addresses of all volunteers who work as either the Country Representatives, Trustees of the UK Charity or Tanzanian NGO are also held by the Project Directors and Communications Manager.
Why do we collect your data?
Your personal information is used so that we can:
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send you newsletters to keep you informed of our activities, our projects and our progress, to thank you for your continued support, and so that you can see how your funds are being spent.
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let you know about our fundraising activities and how you can get involved or donate to enable us to continue the charitable work that we do within the East Meru Community School project.
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attach a child to a sponsor and ensure that all of our children are sponsored, which will ensure that we have the monthly funds to maintain our teaching and learning programme.
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send you bi-annual reports, photos and termly letters from your sponsor child so that you can follow the progress of the child and see how your financial support is benefiting them.
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ensure that all regular committed donations are being received in order to meet our own financial obligations.
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maintain an accurate record of all funds raised in order to comply with our recording obligations as a UK based charity.
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manage the receipt of Gift Aid from UK tax payers.
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put you in contact with the appropriate country representative for the purposes of setting up sponsorship payments or making donations.
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in the case of the Country Representatives and Directors, communicate with one another in order continue the charitable of work of East Meru Community School.
How do we collect your data?
Personal information may be collected by us in the following ways:
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When you contact us via Facebook or interact with our Facebook or Twitter posts your geographical information and demographic data may be made available to us, although we do not process this data.
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When you email us directly and agree to become one of our new sponsors we record your name, email address and country of residence. This information is shared with the Project Directors and with the relevant Country Representative.
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When you set up a standing order or make a donation through BT MyDonate your name, address, email address, type of bank card and geographic location is recorded, and this information is available to the named administrator of the BT MyDonate account (Treasurer of the UK charity). NO sensitive card details are accessible to us.
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When you make a donation via our Facebook page or our website. This links directly to the BT MyDonate account as described above.
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When you contact one of the Directors or Country Representatives directly or personally.
We do not buy data from external or third-party sources. However, we may obtain information about you from other sources. This includes where a friend or family member contacts us on your behalf because they think you would be interested in supporting our work.
Our website is run on a Wix platform which uses cookies to facilitate and improve your experience of our website. You can choose to delete cookies on your computer or device at any time. However, you may lose any information that enables you to access our site more quickly and effectively.
Cookies used on our website include:
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SvSession - a cookie that will track user's accessing WIX sites. All WIX sites will consider a user accessing the site as an unassociated session. This cookie has a life span of 5 years.
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HS – a cookie which ensures that the correct site is loaded for the request made by the browser. This cookie is deleted at the end of the session.
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incap_ses_${Proxy-ID}, ${Site-ID}, incap_visid_${Proxy-ID}_${Site-ID}, XSRF-TOKEN nlbi_{ID} - all cookies used to improve performance and security on the website.
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SmSession – a cookie used to identify logged in members. This cookie has a life span of 2 weeks.
Legal Basis
Data protection law requires us to have a legal basis for using your personal information. The legal basis will, in almost all circumstances, be one of the following:
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You have provided your consent.
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It is necessary so that we can comply with a legal or regulatory obligation we are subject to.
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It is in East Meru Community School’s legitimate interests to contact you so that we can pursue and fulfil our charitable aims.
Providing consent for communications
East Meru Community School will only send you newsletters, emails, progress reports on the school and on your individual sponsor child if you have given unambiguous and explicit ‘Opt-in’ consent for us to do so.
You will be provided with the option to ‘unsubscribe’ from all our direct email communications. You can also contact us directly to opt-in, or withdraw your consent, by emailing: info@eastmerucommunityschool.org
Retaining Personal Information
We ensure that your personal information is only retained for only as long as it is necessary for the purpose it was collected. After this period, it will be deleted. If we collected the personal information based on your consent and we have no other legal basis to continue using your information, if you subsequently withdraw your consent, then we will delete your personal and contact information, although we may keep your name on file to ensure you are not re-added to our database in error.
Third Parties
East Meru Community School works with various third-party suppliers and providers to support the delivery of our activities, including:
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BTMyDonate - our online fundraising platform
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Mailchimp - the platform used for our newsletter and email campaigns
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Wix - the platform used for our website.
We will receive your personal information from these third-parties where you have agreed that the information can be shared with us. In these instances, you are advised to consult other sites’ privacy notices as we have no control over information that is submitted to, or collected by, these third parties.
In some situations, we may need to share your personal information with other third parties. If we do share your data, we will ensure we have the agreement of organisations or individuals beforehand to follow our data protection requirements and this privacy notice. These situations may include:
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Where we are under a legal or regulatory obligation to disclose your information. For example, where we have received a valid request from the police or Charities Commission.
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In other circumstances where you have otherwise provided your consent.
Transfers outside the EU
In the legitimate interests of the charitable workings of East Meru Community School it may be necessary to share your personal data with the Directors and Country Representatives, but at no time is your information shared with any third party inside or outside of the EU. If you have any concerns regarding the sharing of your data please email: info@eastmerucommunityschool.org
Your rights
Data protection law gives you certain rights in relation to your personal information. These include:
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the right to object to and/or withdraw consent to the processing of your personal information.
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the right to access your personal information.
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the ability to erase, restrict or receive a machine-readable copy of your personal information.
We will handle any request to exercise your rights in accordance with applicable law.
Changes to our Privacy Policy
We may update this Privacy Policy from time to time and we encourage you to periodically review this page. If we make any material changes in the way we collect, use, and/or share the personal information that you have provided, we will notify you by posting notice of the changes in a clear and conspicuous manner on our website.
Contact Us
We welcome your enquiries and comments. If you would like to contact us with questions about our privacy or data protection practices, please email: info@eastmerucommunityschool.org
Complaints
We are committed to working with you to obtain a fair resolution of any complaint or concern about your privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you may have the right to complain to the data protection authority/regulator, as applicable, in your jurisdiction.