The Refugee Council is committed to protecting your privacy and being transparent about how we use your data. We will only use the information that we collect about you lawfully. This page tells you about how we collect, use and store your personal information.
This policy covers:
- Why we collect information
- Information we collect and how we collect it
- How we keep your information safe
- Who we share information with
- Relevant legislation
- Changing your information contact preferences
- Finding out what information we hold about you
1. Why do we collect information?
We need to collect some personal details so we can respond appropriately to your contact with us. For example, to make sure we can process your donation, thank you for your support or send you information you have requested. We also collect statistical information to see how our website, social media channels and emails are performing in order to improve our communications.
Occasionally, we take time to learn more about our supporters. We do this to understand how you might want or be able to support us in the future, to communicate with you in the best possible way, and to help us grow our network of supporters. To do this, we look at information you’ve given us, sometimes in combination with publicly and commercially available information to supplement our knowledge and to research, profile and analyse the data we hold.
For those who use our services, we need to collect your personal information in order to monitor the effectiveness and impact of our services. This is so we can provide you with the best support and to help improve our services for others.
2. What information do we collect and how do we collect it?
When you get in touch with us we may ask you for personal information. For example, if you are setting up a regular payment by direct debit, we may ask for your name, address, email address, telephone number, and your bank account details. We only collect other information, such as relevant medical information, if it is necessary - for example, to ensure your safety when you register for a challenge event, or you are using one of our services. The information we collect and in which ways are set out below.
2.1 Website visit tracking
Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, and better understand how they find and use our web pages.
Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.
When you make a donation, whether it is a single or regular donation, we collect information that is needed in order to process it: your name, address, and bank details. We also ask for your email address so that we can send you an acknowledgement of the transaction for your records. You can also provide your phone number at this stage. However, if you would rather not receive further contact from us, beyond that which is needed to complete the transaction, you can let us know via the donation form, or by contacting us.
We don’t store your payment details when you make a donation. However, when you make a single donation, we do store your name, contact details and donation amount and the date you made it securely on our website database for a maximum of three months, after which we delete them from the database. In addition, when you make a single or regular donation, your details are processed by a third party provider, Sagepay or Rapidata. You can see more about third parties we work with to process data at section 4 below.
2.3 Email updates
We invite visitors to our website to sign up to receive regular email updates about our work. These are of vital importance to the success of our mission to champion refugee rights and transform their lives for the better. They include opportunities to support our campaigns, organise activities to raise funds for refugees, or make financial donations to enable us to continue providing our services. They also include newsletters about specific projects, such as our Advocacy Network and support for Refugee Community Organisations. We aim to give you control over what emails you do and do not receive, and you can update your preferences or unsubscribe from our email mailing lists at any time by clicking here. Our email updates are managed using a third party provider, Charity eMail, which is powered by Dotmailer. You can find out more about Dotmailer at section 4 below.
2.4 Contact forms and email links
Should you choose to contact us using a contact form or an email link, none of the data that you supply will be stored by this website or passed to/processed by any of the third party data processors defined in section 4. Instead, the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted before being sent across the internet. The email content is then decrypted by our local computers and devices.
2.5 Services directory
Our services directory provides details of services for refugees and asylum seekers across the United Kingdom. We invite service delivery organisations to add and update information about their services, including location and contact details, to the directory. Sometimes these services are provided by local people using their personal contact details. We advise you to avoid providing your personal details here if possible, but if it is essential, you can update or remove these at any time here or by contacting us at firstname.lastname@example.org or on 020 7346 6700.
2.6 Blog comments
To encourage discussion about refugee issues, we enable visitors to leave comments on our blogs. Should you choose to add a comment to any posts that we have published on our blog, the name and email address you enter with your comment will be saved to our website’s database, along with the time and date that you submitted the comment. This information is only used to identify you as a contributor to the comment section of the respective blog post and is not passed on to any of the third party data processors detailed below. Only your name will be shown on the public-facing website.
Your comment and its associated personal data will remain on this site until we either remove your comment or the blog post. If you want to have the comment and its associated personal data deleted, please email us at email@example.com using the email address that you commented with.
If you are under 16 years of age you MUST obtain parental consent before posting a comment on our blog.
2.7 Supporter actions
We encourage our website visitors, social media followers and those who have signed up to our email updates to complete campaign actions, such as lobbying their MPs to support policy change that benefits refugees. To do this, we collect your name, address, email address and the subject of the email you send to your MP, as well as the date you sent it. When you provide this information, you can also give or withdraw consent to receive further email updates from us.
The information you provide is processed by a third party provider, Six and Two Threes. You can find out more about Six and Two Threes at section 4 below.
2.8 Applications for job and volunteer opportunities
To help keep job and volunteer applicants’ information secure, we ask that you create user accounts on our website in order to complete your applications. This enables you to save and return to your application prior to submission. Your account will be accessible to you for five months after you have submitted your application. If you haven’t applied for any other roles during this time, your account will automatically be deleted after five months have passed. We will also destroy or delete any electronic and hard-copy records we have of your application, including your personal details, after five months. We keep your information for this period in the event that you wish to dispute or challenge the outcome of your applications. Job applicants will only receive communications from us that are relevant to their applications.
If you have any questions about your account or the applications process, contact us at firstname.lastname@example.org .
3. How do we keep your information safe?
We take all appropriate measures to ensure your personal information is kept secure. Personal information stored electronically is kept on secured servers with limited access from appropriate staff for as long as is necessary for the fulfilment of our legal obligations or our obligations to you as a visitor, supporter or service user. To ensure our staff understand and are able to keep your data secure, all Refugee Council staff receive data protection training when joining the organisation.
On our website, functions for making and processing donations are provided via our third party providers tictoc, Rapidata, Worldpay and SagePay. These forms use encryption to ensure that the information is secure.
We do not keep the card payment details of any donations from our website or if you make a donation with a credit or debit card via post or phone. We process these payments via our WorldPay or SagePay accounts and do not keep a record of your card details.
Please note that while we have taken every appropriate measure to secure your data, transmission of information over the Internet is never 100% secure so while we take all possible precautions, we can’t 100% guarantee the security of any information you submit to us via our website.