This Policy explains when and why we collect personal information about people who visit our website, and how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website or taking part in our events, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to contactus@project-volunteer.org or by writing to 5 Copse Edge Avenue, Epsom, KT17 4HT.

Who are we?

We’re Project Volunteer, a charity dedicated to helping the children of SOS Children's Villages. Project Volunteer is a registered charity (no.1124536). The registered address is 5 Copse Edge Avenue, Epsom, KT17 4HT.

How do we collect information from you?

We obtain information about you when you use our website, for example, when you contact us about events, to make a donation or if you register to receive one of our newsletters.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. If you make a donation or purchase from us, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

Sensitive personal information

Certain categories of personal information are sensitive by nature, and include information about an individual’s race, ethnic origin, political views religion, trade union membership, genetics, biometrics, health, sex life or sexual orientation. Such information will be processed only with your consent, and in accordance with the terms on which we are engaged by you or to work with you.

How is your information used?

We may use your information to:

process a donation that you have made
process orders that you have submitted
to carry out our obligations arising from any contracts entered into by you and us
dealing with entries into a competition
seek your views or comments on the services we provide
notify you of changes to our services
send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services
process a grant or job application

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for children in SOS Children's Villages and our events and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

You can change your marketing preferences at any time by contacting us by email: contactus@project-volunteer.org, or by using the "Update preferences" or "Unsubscribe" links that can be found in any email correspondence from us.

We will use the details you provide to us to communicate with you about how we are helping to transform the lives of the children SOS Children's Village's in Botswana. We would also like to tell you how your support is helping and other ways you can help in the future whether that’s through volunteering, events or fundraising. From time to time we might also send you appeals asking for a donation to help change children’s lives.

We promise that we will only communicate with you in the way you wish us to and we will always respect your privacy. You can change your mind at any time and its quick and easy to let us know that you no longer want to hear from us by contacting us by email: contactus@project-volunteer.org, or by using the "Update preferences" or "Unsubscribe" links that can be found in any email correspondence from us. We will always respond to your wishes in a sensitive, timely, courteous and professional way.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted.

Please be assured that we will take appropriate measures to keep your personal information safe and secure and we promise not to over contact. We will never pass your personal information on to other organisations for them to use for their own marketing purposes.

In certain instances, we collect and use your personal information by relying on the legitimate interest legal basis. This is because when you, for example, request to receive services or products from us, we have a legitimate organisational interest to use your personal information to respond to you and there is no overriding prejudice to you by using your personal information for this purpose. However we will always provide you with the option to opt-out of hearing from us. In most instances, however, we will rely on obtaining your consent to our use of your personal information. This is the case, for example, where we seek to obtain your consent to receive email marketing from Project Volunteer. We will only communicate to you in the way you have told us.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: contactus@project-volunteer.org, or write to us at: 5 Copse Edge Avenue, Epsom, KT17 4HT. Alternatively, you can use the "Update preferences" or "Unsubscribe" links that can be found in any email correspondence from us.

You have the right to ask for a copy of the information Project Volunteer hold about you.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. We do not process payments, but use third party companies to securely complete these transactions. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.

Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Profiling

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Use of 'cookies'

Like many other websites, Project Volunteer's website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Disclosures

We will never pass your personal information on to other organisations for them to use for their own marketing purposes. However we may disclose your personal information in the following circumstances:

To third parties who provide a service to us and are data processors. This would include our trusted partners that work with us in connection with our charitable purposes, and other entities that act as fundraisers for Project Volunteer or provide Project Volunteer's information and marketing (subject to your communication preferences and our internal policies and procedures). We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place. We enter into contracts with all our data processors and regularly monitor their activities to ensure they are complying with Project Volunteer's policies and procedures.
Where we are under duty to disclose your personal information in order to comply with law or the disclosure is ‘necessary’ for purposes of national security taxation and criminal investigation or we have your written consent.
Where we need to perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine donors for example money laundering proceeds of crime tax avoidance. We do these checks to help protect Project Volunteer from abuse.

Review of this Policy

We keep this Policy under regular review. This policy was last reviewed 24 May 2018.

Charity Ball

10 November 2018

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Tickets on sale from 30 September 2018