This privacy policy has last been reviewed on 25 November 2024.

  1. WHO WE ARE AND OUR APPROACH

We are GIFT OF LIFE (we/us/our), a company registered in England and Wales limited by guarantee (7471547), a registered charity in England and Wales (charity number 1140638). Our registered office is 2 Putney Hill, SW15 6AB, London, UK.

We are committed to respect your privacy and protecting your personal data.

Personal data is information by reference to which you can be identified or that we can link to you (personal data).

This privacy policy sets out:

  1. what personal data we collect about you;
  2. how we use your personal data;
  3. on what basis we use your personal data;
  4. how long we keep your personal data;
  5. the cookies we use and the purposes for using them;
  6. who we share your personal data with;
  7. your rights regarding your personal data.

We collect personal data about:

  1. donors;
  2. users of our website https://giftoflife.eu (website);
  3. job applicants;
  4. volunteers;
  5. individuals that subscribe to our newsletters, updates, other publications, and invitations

(you).

Before sharing your personal data with us please make sure that you have familiarised yourself with this privacy policy and contact us if any parts of it are unclear.

  1. TYPES OF PERSONAL DATA. PURPOSE OF PROCESSING. LAWFUL BASES AND INDICATIVE RETENTION PERIODS

In collecting and processing your personal data we rely on one or several lawful bases. Please refer to Table 1 below for the summary of types of personal data, what it is used for, and on which lawful basis.

How long we store your personal data for depends on a number of factors, but we never retain it longer than necessary for the purposes for which it was collected. Please refer to the indicative retention periods in Table 1 below.

Personal data provided by you

We may process and use personal data you provided to us for the following reasons:

  1. to keep a record of your relationship with us;
  2. to claim gift aid on donations;
  3. to contact you with a query about a donation or where you have contacted us;
  4. to process your donations or other payments and verify financial transactions;
  5. to process a volunteer application or job application;
  6. to send you newsletters, updates, other publications, and invitations that we think may be of an interest (communications). Should you not wish to receive communications please contact us at info@giftoflife.eu.

We always work to minimise the amount of your personal data in our possession, and only request the personal data indispensable for receiving donations or funding and organising fundraising activities, and for providing communications:

  1. to provide communications to you, we may need to collect your name, contact information such as e-mail address and telephone number; and
  2. to process your donations, we need to comply with regulations applicable to us, and have enough information to enable us to enter in a contract with you and carry out our obligations before you. To this end:
    1. we collect your title, name, email address, address, phone number, taxpayer status (to understand if we can claim Gift Aid); and
    2. you may need to provide other people’s personal data to us (for example, if you act on behalf of the other person). You must ensure that you have given those individuals an appropriate notice that you are providing their information to us and that they consent to that disclosure.

We process donations on our website through our payment service providers, Stripe and PayPal. Before providing any personal data to these providers, you should review their respective privacy policies. We will share personal data with Stripe or PayPal only to the extent necessary for the purposes of processing donations you make through our website.

We may ask for information related to your personal motivation and experience in fundraising and volunteering in our email or phone communication if you apply as a volunteer or a fundraiser volunteer.

Personal data provided by a third party or collected by us independently

We usually do not obtain personal data about individuals from third parties, unless the third party presents all necessary consents obtained from those individuals. We will notify you if this happens, unless we are legally exempt from this notification requirement.

Table 1

PERSONAL DATA HOW WE USE IT LAWFUL BASIS INDICATIVE RETENTION PERIOD
Contact information: Communications: Consent:
Your title, name, phone number, address, email address, taxpayer status. We use this information to send you our newsletters, updates, other publications, and invitations. We have permission from you after we gave you all the relevant information. Until you unsubscribe from our communications.
Your title, name, phone number, address, email address, taxpayer status. We will use the personal data we collect about you to:

a)     to keep a record of your relationship with us;
b)     to claim Gift Aid on donations;
c)     to contact you with a query about a donation or where you have contacted us;
d)     to process your donations.

 Legitimate Interests:

a)     receiving donations or funding and organising fundraising activities;
b)     ensuring our donors records are up-to-date;
c)     management and improvement of relationship between us and our donors and volunteers.

 As long as needed to provide you with information on our events or discuss with you any fundraising, volunteering, or other activities.
Job Applicants and Volunteer Applicants Information:

In connection with your application for work or volunteering with us, we will collect, store, and use the following categories of personal data about you:

a)   your title, name, phone number, address, email address;
b)   the information you have provided to us in your curriculum vitae (CV) and covering letter;
c)   any information you provide to us during an interview;
d)   any information you provide to us in your e-mails to us;
e)   any information your referees provide to us in their e-mails to us.

 We will use the personal data we collect about you to:

a)   to process a volunteer application or a job application;
b)   assess your skills, qualifications, and suitability for the role;
c)   carry out reference checks, where applicable;
d)   communicate with you about the recruitment process;
e)   keep records related to our hiring processes;
f)     comply with legal or regulatory requirements.

 Legitimate Interests:
It is in our legitimate interests to decide whether to appoint you to a role.
We also need to process your personal data to decide whether to enter into a contract with you.

Consent:

We have permission from you after we gave you all the relevant information.

 We will retain your personal data for a period of 12 months after we have communicated to you a decision about whether you are appointed to a role.

We retain your personal data for that period so that we can show in the event of a legal claim that we have not discriminated against candidates on the prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way
.
After the expiry of the retention period we will securely destroy your personal data in accordance with applicable laws and regulations.

If we wish to retain your personal data on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal data on that basis.
Special category of personal data:

Your racial or ethnic origin, political opinions, religious beliefs or other beliefs of a similar nature, physical or mental health or condition, sexual life.

 We may use the personal data we collect about you to:

a)   to provide a voluntary service for the benefit of the public as specified in our constitution;
b)   to fundraise and promote the interests of the charity.
If you apply for a role with us, we may collect this data for the equality monitoring.
Rarely, we may collect this data for the prevention of crime or dishonesty, to safeguard those with whom we work, or for another reason which is in the public interest.
Where we do this, we will do it carefully and in accordance with applicable laws.

 Consent:

We have permission from you after we gave you all the relevant information.

 As long as needed to provide you with information on our services and events or discuss with you any fundraising, volunteering, or other activities.

Special category of personal data

You may provide us special category of personal data related to your racial or ethnic origin, political opinions, religious or other beliefs of a similar nature, physical or mental health or condition, sexual life.

Submission of this type of information is strictly voluntary. The submission of your personal data is protected by an industry standard SSL/TLS encrypted connection.

Children personal data

We are committed to process children’s personal data legally and ensuring that children’s rights regarding the use of their personal data are upheld. A child is defined as anyone under 18 years old. In case a consent is required for processing children’s personal data, we will ask the person with parental responsibility for the child to provide consent on behalf of the child if the child is under 16 years old. When a child becomes 18 years old, we will re-seek consent from the individual or cease processing the personal data. Sometimes we will not seek permission because we believe that we have a legitimate interest to process children’s personal data, or occasionally to protect the vital interests of children; in those situations, we will always ensure we have carefully assessed whether our use would be fair and not override the child’s right to privacy.

Job and volunteer applications

We also collect information that is provided to us by job and volunteer applicants when they apply to any of the open roles published at our website via the relevant role application form on our website by sending us an e-mail or otherwise.

With your application you might provide us some special category of personal data related to racial or ethnic origin, political opinions, religious beliefs or other beliefs of a similar nature, physical or mental health or condition, sexual life.

Submission of this type of information is strictly voluntary. We will obtain your consent to process special category of personal data if you wish to share it with us on our later communication regarding your application. If this is not possible, we will destroy such data and erase any copy in our possession.

Consent

We do not generally process your personal data based on your consent (as we can usually rely on another lawful basis). Where we do process your personal data based on your consent, you have the right to withdraw your consent at any time. To withdraw your consent please contact us at info@giftoflife.eu.

  1. THE COOKIES WE USE:

A cookie is a small file of letters and numbers that we put on your computer which are essential for our website to function properly and which help to provide you with a better online experience.

The cookies we use:

  1. Strictly necessary

These essential cookies are always enabled because our website will not work properly without them. You can switch off these cookies in your browser settings but you may then not be able to access all or parts of our website.

  1. Functional

Functional cookies help to perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.

  1. Analytical

Analytical cookies are used to understand how visitors interact with our website. These cookies help to provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.

  1. Performance

Performance cookies are used to understand and analyse the key performance indexes of our website which helps in delivering a better user experience for the visitors.

  1. Advertisement

Advertisement cookies are used to provide visitors with customised advertisements based on the pages you visited previously and to analyse the effectiveness of the ad campaigns.

  1. Others

Other uncategorised cookies are those that are being analysed and have not been classified into a category yet.

We also use third-party cookies that help us to analyse how you use our website, store your preferences, and provide the content and advertisements that are relevant to you. These cookies will only be stored in your browser with your prior consent.

Choices about cookies

We ask you for your consent to use non-strictly necessary cookies when you first visit our website. If you want to change your choice about which non-strictly necessary cookies you consent to us using you can do this by visiting the “Manage cookies” link in the footer of our website.

If you want to prevent our cookies being stored on your computer in the future, you may do so by referring to your internet browser’s instructions.

  1. SOCIAL MEDIA FEATURES AND WIDGETS

Our website might include certain social media features and widgets, such as the “Facebook Like”, “Facebook Share”, “Instagram Follow”, “Twitter Tweet”, “Google +1” features, buttons or other interactive mini-programs (Social Media Features). These Social Media Features may collect information such as your IP address or which page you are visiting on our website and may set a cookie to enable them to function properly.

Social Media Features are either hosted by a third party or hosted directly on our website. Please be aware that if you choose to interact or share any personal data via such widgets, you are in fact providing it to these third parties and not to us. Your interactions with these third parties are managed by their privacy policies and not ours. For example, you will not be able to use the “Facebook Like” button if you are not logged in to your Facebook account. Once you use the button this will be associated with your Facebook history, but we will not process this information.

  1. SECURELY STORING AND SHARING YOUR DATA WITH THIRD PARTIES

We are committed to protecting the personal data you share with us. We use a combination of procedures and organisational measures to help protecting your personal data against accidental or unlawful loss, destruction, alteration, or damage.

The personal data processing consisting in hosting provider services (storage and maintenance of databases containing your personal data protected by password) is performed on our behalf and under confidentiality agreements by our authorised data processor: 123 Reg Ltd, 5th Floor, The Shipping Building Old Vinyl Factory, 252 – 254 Blyth Road, Hayes, Middlesex, UB3 1HA, United Kingdom, and their subcontractors.

The data processor will only act on behalf of our documented instructions, have direct responsibilities under the GDPR and may be subject to fines or other sanctions if they do not comply.

Once this contract is concluded, data processor will return data to us or transmit to another processor appointed by us and erase any copy in its possession. However, the processor may keep the data locked to address possible administrative or jurisdictional responsibilities.

Data Processors located INSIDE the EEA, excluding hosting providers specified before: Salesforce.com EMEA Limited, a company registered at village 9, floor 26 Salesforce Tower, 110 Bishopsgate, London, UK, EC2N 4AY.

We never share your personal data obtained in connection with provision of communications, unless such disclosure is required by law or we reasonably believe it is necessary to:

  1. comply with applicable law or respond to the reasonable and lawful requests of law enforcement and other official authorities, wherever originating; or
  2. enforce the terms of our engagement, and pursue or mitigate the amount of damages arising from any breach of those terms.

We share your personal data obtained in connection with the receiving donations in the above cases too.

  • Your personal data may be transferred to locations outside of the UK, the EU/EEA. Where we transfer your personal data outside the UK or the EU/EEA, we will ensure that it is protected and transferred in a manner consistent with the legal requirements applicable to personal data.
  1. YOUR RIGHTS

If you are resident in the UK, the EU, Iceland, Lichtenstein or Norway, you have the rights mentioned below in respect of your personal data in our possession. If you are resident elsewhere, please contact us at info@giftoflife.eu if you would like to know if these rights are available to you, and we will help the extent required under applicable law.

Your data is not subject to automated decision-making.

Your legal rights:

  • Right to be informed, i.e. to have up-to-date information regarding the purposes for the processing of your personal data, applicable retention periods, and who it will be shared with. All of this information has been included in this privacy policy. You can access the current version of this privacy policy at any time at our website and should do so periodically as we may revise this privacy policy from time to time, and we will not ordinarily notify you of any changes.
  • Right of access, i.e. to obtain:
  1. confirmation of whether we are processing your personal data, the purposes for such processing, whether we share it with third parties, and applicable retention periods; and
  2. a copy of the personal data we hold about you.
  • Right to data portability, i.e. to receive a copy of the personal data you have provided to us in a structured, commonly used, machine-readable format. This right is only available to you in respect of the personal data that we collect and process on the basis of consent or contract.
  • Right to rectification, i.e. a limited right to have inaccurate personal data in our possession rectified, and incomplete personal data completed.
  • Right to erasure, also known as the right to be forgotten, i.e. to require us to erase your personal data if:
  1. the personal data is no longer necessary for the purpose which we originally collected or processed it for;
  2. we are relying on consent for holding the data, and you withdraw your consent;
  3. we are relying on legitimate interests as our basis for processing, and you object to the processing of the data, and there is no overriding legitimate interest to continue this processing;
  4. we are processing the personal data for direct marketing purposes and you object to that processing;
  5. we have processed the personal data unlawfully;
  6. we have to do it to comply with a legal obligation.
  • Right to restrict processing, i.e. to require us to limit the purposes for which we process your personal data if:
  1. you contest the accuracy of your personal data and we are verifying the accuracy of the data;
  2. the data has been unlawfully processed and you oppose erasure and request restriction instead;
  3. we no longer need the personal data but you need us to keep it in order to establish, exercise or defend a legal claim; or
  4. you have exercised your right to object (see below), and we are considering whether our legitimate interests override yours.
  • Right to object, i.e. to ask us to stop processing your data. If we process your data relying on legitimate Interests, this right is also available to you subject to us being able to demonstrate compelling legitimate interests for the processing which do not override your interests, rights and freedoms. This right is also not available if the processing is for establishment, exercise or defence of legal claims.

If you are resident in France, you also have the right to set guidelines for retention and communication of your personal data after your death.

If you wish to exercise one of these rights, please contact us at info@giftoflife.eu.

  1. CONTACTING US

Any questions with respect to this privacy policy should be sent to info@giftoflife.eu or to our registered office at: GIFT OF LIFE, 2 Putney Hill, London, SW15 6AB