Who We Are
When we refer to "Elephant Family" in this policy, we mean the Elephant Family, registered charity number 1091671 of 1A Redchurch Street, London, E2 7DJ. Further details are available here. Elephant Family is a data controller within the meaning of the Data Protection Act 1998 (DPA).
Our relationship with our supporters and the public at large is of great importance to Elephant Family. This policy, together with other notices provided from time to time (for example on collection forms, communications with you or on this website), sets out the basis by which any personal data we collect from you, or that you provide to us, will be processed by us (whether by your access to this website or otherwise).
Data Protection Statement
We are committed to making sure that our communications with you are secure, proportionate and targeted. All personal data is held and processed in accordance with Elephant Family’s own policies, the DPA and the General Data Protection Regulations. Our policy is that staff who handle personal data have received relevant data protection training.
Any personal data we hold on members of the public is generally held on Elephant Family’s secure customer database, or sometimes in hard copy in secure rooms or filing systems and are accessed by authorised staff only. Most information that we hold will have been obtained directly from you, with some from publicly available sources such as those mentioned below.
Personal data held and processed by Elephant Family may include:
Contact information, such as:
- Your contact details
- Your communication preferences
- Records of communications and interactions we have had with you
Where relevant, for example in keeping records of donors and potential donors, Elephant Family may obtain biographical information, such as:
- Your name, gender and date of birth
- Your family and partner/spousal details
- Your professional activities and employment
- Information you have publicly shared on social media
- Your charitable and philanthropic interests
Financial information, such as:
- Information necessary to process any donations made, including Gift Aid status
- Your donation history with us (which we must keep for seven years)
- Details of any purchases with us, e.g. event tickets, or table sales
- Our assessment of your ability to make donations.
Please note that we do not store any credit/debit card details on our database.
How Elephant Family uses your data
- To provide you with information about the work and activities of the Elephant Family. This might include sending you publications, e-newsletters, invitations to events and details of funding or sponsorship opportunities.
- To conduct donor research to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately.
- For internal record keeping, including the management of any feedback or complaints.
- For administrative purposes e.g. regarding a donation you have made or an event you have registered for or attended, including security for that event.
- To further our charitable objectives, including asking you to donate or otherwise help us raise funds, but always in accordance with best fundraising practice.
We also use your data to ensure that the ways in which we communicate with you do not conflict with your chosen communication channel preferences (for example, by post, telephone or electronic means).
Electronic tools may also be used to monitor the impact of Elephant Family's communications, such as using email tracking to record when an email we sent to you has been opened.
Your data and third parties
If you interact with Elephant Family through a third party (for example by making a donation via JustGiving, BTMyDonate, Givergy or a crowdfunding page) then we may obtain information about you from that third party, but only if you have given your explicit consent to that third party sharing your information.
Data will not be disclosed to external organisations other than those acting as agents for Elephant Family, or suppliers who manage (for example) guest lists for events; with the Royal Household where it needs access to relevant guest lists; with relevant agencies such as the police or security services for ensuring screening and safety at events; with the principal or any special guest at a specific event who will be involved in thanking supporters. The Elephant Family does not sell any of its data to third party organisations.
We may have to share certain information with relevant authorities upon request, for example the Charity Commission, or HM Revenue and Customs in respect of any Gift Aid claims.
Use of publicly-available information for profiling, research and due diligence
To ensure that we understand you and your philanthropic interests and identify new prospects of interest to our charitable aims, we may use additional information where available from external sources to improve our understanding.
This will be a combination of publicly-available information (for example drawn from search engines, company resources and news media), information from third party consultants, intermediaries, mutual contacts and databases; and what you have provided to us, such as past donations and career information. We may also use data from social media sites like LinkedIn, Facebook and Twitter, depending on your privacy settings and/or interactions with Elephant Family.
Please note however, that before seeking or accepting major donations we are required, by law and in accordance with good governance and reputational practice, to conduct a certain level of due diligence, including reviewing publicly available personal data relating to political exposure, criminal convictions and offences. Due diligence is conducted in accordance with Elephant Family’s due diligence and ethical fundraising policy.
Elephant Family commits to holding this data securely, both in its electronic systems and in staff protocols, and treating it with sensitivity. In cases where we may need to transfer and process your personal information outside the EEA, we will comply fully with our legal obligations as a data controller and take all steps necessary, to ensure that your personal information is treated securely and in accordance with legislation.
IP Addresses and Cookies
During your use of the site we may collect information about your computer, including where available, your IP address, operating system and browser type, for system administration and to report aggregate information to third parties (including organisations connected with Elephant Family). This is statistical data about our users' browsing actions and patterns. For the same reason, we may obtain information about your general Internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve the site and to deliver a better and more personalised service. For more information about cookies, please visit www.allaboutcookies.org.
Your information rights
You have a right to request copies of the data that we hold about you and to ask us to stop processing your personal data for fundraising purposes (except as necessary to maintain suppression lists). Please contact us by writing to Elephant Family, 1A Redchurch Street, London E2 7DJ or email firstname.lastname@example.org for any requests or related enquiries.
You have the right to lodge a complaint with a supervisory authority such as the Information Commissioners Office, https://ico.org.uk/.