TEFT is committed to holding your personal information securely and using it carefully.

The purpose of this policy is to give you a clear explanation about how TEFT and its authorised partner at Kisima School collect and use the personal information you provide to us or that we collect from third parties.

We will use your information in accordance with regulations concerning the protection of personal information. This policy explains:

• What information TEFT may collect about you
• How we will use that information
• When and why we may disclose your details to anyone else
• Your choices regarding the information you provide to us; and
• How we may use cookies to provide a service to you or to improve your use of our websites

This privacy policy only applies to the collection and use of your personal information by us and those that we authorise. It does not cover any third party websites to which we may provide links. Third party websites will have their own privacy policies and/or terms and conditions of use.

TEFT’s trustee responsible for data protection matters is Jonathan Taylor. If you have any questions about our privacy policy or about the use of your personal data, he can be contacted via office@teft.org.uk.

The Educational Frontier Trust (TEFT) is a registered charity in England and Wales, charity no. 1087070 providing funding for the educational needs of marginalised and vulnerable children in Kenya. TEFT supports a Kenyan charity, the Kisima Trust, and its educational project Kisima School which works with communities mainly in northern Kenya, in particular pastoralist communities.

Our registered address is 22 The Drive, Rickmansworth, Hertfordshire, WD3 4EB.

Within the context of this policy ‘we’ means TEFT and authorised staff at Kisima School.

TEFT may collect information in the following ways:

When you give us information directly.

This includes when you provide your details to us by making a donation, sending us a completed Kisima student sponsorship form or request updates on our work.

When you give us information indirectly

Limited amounts of your information may be shared with us when you use other fundraising sites and provide your consent to be contacted by TEFT. For example, if you are fundraising for us via Virgin Money Giving or other similar websites. These organisations will have their own Privacy Policy and/or privacy statements, so please ensure you understand them when providing your data.

When you have given other organisations permission to share your information

You may provide your information to another organisation that works with TEFT, for example Kisima School or any other organisation with which we work in partnership. The information we get from these organisations depends on your settings or the response choices you give, so you should check what you have agreed to with third party organisations.

Social media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, Twitter and Instagram, you may give us permission to access information from those accounts or services.

When we collect information when you are using our website

Like most websites, we may use ‘cookies’ to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text boxes on forms.

When your information is available from other public sources

Under very limited circumstances we may collect personal details about you from the public domain, such as from social networks, company websites etc.

Sensitive information

Data protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal data and covers health information, race, religious beliefs and political opinions.

There may be occasions when you may provide us with information about yourself that is classed as sensitive personal data. It might be necessary for us to record this information for a number of reasons – for example if you are participating in a fundraising event and provide us with details of your dietary requirements. We will always treat this information carefully and sensitively.

The type and quantity of information we collect and how we use it depends on why you are providing it.

If you support us, for example, by making a donation, volunteering or fundraising on our behalf, we may collect where relevant:

• Your name
• Your contact details (postal address, email address, phone number)
• Your bank details (only if you are making a donation or sending us a form to set up a sponsorship standing order with your bank)

Children’s data

While we do not actively collect information from children (under-16s), we appreciate that some children of sponsors may take a keen interest in updates from the sponsored student at Kisima School. We will not communicate directly with children but only with parents who will pass on the information they consider appropriate to their children.

Your information enables us to provide you with information about our work and that of Kisima School, and activities undertaken there. You may receive communications from us which may include news, the progress of your sponsored student, fundraising activities, our annual appeal for Christmas gifts for all students, and other initiatives you may want to hear about or get involved with.

We may also use your personal information for other purposes, including:

• Administrative purposes, including the processing of donations, legacies and Gift Aid and to ensure that we have your most up-to-date marketing preferences
• To respond to your query or complaint
• To display your profile or content on our website (if you have given us permission to do so)
• To help us improve our services, campaigns or information provision
• To analyse the way our website is used and to improve the way it operates
• To contact you where you have been identified as a contact person for an organisation, such as a school, charity or business. If we obtain your contact details in this way, we will only use them to contact you in the ways in which you have agreed to be contacted

We never sell or disclose personal details to third parties for the purposes of their own marketing.

If we run an event in partnership with another named organisation, your details may need to be shared between us and the other organisation. We will explain what will happen to your data when you register for the event.

TEFT may disclose your personal information in the following circumstances:

• To TEFT volunteers, authorised staff at Kisima School, suppliers or service providers to provide any products you have requested from our website where, for example, we use an external supplier to deliver goods to you.
• To third parties who provide a service to us and are data processors, eg for certain organised fundraising events. Before working with these companies we check they meet relevant regulations. We will seek to provide maximum protection of your personal details.
• We may be legally required to disclose your details if required for regulatory reasons.

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not contact you in the future.

Email/text communication and marketing

If you actively provide your consent to us along with your email address and/or mobile phone numbers, we may contact you for administrative or marketing purposes by email or text message.

Post/telephone communication and marketing

If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work or activities you are engaged in unless you have told us that you would prefer not to receive such information.

Data security and protection of your personal information is important to us. We select and implement appropriate security measures and controls to keep your data protected and safe.

We do not sell, rent or share your information with external organisations. In the execution of our work, we may engage partners and service providers to work on our behalf. Any partners or service providers working on behalf of TEFT will only have access to the information they need.

All information provided to us is stored securely. From time to time it may be necessary for us to use partners and service providers outside of the European Economic Area (EEA). When this happens we work to ensure that your information is held in compliance with European data protection regulations and this privacy policy. By submitting your personal information you agree to this transfer, storage or processing at a location outside the EEA.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to try to prevent unauthorised access.

TEFT will retain your data for a reasonable period.

Keeping your information up to date

We would really appreciate it if you let us know if your contact details change. To do so, please contact office@teft.org.uk.

We will hold your personal information on our systems for as long as it is reasonably necessary for the relevant activity. For example, we will keep a record of any donations you have made for at least six years, because HMRC may ask us to produce this information for tax purposes.

If you ask us to stop sending you information or marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request to not be contacted by us.

The possibility of legacy income is important to TEFT. We may keep data you provide to us indefinitely, both to administer legacy gifts and to communicate with the families of people who leave us gifts in their wills. This will enable us to identify the source of legacy income we receive.

Under the 2018 General Data Protection Regulations you have a right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. You also have a right to request us to erase your personal information, request us to restrict our processing of your personal information or to object to our processing of your personal information.

If you wish to exercise these rights, we need you to prove your identity with two pieces of approved identification. Please address requests to Jonathan Taylor, Trustee TEFT, 22 The Drive, Rickmansworth, Hertfordshire, WD3 4EB.

We will respond within 28 days of receipt of your written request and confirmed identification.

Where you have provided consent for our use of your personal information, you have a right to withdraw your consent at any time.

Under the General Data Protection Regulation, which became law in the UK in May 2018 you are granted a number of additional rights. These include:

• The right to rectification
• The right to erasure
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling

For more information on these rights, please read the relevant guidance issued by the Information Commissioner’s Office (ICO) here https://ico.org.uk/your-data-matters/

If you would like to make a complaint about how we process your personal data, please contact Jonathan Taylor as identified above.

If you are not happy with how your complaint is dealt with you should contact the ICO. Alternatively, you are entitled to make a complaint to the ICO without first referring your complaint to us.

Any changes we make to our privacy policy in the future will be posted on this page, please check back to see any updates or changes.