Organisational Policies

The following policies are currently in use at Renewable World. Please contact us if you have any questions.

Privacy Policy

Please read this policy carefully to understand how we collect, use and store your personal data.

Introduction Renewable World is a registered charity (number 1119467 and company registration number 06005778) that tackles poverty using renewable energy. We support the provision of affordable renewable energy services to improve incomes, health and education in the developing world. We take your privacy seriously and are committed to protecting your personal information.

This privacy policy explains how we, Renewable World, may collect and use the information you give us.

Our Data Protection Officer is Matthew Stubberfield.

If you have any questions regarding our Privacy Policy, please write to:

The Data Protection Officer Renewable World Community Base 113 Queens Road Brighton, BN1 3XG Email: [email protected] or call 01273 234 801

This policy includes

  • How we collect information
  • Where we collect information from
  • What personal information we collect
  • How we will use your personal information
  • Children’s data
  • Our use of cookies
  • How we keep your data safe and who has access to it
  • Who we share your personal data with
  • How we keep your information up to date
  • How long we keep your information for
  • Out legal basis for processing your information
  • Your right to your information
  • Changes to this policy

How we collect information

We may collect information about you whenever you interact with us, for example when you:

  • Enquire about our activities or services, visit our website or donate to us
  • Sign up to receive updates on our activities
  • Post content to our website/social media sites (including Facebook)
  • Volunteer for us
  • Attend a meeting with us and provide us with information about you
  • Take part in one of our events or fundraise on our behalf
  • Contact us through the following channels: online, email, phone, SMS, social media or post

We may also receive information about you from third parties eg online donation portals – but only if you’ve given them permission to share your information.

Where we collect information from

Renewable World may collect information in the following ways:

  • When you give us information directly: You may provide your details to us when you request specific information, make a donation, fundraise for us or participate in one of our events.
  • When you give us information indirectly: Your information may be shared with us when you use other fundraising sites and provide your consent to be contacted by Renewable World. For example, if you are fundraising for us via Just Giving or Virgin Money. These organisations will have their own privacy policy and/or privacy statements, so please do ensure you understand this when providing your data.
  • When you have given other organisations permission to share it: You may have provided your details to another organisation that works with Renewable World. For example, in order to sign up to a third-party event. However, when working with other organisations, we work to ensure it’s completely clear to you that your information will be shared with Renewable World. The information we get from these services depends on your settings or the response choices you give, so you should regularly 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 and Twitter, you might give us permission to access information from those accounts or services.
  • When we collect information when you are using our website: Upon visiting our website, information about your visit is recorded and stored. See the section below on the use of cookies for more details.
  • When your information is available from other public sources: We may collect personal details about you from the public domain, such as from social networks, company websites, political and property registers, and news archives.

What categories of personal information we collect

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, registering to fundraise or signing up for an event, we may collect where relevant including:

  • Your name
  • Your contact details (full address, email address and phone number)
  • Your date of birth
  • Your bank or credit card details (only if you are making a donation)
  • Where it is appropriate, we may ask for your reason for giving and your specific interests relating to Renewable World’s work

How we will use your personal information We will use your personal information in a number of ways, including for the following purposes:

  • To provide you with the services or information you have requested
  • To update you about any changes to our services
  • To administer your donation, including Gift Aid processing
  • To display your profile or content on the website (if you have agreed to do so)
  • To maintain our organisational records and ensure we have your most up-to-date marketing preferences
  • To help us improve our services or information-offering
  • To invite you to participate in voluntary surveys or research
  • To analyse and improve the operation of our website eg Google Analytics
  • To analyse your website behaviour
  • To tailor advertising that is presented to you on the internet according to your interests, preferences and other characteristics
  • To contact you where you have been identified as a contact person for an organisation (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)

If you would like to contact us about your marketing preferences, please write to

Renewable World Community Base 113 Queens Road Brighton, BN1 3XG email [email protected] or call us on 01273 234 801

Our team will be happy to answer any queries you may have.

We always want you to get the most out of our website, so if you do experience any issues with our online forms we may follow up with you to find out how our team can best support you with any problems experienced.

Children’s data

While we do not actively collect information from children (under 18s), we appreciate that our supporters are of all ages. Where appropriate, we will always ask for consent from a parent or guardian to collect information about children.

Our use of cookies

Cookies’ are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. Essentially, a cookie takes the form of a small text file deposited on your computer’s hard drive. We provide separate information about our use of cookies.

How we keep your data safe and who has access to it

We place great importance on the security of your personal information and will always try to take appropriate precautions to protect it.

We always ensure only authorised personnel (for example Renewable World staff, volunteers or contractors) have access to your information, and that they are appropriately trained to manage your data through our induction process.

Despite all of our precautions, no data transmission over the internet can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online, and you must understand that you do so at your own risk.

Who we share your personal data with

We do use external organisations that collect and/or process personal data on our behalf. (JustGiving, Charity Checkout, MailChimp …etc.) We may legally be required to disclose your details if required to by the police or for regulatory reasons. We will only ever share your data in other circumstances if we have your consent to do so.

How we keep your information up to date

Where possible, we try to keep your records up to date; However, we really appreciate it if you let us know if your contact details change.

How long we keep your information for

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for at least six years.

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

Where you contribute material to us, for example through user generated content or in response to a particular campaign, we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted, unless otherwise stated at the point of generation.

Our legal basis for processing your information

Although in many cases we will seek consent to process your personal data, in some instances we may process your information without consent when we are legally allowed to do so. This will only be where it is in our legitimate interests to do so and where we are confident that such processing is not likely to prejudice your legitimate interests or rights and freedoms.

Where we are processing your personal data on the basis of consent that you have given us, you are entitled to withdraw that consent at any time such that we can no longer rely on it as a basis for continuing to process your personal information.

Your rights

You retain control of how we use your data and you have the right to ask us to stop processing your personal information, which we will do. In some circumstances, we may legally be required to retain your personal information for audit purposes. However, this will be discussed with you depending on your requirements. Please contact [email protected] or call us on 01273 234 801 if you have any concerns.

You also have the right to request a copy of the information we hold about you. Please contact:

The Data Protection Officer Renewable World Community Base 113 Queens Road Brighton, BN1 3XG email [email protected]

Under the General Data Protection Regulation, which is expected to become law in the UK in May 2018, you are also 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 ICO at https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/individuals-rights/

If you would like to make a complaint about how we process your personal data, please contact our Data Protection Officer. If you are not happy with how your complaint is dealt with, you should contact the Information Commissioner’s Office. Alternatively, you are entitled to make a complaint to the Information Commissioner’s Office without first referring your complaint to us.

For further information please see the Information Commissioner’s guidance.

Changes to this privacy policy

This policy may change from time to time. If we make any significant changes to this policy, we will publicise these changes clearly on our website or contact you directly with more information.

Please do revisit this policy each time you consider giving your personal information to Renewable World.

Cookies Policy

Renewable World is committed to protecting your personal data. Please read this policy carefully to understand how we collect, use and store your personal data.

Notification of change of policy

We reserve the right to amend this privacy statement. You are advised to visit this website section periodically to keep up to date with the changes in our cookies policy.

What are cookies?

Cookies are small text files that are stored on your computer. They allow information about your visit to be recorded and enable websites to recognise a user anonymously based on information stored in the cookie. Cookies can either be ‘session’ based, where they are deleted after each visit (and are generally used for the site to operate), or ‘persistent’, where the cookies last for a longer, defined period. You can find out more about cookies by referring to the International Chambers of Commerce, which outlines the law and different types of cookies used.

Consent

By using our website, our social media pages (such as Facebook), subscribing to our newsletter and donating to us, you agree that we can place the types of cookies set out below on your device and use your data in accordance with this policy. To remember that you have accepted our use of cookies, we will place a temporary cookie on your device to remember your consent for 3 months.

Types of cookies

There are two broad types of cookies – ‘first party cookies’ and ‘third party cookies’:

  • First party cookies are served directly by the website operator to your computer and are often used to recognise your computer when it revisits that site and to remember your browsing preferences.
  • Third party cookies are served by a service provider on behalf of the website operator and can be used by the service provider to recognise your computer when you visit other websites. Third party cookies are most commonly used for website analytics or advertising.

In addition, cookies may be either ‘session cookies’ or ‘persistent cookies’. Your computer automatically removes session cookies once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the cookie itself, is reached.

Categories of cookies we use

  1. Strictly necessary cookies: These cookies are essential for the user to move around the website and to use its features, e.g. donations.
  1. Performance cookies: These cookies collect information about how the user makes use of the site, e.g. which pages the user visits most. These do not collect information that identifies the user.
  2. Targeting or advertising cookies: These cookies collect information about the users’ browsing habits. This may also include your use of social media sites, (e.g. Facebook that we use for advertising and awareness purposes), or how you interact with our website, which is then used to show you relevant content elsewhere on the internet. These may also be used to remarket to you. N.B. Google’s remarketing services include multi-device targeting if users are logged into their Google account. Find out more in the ICC Cookie Guide.

What information do we collect?

We may collect some, or all, of this information when you visit our website, depending on how you use it. We monitor how people use our website so we can improve it. If you visit our website, we may record information about this including (but not limited to):

  • the areas of the website you visit
  • the amount of time you spend on the site
  • whether you are new to the site or have visited it before
  • how you came to our website – for example, through an email link
  • the type of device and browser you use
  • how you use the website and the quality of your experience.

We use cookies to track how donors come to our site. For example, we use codes in our URLs to show us where a donation has come from, which gives us insight into the effectiveness of our marketing materials. Some of this will be used by third party cookies to target you with relevant advertising (see below). Although not through cookies, we do measure the success of the emails we send – so we know what subject lines and stories people liked the most.

Website statistics analytics

Our website uses Google Analytics. This provides information about your use of the website and is stored by Google on servers in the United States. Google will use this information for evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using this website, you consent to the processing of data about you by Google in the manner and for purposes set out above. For more details read Google’s Analytics overview. You can always opt-out of Google Analytics cookies by using Google’s opt-out tool.

Third party cookies

Some cookies are not related to the Renewable World website. Some of our pages contain embedded content such as a YouTube video, Twitter feed, Facebook likes or a Google Plus share, and you may receive cookies delivered from these websites. We do not govern the publication of third party cookies. To understand more about their cookies and privacy statements, please visit the relevant sites.

Some of our cookies will remind you about our work and how you can help after you have left the website. These are the targeting/advertising cookies we use. It is a useful tool for us to retain public awareness of our programmes and how they can be supported. If you do not want cookies to be stored on your PC it is possible to disable this function without affecting your navigation around the site.

Changing your cookie preferences

The ‘Help’ menu in the toolbar of most web browsers will tell you how to change your browser’s cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether. Alternatively you could use services that are designed to block cookies such as Ghostery.

Changing Your Cookie Preferences

Strictly Necessary
Performance cookies
Targeting cookies

Other Organisational Policies

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