Privacy Policy

At Hope 4U Foundation, we are committed to protecting your personal information and being transparent about what we do with it. Our privacy policy is written to help you understand what data we collect, why we collect it, how we manage and retain the data, and what choices you have over how we use it.

Who we are

Hope 4U Foundation is a registered charity in England and Wales with registered company number 17192793, based in Burton-on-Trent. We are a charitable foundation committed to relieving hardship and supporting individuals and communities in need.

How we collect your information

We are committed to collecting and using such data fairly and in accordance with the requirements of GDPR. We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; e-mail address; computer and connection information. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, communications); comments, feedback, and personal profiles.

We may collect your data in a number of ways, for example:

When you communicate with us by post, telephone, SMS, email or other forms of electronic communication (including our website)
When you attend a Hope 4U Foundation event, activity or meeting, or otherwise provide your details to a member of our team
When you complete a Hope 4U Foundation survey or questionnaire
From third parties, social media and public domain sources
When you register for an account or enter information on our website
From information that you or a third party working on your behalf provide
When using our services or applying for support

Why do we collect your information?

To provide and operate our charitable services and programmes
To manage our activities and assess the impact of our work
To communicate with you about support or services we are providing
To provide you with ongoing assistance and support
To contact you with general or personalised service-related notices
To operate our processing and management information systems
To collect information necessary for grant or hardship fund applications
To poll your opinions through surveys or questionnaires
To send updates about our charity and its work
To process applications and provide feedback
To make payments to successful applicants or recipients
To prepare materials for use in training and community events
To undertake audit and statistical analysis in relation to the evaluation of our charitable activities
To report to project delivery partners, funders and grant-making bodies
To invite participation in surveys and consultations
To comply with any applicable laws and regulations

The categories of data we collect

We may collect the following categories of personal data about you:

Your name and contact information such as address, email address and telephone number
Date of birth, gender, and information relating to your relationships and financial details where relevant to providing support
Family details including dependants
Lifestyle and social circumstances
Education and employment details including history
Technical information collected through the use of cookies about your use of our website. For full details, please see our Cookies Policy
Information concerning your engagement with Hope 4U Foundation, including records of communications between you and us and your attendance at events and activities
Medical information such as dietary requirements where we require this information to provide catering services to you at our events
Your opinion and feedback in relation to any surveys or questionnaires issued by Hope 4U Foundation that you complete

How we store your data

The data that we collect from you will not be transferred overseas. By providing us with your personal data, you agree to the storing and/or processing of that data. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

It is our policy to ensure all personal information we hold is handled correctly and appropriately according to the nature of the information, the risk associated with mishandling that information, and in accordance with any applicable legal requirements. All information you provide to us is stored on our secure servers or on secure servers operated by a trusted third party. Where we have given you a password which enables you to access certain parts of our site or portals, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

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 data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

The basis for processing your data

We may process your personal data because it is necessary for our or a third party's legitimate interests, or to carry out our charitable objectives. This will always be weighed against your rights, interests and expectations.

Examples of where we process personal data in accordance with our legitimate interests include:

To correspond with you about our services or to improve our services, including details of events and community activities
Internal record keeping and charity administration
To inform you of opportunities to feature in our newsletter and other Hope 4U Foundation content, and to send you these newsletters and updates from time to time
Processing technical information about your use of our website to ensure content is presented in the most effective manner
Processing enquiries and complaints
Tailoring our communications to your needs
Carrying out research and analysis of the charitable services we provide
With our suppliers and sub-contractors for the performance of any agreement we enter into with them, where they are under a duty to deal with your personal data in accordance with data protection legislation
With project delivery partners and funders for the performance of any services provided to you
With external agencies and organisations for the purpose of complying with applicable legal and regulatory obligations

Consent

In some circumstances Hope 4U Foundation may seek your specific consent to process your personal data, for example:

If we wish to use your name, likeness or an attributed quote in our newsletter, on our website or in marketing materials, or as a case study to demonstrate the impact of our charitable work
When sending marketing communications in relation to appeals, our services, events and resources by electronic mail and SMS, in respect of which we operate an opt-in communications policy
When working with charity, public sector or corporate partners where we have a relationship that we believe could help your financial or personal circumstances

We will normally seek consent when processing your medical information in other contexts, such as dietary requirements for events. At times, the processing of personal data concerning your health may be necessary to protect your vital interests (such as your immediate safety) and it may not be appropriate to seek your consent in such circumstances.

If you have given your consent and you wish to withdraw it, please contact us using the contact details below.

When your personal data may be shared with others

For the purposes referred to in this Privacy Notice, and relying on the bases for processing as set out above, we will share your personal data with certain third parties, including:

Our agents and contractors where there is a legitimate reason for their receiving the information
Third parties whom we engage to assist in delivering our charitable services to you
Charities and grant-making bodies when you are making an enquiry or application for support through Hope 4U Foundation
Our bank, to whom payment details are provided in order to process payments
Our website operator, who may store details such as name and email address
Internal and external auditors
Our professional advisers and/or insurers where it is necessary for us to obtain their advice or assistance
Professionals who assist us in putting together and delivering our newsletter and website content, and our IT support and data storage providers
When we are legally required to do so (by a court, government body, law enforcement agency or other authority of competent jurisdiction)
When carrying out research and analysis relating to our charitable activities

We will never share your personal details with third parties for their own marketing purposes.

Links to other websites

The Hope 4U Foundation website may contain links to other websites of interest. Once you have used these links to leave our site, you should note that we do not have any control over that other website. We cannot be responsible for the protection and privacy of any information which you may provide whilst visiting other sites and such information is not governed by this privacy statement.

Retention of your data

We may retain your personal data for as long as it is necessary to deliver our charitable services and to protect our legal interests, or as otherwise stated to you when your data is collected, or for such period as we reasonably consider appropriate in connection with our relationship with you, or for record-keeping and archival purposes.

Your rights

You have the right to object to how we process your information and you have the right for it to be removed. You also have the right to access, correct, sometimes delete and restrict the personal information we use. You have a right to complain to us and to the data protection regulator. Please see the contact information below.

Questions and concerns

If you have queries or requests, such as unsubscribing or changing your details, please contact us:

By email: info@hope4ufoundation.org
By post: Hope 4U Foundation, Burton-on-Trent
Data Protection Regulator: Information Commissioner's Office (ICO) at ico.org.uk/global/contact-us

Privacy Policy Updates

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances we use and/or disclose it.