Pennies from Heaven promises to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data and when we hold your personal data on behalf of your employer. We aim not do anything you wouldn’t reasonably expect.
This privacy notice tells you what to expect when Pennies from Heaven collects or holds personal information. The policy includes information about:
- When we collect information about you
- How we use personal information
- When we process your information on behalf of your employer
- Your rights
- Keeping your information up to date
- How to contact us
Who we are:
- Pennies from Heaven Fundraising Limited a company registered in England and Wales (Registration No. 3851605) and whose registered office is at 39 Waldegrave Road, Upper Norwood, London, SE19 2AL; and
- Pennies from Heaven Distribution Limited a company registered in England and Wales (Registration No.3931760) and whose registered office is at The Studio, 377 – 399 London Road, Camberley, Surrey, England, GU15 3HL.
When we collect information about you
Visitors to our website
Our website address is www.penniesfromheaven.co.uk
We use a third-party service to host our website – Names.co.uk.
Cookies on our website
Contact forms received via the website
Our website contains a ‘contact us’ page where we ask you to provide:
- Your name
- Your email address
- Your telephone number
- Your employer
- The number of staff in your organisation (if known)
- The payroll system used in your organisation (if known)
If you contact us via this page, we will only use your details to return your contact and will not share them with a third party. The information you submit via the contact form is not stored on the website; it is immediately sent to a Pennies from Heaven employee to action. We will not share information supplied on the contact form with any person or organisation outside of Pennies from Heaven, but we may store the information and subsequent conversations on our CRM system. If you do not want us to do this, please let us know at email@example.com.
People who contact us via social media
We will not share information supplied via social media with any person or organisation outside of Pennies from Heaven, but we may store the information and subsequent conversations on our CRM system. If you do not want us to do this, please let us know at firstname.lastname@example.org
Communication, engagement and actions taken through external social media platforms that we participate on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those services, for example when you publicly tag us in an event photo.
You are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to your own privacy and personal details.
People who call us
When you call Pennies from Heaven you will be speaking to a member of the Pennies from Heaven team. Any information you share within the call will only be used for purposes relating to Pennies from Heaven business. We will not share information supplied via phone calls with any person or organisation outside of Pennies from Heaven, but we may store the information and subsequent conversations on our CRM system. If you do not want us to do this, please let us know at email@example.com.
People who email us
If you send us an e-mail it will be used only in relation to the business of Pennies from Heaven. We will not share information supplied via email with any person or organisation outside of Pennies from Heaven, but we may store the information and subsequent conversations on our CRM system. If you do not want us to do this, please let us know at firstname.lastname@example.org.
How we use Personal Information
As an organisation, carrying out many different tasks we use personal data for a wide number of purposes. We may use personal information to:
- provide you with the services, products or information you asked for;
- keep a record of your relationship with us and the conversations we have;
- respond to or fulfil any requests, complaints or queries you make to us;
- check for updated contact details against third party sources so that we can stay in touch if you move (see “Keeping your information up to date” below);
- further our charitable objectives;
- send you correspondence and communicate with you, using traditional channels and via social media platforms;
- administer our website;
- test our technical systems to make sure they are working as expected;
- display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer);
- generate reports on our work, services and events;
- safeguard our staff and volunteers;
- conduct due diligence and ethical screening;
- Identify potential supporters or other partners;
- process your application for a job or volunteering position;
- conduct training and quality control;
- audit and administer our accounts; and/or
- establish, defend or enforce legal claims.
When we process your information on behalf of your employer
The employer remains the data controller (and therefore responsible) for the personal data of its staff who are signed up to Pennies from Heaven. We aim to be a highly responsible data processor and keep your data safe.
Online sign up to Pennies from Heaven
This is where an employer has provided consent for their employees to use our website to collect the information required for individuals to sign up to Pennies from Heaven.
We will only ever send the data of those individuals who have signed up to their own employer. We will retain it on the website for no more than 30 days and on a secure Cloud, with military level encryption, for no more than 12 months. Pennies from Heaven will not use this information for any other purpose.
Gift Aid Claims
When you join the Pennies from Heaven scheme you may give your consent for Gift Aid to be reclaimed on your donations if you are a UK Taxpayer. You agree for your employer to provide the charities, and Pennies from Heaven, with your name and address as well as the amount that you have donated, for this purpose only.
When obtaining the information for Gift Aid the charities, and Pennies from Heaven, are only able to use this data for Gift Aid reclaim purposes and are subject to data protection legislation. Pennies from Heaven will not use data given to us by employers in any other way.
Pennies from Heaven will not store the Gift Aid data once it has been sent to the charities.
Under UK data protection law, you have rights over personal information that we hold about you. We have summarised these below:
Right to access your personal information
Pennies from Heaven tries to be as open as it can be in terms of giving people access to their personal information.
You have a right to ask for a copy of the information we hold about you and we will provide you with this unless legal exceptions apply.
If you want to access your information, please contact us stating clearly that you are asking for your own personal data. We will respond to you without undue delay and at the latest within one month of receipt of the request.
You should note that as stated above we hold individual data for limited periods of time. The employer remains the data controller (and therefore responsible) for the personal data of its staff who are signed up to Pennies from Heaven.
Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.
Right to restrict use of your personal information
You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.
Right to erasure of your personal information
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done. If we are unable to delete your information, we will explain why this is the case.
Right to object to the use of your personal information
If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information.
If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably possible.
If you want to exercise any of the above rights, please contact us on Pennies from Heaven, PO BOX 542, Witney, OX28 9NE or call us on 01485 210698 or email us at email@example.com.
We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (ICO (link is external).
Managing your contact preferences
If you do not want to hear from us, that’s fine just let us know on firstname.lastname@example.org.
Keeping your information up to date
We may use information from external sources such as LinkedIn to identify when we think you have changed address so that we can update our records and stay in touch. We only use sources where we are confident that you have been informed of how your information may be shared and used.
We are committed to putting you in control of your data and you are free at any time to opt out of us contacting you. To find out more, please contact email@example.com We really appreciate it if you let us know if your contact details change.
How to contact us
Pennies from Heaven,
PO BOX 542,
Complaints or queries
This privacy notice was drafted with brevity and clarity in mind. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address above.
We would also welcome any suggestions for improving our procedures.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated in January 2021.