Prince of Wales

 

The Prince of Wales’s Foundation Romania (PWFR)

Privacy policy

Who we are

 When we refer to the “Foundation” in this policy, we mean The Prince of Wales’s Foundation Romania (PWFR) or “Fundatia Printul de Tara Galilor”, registered name with the Ministry of Justice of Romania; name reservation no 140254/3 December 2014 and organization registration number PJ1/2015 .The Foundation’s registered address is Strada Principală nr 163, Viscri village, Buneşti commune, Brasov County – ROMÂNIA. Further details are available at www. printuldewales.org .The Foundation is a data controller within the meaning of the General Data Protection Regulation (GDPR) (EU) 2016/679.

 

Our relationship with our supporters and the public at large is of great importance to the Foundation. 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 on 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).

 

Our network of charities

 

The Foundation works (and may from time to time share information) with The Prince of Wales’s Charitable Foundation (PWCF) UK (the parent company) and its subsidiaries. Further details of the entities within the PWCF ‘group’ are available at http://www.princeofwalescharitablefoundation.org.uk/about-us/subsidiaries-and-programmes . Furthermore, the Foundation may from time to time work with and share information with The Prince of Wales’s charities https://www.princeofwales.gov.uk/prince-waless-charities .All these organisations are together referred to as “the Charities”.  Each charity is a data controller in its own right, separate from the Foundation.

 

The relationship between the Foundation and the Charities involves a limited degree of relevant and proportionate information sharing, carried out in the legitimate interests of both the Foundation and the Charities in supporting their individual and collective aims, as well as being in the legitimate interests of our supporters as explained below.

 

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 the Foundation’s own policies, 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 the Foundation’s secure CRM, 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 those mentioned below.

Personal data held and processed by the Foundation may include:

Contact information, such as:

  • Your contact details
  • Your communication preferences
  • Records of communications and interactions we have had with you
  • Biographical details

 

Information about grant or training programme applicants and recipients, such as:

 

  • Your name and contact details
  • Any personal information you include in your application
  • If you are successful, details of how you have used your grant
  • Images of you

Please note we will only use and publish case study information and images of you with your consent.

Where relevant, for example in keeping records of donors and potential donors, the Foundation 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:

  • Financial information necessary to process any donations made, including Gift Aid status
  • Your donation history with us (which we must keep for 7 years)
  • Details of any purchases with us, e.g. room bookings or event tickets.
  • Donations made with other organisations, notably the Charities
  • Our assessment of your ability to make donations.

Please note that we do not store any credit/debit card details in our database.

PWFR and other partners or collaborators may store your data in an online system with cloud access. This data will not be shared with anyone. The data will be used internally to better facilitate access to bookings and organise events.

All software being used is tried and tested and provides internal security. The internal servers and all other external applications or websites will treat your data anonymously and it will be encrypted and all persons with access to said information are trained.

We may use external data agencies to ensure that our contact details for you are up to date, allowing us to continue to communicate with you in accordance with your existing preferences. If you do not wish the Foundation to do so, please contact The Executive Director, The Prince of Wales’s Foundation Romania, Clarence House, St James’s, London SW1A 1BA or contactpwcf.royal.uk

We use this data to:

  • Provide you with information about the work and activities of the Foundation. This might include sending you publications, e-newsletters, invitations to events and details of volunteering opportunities.
  • Conduct donor research to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately.
  • Share information within the Charities group to ensure any approaches to donors are handled sensitively and proportionately, and to prevent the same donors receiving multiple approaches at the same time from different members of the Charities.
  • Internal record keeping, including the management of any feedback or complaints.
  • Administrative purposes e.g. regarding a donation you have made or an event you have registered for or attended, including security for that event.
  • Furthering our charitable objectives, including asking you to donate or otherwise help us raise funds, but always in accordance with best fundraising practice.
  • 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 be used to monitor the impact of the Foundation’s communications, such as using email tracking to record when an email we send to you has been opened.

Your data and third parties

If you interact with the Foundation through a third party (for example, making a room booking via booking.com (Green Valley) 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 the Foundation, 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 supporter; or with Charities with whom the Foundation has a data sharing policy. The Foundation does not sell any of its data to third party organisations.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

We may have to share certain information with relevant authorities upon request, for example the Charity Commission, or to 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 the Foundation or the Charities.

Please note however that before seeking or accepting major donations we are required, at 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 the Foundation’s gift acceptance policy.

How long do we keep your information for?

We keep your information in accordance with our retention policy. Due to the varied activities we undertake, we may keep your information for different lengths of time depending on the reason for processing it. We are also bound by legal requirements to retain some information for set periods.

We are required by law to archive them for certain fixed periods of time. For example, according to tax legislation, we need to keep accounting information on donations for at least 5 fiscal years in Romania and 7 fiscal years in the UK.

Security

The Foundation commits to holding this data securely, both in its electronic systems and in staff protocols, and treating it with sensitivity. Data will only be held for as long as it is necessary for the above purposes and is not currently held or shared outside the EEA.

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 types, for system administration and to report aggregate information to third parties (including organisations connected with the Foundation). This is statistical data about our users’ browsing actions and patterns and does not identify any individual. 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.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of the site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to the site. We do not link IP addresses to anything personally identifiable. This means that while your user session will be logged, you will remain anonymous to us

Your information rights

 

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • ask us to change incorrect or incomplete data;
  • ask us to delete or stop processing your data, for fundraising purposes (except as necessary to maintain suppression lists).
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing
  • request a copy of the data you have provided to us in an agreed format, so that you can reuse it or transfer it to another data controller if you wish;
  • ask us whether we use automated decision making or profiling when processing your data.

 

Please note that none of these rights are absolute and we reserve the right to refuse your request where exceptions apply.

Contact information and further advice

Please contact The Executive Director at The Prince of Wales’s Foundation Romania, Clarence House, St James’s, London, SW1A 1BA or email contactpwcf@royal.uk for any requests or related enquiries.

If you have concerns about the use of your personal data, The National Supervisory Authority For Personal Data Processing is the body capable of overseeing these information rights in Romania. They can be contacted through their website at www.dataprotection.ro

We may amend this Privacy Policy from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via the Foundations website or by contacting you directly through the most appropriate means.

Updated 12th July 2018

 

The Prince of Wales’s Foundation Romania (PWFR)

Privacy policy

Who we are

 

When we refer to the “Foundation” in this policy, we mean The Prince of Wales’s Foundation Romania (PWFR) or “Fundatia Printul de Tara Galilor”, registered name with the Ministry of Justice of Romania; name reservation no 140254/3 December 2014 and organization registration number PJ1/2015 .The Foundation’s registered address is Strada Principală nr 163, Viscri village, Buneşti commune, Brasov County – ROMÂNIA. Further details are available at www. printuldewales.org .The Foundation is a data controller within the meaning of the General Data Protection Regulation (GDPR) (EU) 2016/679.

 

Our relationship with our supporters and the public at large is of great importance to the Foundation. 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 on 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).

 

Our network of charities

 

The Foundation works (and may from time to time share information) with The Prince of Wales’s Charitable Foundation (PWCF) UK (the parent company) and its subsidiaries. Further details of the entities within the PWCF ‘group’ are available at http://www.princeofwalescharitablefoundation.org.uk/about-us/subsidiaries-and-programmes . Furthermore, the Foundation may from time to time work with and share information with The Prince of Wales’s charities https://www.princeofwales.gov.uk/prince-waless-charities .All these organisations are together referred to as “the Charities”.  Each charity is a data controller in its own right, separate from the Foundation.

 

The relationship between the Foundation and the Charities involves a limited degree of relevant and proportionate information sharing, carried out in the legitimate interests of both the Foundation and the Charities in supporting their individual and collective aims, as well as being in the legitimate interests of our supporters as explained below.

 

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 the Foundation’s own policies, 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 the Foundation’s secure CRM, 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 those mentioned below.

Personal data held and processed by the Foundation may include:

Contact information, such as:

  • Your contact details
  • Your communication preferences
  • Records of communications and interactions we have had with you
  • Biographical details

 

Information about grant or training programme applicants and recipients, such as:

 

  • Your name and contact details
  • Any personal information you include in your application
  • If you are successful, details of how you have used your grant
  • Images of you

Please note we will only use and publish case study information and images of you with your consent.

Where relevant, for example in keeping records of donors and potential donors, the Foundation 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:

  • Financial information necessary to process any donations made, including Gift Aid status
  • Your donation history with us (which we must keep for 7 years)
  • Details of any purchases with us, e.g. room bookings or event tickets.
  • Donations made with other organisations, notably the Charities
  • Our assessment of your ability to make donations.

Please note that we do not store any credit/debit card details in our database.

PWFR and other partners or collaborators may store your data in an online system with cloud access. This data will not be shared with anyone. The data will be used internally to better facilitate access to bookings and organise events.

All software being used is tried and tested and provides internal security. The internal servers and all other external applications or websites will treat your data anonymously and it will be encrypted and all persons with access to said information are trained.

We may use external data agencies to ensure that our contact details for you are up to date, allowing us to continue to communicate with you in accordance with your existing preferences. If you do not wish the Foundation to do so, please contact The Executive Director, The Prince of Wales’s Foundation Romania, Clarence House, St James’s, London SW1A 1BA or contactpwcf.royal.uk

We use this data to:

  • Provide you with information about the work and activities of the Foundation. This might include sending you publications, e-newsletters, invitations to events and details of volunteering opportunities.
  • Conduct donor research to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately.
  • Share information within the Charities group to ensure any approaches to donors are handled sensitively and proportionately, and to prevent the same donors receiving multiple approaches at the same time from different members of the Charities.
  • Internal record keeping, including the management of any feedback or complaints.
  • Administrative purposes e.g. regarding a donation you have made or an event you have registered for or attended, including security for that event.
  • Furthering our charitable objectives, including asking you to donate or otherwise help us raise funds, but always in accordance with best fundraising practice.
  • 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 be used to monitor the impact of the Foundation’s communications, such as using email tracking to record when an email we send to you has been opened.

Your data and third parties

If you interact with the Foundation through a third party (for example, making a room booking via booking.com (Green Valley) 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 the Foundation, 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 supporter; or with Charities with whom the Foundation has a data sharing policy. The Foundation does not sell any of its data to third party organisations.

Where we engage third parties to process personal data on our behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

We may have to share certain information with relevant authorities upon request, for example the Charity Commission, or to 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 the Foundation or the Charities.

Please note however that before seeking or accepting major donations we are required, at 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 the Foundation’s gift acceptance policy.

How long do we keep your information for?

We keep your information in accordance with our retention policy. Due to the varied activities we undertake, we may keep your information for different lengths of time depending on the reason for processing it. We are also bound by legal requirements to retain some information for set periods.

We are required by law to archive them for certain fixed periods of time. For example, according to tax legislation, we need to keep accounting information on donations for at least 5 fiscal years in Romania and 7 fiscal years in the UK.

Security

The Foundation commits to holding this data securely, both in its electronic systems and in staff protocols, and treating it with sensitivity. Data will only be held for as long as it is necessary for the above purposes and is not currently held or shared outside the EEA.

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 types, for system administration and to report aggregate information to third parties (including organisations connected with the Foundation). This is statistical data about our users’ browsing actions and patterns and does not identify any individual. 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.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of the site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to the site. We do not link IP addresses to anything personally identifiable. This means that while your user session will be logged, you will remain anonymous to us

Your information rights

 

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • ask us to change incorrect or incomplete data;
  • ask us to delete or stop processing your data, for fundraising purposes (except as necessary to maintain suppression lists).
  • object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing
  • request a copy of the data you have provided to us in an agreed format, so that you can reuse it or transfer it to another data controller if you wish;
  • ask us whether we use automated decision making or profiling when processing your data.

 

Please note that none of these rights are absolute and we reserve the right to refuse your request where exceptions apply.

Contact information and further advice

Please contact The Executive Director at The Prince of Wales’s Foundation Romania, Clarence House, St James’s, London, SW1A 1BA or email contactpwcf@royal.uk for any requests or related enquiries.

If you have concerns about the use of your personal data, The National Supervisory Authority For Personal Data Processing is the body capable of overseeing these information rights in Romania. They can be contacted through their website at www.dataprotection.ro

We may amend this Privacy Policy from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via the Foundations website or by contacting you directly through the most appropriate means.

Updated 12th July 2018