Privacy and cookies

Privacy notice

Our privacy policy relates only to information we obtain about you. If you visit a website operated by a third party through a weblink from this site, your information may be used differently by the operator of a linked website.

We take the handling of personal data very seriously and this policy explains what information we might hold and what we will do with it. If you have any other questions about how we handle personal data, please get in touch with us. Our contact details are shown at the bottom of our website.

Who we are

The London Community Foundation is a charity registered in England and Wales with the Charity Commission (registration number 1091263) and a company limited by guarantee (4383269). Our registered office is Unit 1.04, Piano House, 9 Brighton Terrace, London, SW9 8DJ. We are subject to the legal jurisdiction of England and Wales and any data protection legislation that applies in that jurisdiction.

We are a member of the UK Community Foundation network and are quality accredited by UK Community Foundations to standards endorsed by the Charity Commission. You can read more about who we are and what we do on our website, londoncf.org.uk.

Our primary charitable activity involved making grants to the organisations we support. Our funding comes from a mixture of companies, statutory bodies, trusts and foundations, and individuals. This means that we need to collect personal data to carry out our charitable objectives.

What personal data do we collect?

The data we collect depends on the nature of our relationship with you. At any time you can ask us to see what information we hold about you, ask us to correct or update information, or ask us to delete the information we hold.

For Donors and supporters

In order for us to keep our donors and supporters updated about our work and opportunities for them to get involved, we need to keep the following information about you:

  • Your name
  • Contact details including your address, telephone number(s) and email address
  • Information about how you like to be contacted
  • Information about your interests
  • Profiling information such as your age, gender identify, and ethnic group
  • Information about organisations you may have links to
  • If you are a current UK tax-payer (for Gift Aid purposes)

This information will be stored in a way that enables us to keep track of your donations, process gift aid declarations, and monitor fund balances where applicable. It helps us to ensure any money you donate is spent in accordance with your wishes and helps us to ensure the needs of London’s communities are met.

For beneficiaries and their representatives

We collect personal information from people representing the groups we support or who apply for grants, or about individuals who apply for grants. This will include:

  • Your name
  • Contact details including your address, telephone number(s) and email address
  • Information about how you like to be contacted
  • Information about your connection to the beneficiary or applicant organisation
  • Profiling information such as your age, gender identify, and ethnic group
  • Information about other organisations you may have links to

Communications

We will from time to time use this information to communicate with our supporters. When we do so, we will be processing your data in line with one of the legal bases permitted by current data protection legislation. In most cases this will be because we have a legitimate business interest in contacting you as a donor, supporter, or beneficiary (or a representative of a beneficiary), but it may also be because you have given us specific consent to do so. You can withdraw consent at any time by following the unsubscribe link in our emails, or by contacting us.

How do we store personal data?

We store personal data electronically and in paper form. Electronic records are all held in secure servers with strong password protection and/or encryption. Paper records are held securely in our office or, in the case of archived information held for legal compliance, in secure storage.

The primary electronic systems we use to process your personal information include:

  • Our customer relationship management system, currently Salesforce, and related systems such as dotmailer
  • Our financial system, currently Sage 200
  • Emails, documents, and spreadsheets held on local devices or cloud-based servers

Who has access to my personal data?

Staff and volunteers at the London Community Foundation will be grated access to your personal information only where it is necessary for them to carry out their duties as employees or volunteers. All staff are given training in data protection and are required to comply with our internal data protection policy.

Will my personal data be shared with third parties?

We will only ever share your personal information with third parties where it helps us to carry out our business functions and charitable activities. We will never sell or trade your information with third parties.

Examples of third parties we may share your data with include:

  • Our software suppliers, for example in processing communications sent to you
  • Our bankers (for payments to beneficiaries who are individuals)
  • UK Community Foundations, for grant monitoring purposes

Cookies

Use of cookies by the London Community Foundation

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The cookies we use, and the reasons for them are listed below:

Google Analytics (& Bing Analytics) Google sets these performance cookies, which these cookies are used to collect information about how visitors use our site. Google stores the information collected on servers in the United States. Google may transfer this information to third parties where required to do so by law, or where third parties process the information on Google’s behalf. Google state that they will not associate your IP address with any other data held by them.

Your Choices and Preferences We sometimes use ‘pop up’ messages (like the one that tells you about the cookies on this site) to make sure our visitors are aware of important information. If you choose to acknowledge the message, the pop up will no longer appear when you visit the site. These kinds of messages include a cookie that ‘remembers’ you have already acknowledged the message when you visit.

As part of our ongoing work to make our website accessible to all our visitors we have implemented a feature which allows you to select the text size that you would like to view the site in.  In order to remember your choice so that we can setup the site each time you return, we store your choice in a simple cookie.  No personal information is stored at all – it just remembers your choice of text size.

How to disable cookies

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. You have the ability to accept or decline cookies by modifying the settings in your browser. For example, in Internet Explorer, you can go to Tools and Internet Options, where there is the option to change your settings to disable cookies. However, you may not be able to use all the interactive features of our site if the cookies are disabled. You also have the ability to delete cookies that have been installed in the cookie folder of your browser. To do this you should search for “cookies” in your “Help” function for information on where to find your cookie folder. Unless you have adjusted your browser settings so that it will refuse cookies, our system will issue cookies when you log on to our Site. To prevent Google Analytics cookies being set, you may install the Google Analytics Opt-Out Browser Add-On by clicking on this link – http://tools.google.com/dlpage/gaoptout and following the instructions. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

YouTube cookies

We sometimes embed videos from YouTube using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. To find out more please visit YouTube’s embedding videos information page: http://support.google.com/youtube/bin/answer.py?hl=en-GB&answer=171780