If you are a Practical Action supporter who receives marketing materials or makes donations, we may use your information for administration purposes or to improve our services.
Processing your donation
When you donate or other payment to Practical Action, we will use your payment and contact details, payment amount, date, and time of payment to process that payment and take any follow-up administrative action needed (for example, sending a receipt).
If you choose to include Gift Aid in a donation to us, we will also ask for your address and UK taxpayer status as this information is required by law. Read more about how Gift Aid works. This information is needed for us to fulfil our obligations under tax (sections 413 to 430 Income Tax Act 2007) and charity law. This information will be shared with HMRC for tax regulation purposes and may also be shared with the Fundraising Regulator and the Charity Commission in the event of an enquiry or investigation.
Responding to enquiries
If you contact us with a question, comment, compliment or complaint then we will keep a record of this correspondence and any associated documents. This is so that we have the information available in the event of a follow-up, dispute, investigation or to tailor appropriate communications to you.
Notifying you of changes to policies
If we make significant changes to our policies which may affect you, we will use your contact details to inform you of the changes.
Requesting information if you are attending our events
If you participate in an event that we have organised, we may ask you to provide information to make sure we can manage the event safely and efficiently. We may also ask you for details of any accessibility needs which you may have, so that we can ensure our event is inclusive, in line with the provisions of the Equality Act 2010.
If you engage with or donate to Practical Action via 3rd party organisations, they may pass your personal information to us in line with their data protection policy. Some examples of this include joining a Zoom hosted event, donating via JustGiving or other donating platforms and attending Blue Dot festival. We may use this information to contact you regarding your donation. Clear information on how to unsubscribe or opt out will be provided within such communications.
We may use your information to invite you to become involved with us in new ways, raise funds, or grow our supporter base.
Sharing marketing and fundraising materials with you
Marketing and fundraising materials that we might share with you include information about our activities and their impact, our news, events, fundraising appeals and other specific projects. We might also use surveys to help us improve our communications and services, as well as other ways you can become involved with us.
Where you have provided your postal address or telephone number, we may send this information to you by post or by calling your telephone unless you have asked us not to. We may also email you this information or send by SMS if you have agreed for us to do so, or if you are a representative of an organisation and would be interested in our message. If you have opted into marketing emails, we may use the email address provided to match your account on Facebook or other digital channels in order to show you Practical Action content while using these services. We always ensure your data is kept secure by encrypting it. No data we hold about you is retained by the third party.
You can let us know at any time if you’d prefer to change how we share this information with you or stop it altogether. Simply use the details we’ve provided in the section to let us know your preferences. If you receive our e-newsletters, you can also use the unsubscribe link in the emails we send.
We will keep your personal information for no longer than is necessary for the purposes for which it is processed (in accordance with our internal policies including our Data Retention Policy). If you ask us not to contact you, we will keep some basic information about you on our suppression list in order to avoid sending you unwanted materials in the future. If you have told us that you would like to leave Practical Action a gift in your Will, we may keep your donor record for longer than others, unless you tell us not to.
Targeting our communications and researching our supporters
We have a duty to make sure that we’re spending your donations wisely and that means doing some research and analysis to inform our decisions. We want to send the most effective messages that we can in the most efficient way possible. In order to work out who to contact, what to say and when to get in touch, we carry out the following activities:
Analysing how emails are opened and read
We track emails which we have sent to you to see which messages have the highest response rates and whether there are messages that resonate with particular groups of people. We do this by logging whether emails we send have been opened, deleted and interacted with (for example, by clicking on links within the emails or responding to surveys). We use this information to look at general patterns and tailor appropriate communications to you. We may ask you occasionally whether you still want to receive emails and unsubscribe you if we do not hear from you. We use email platforms such as DotDigital and Mailchimp (which have their own privacy policies) to manage and send fundraising, newsletter and project update emails, and to ensure you are unsubscribed if you opt out of email messaging.
We may contact you with a survey/questionnaire, in order to find out what you think/feel about aspects of our work, fundraising or events, or topics related to other charities or international development more broadly. Each survey will make clear whether responses will remain anonymous, or identify you as an individual. We may use this information to improve the way we communicate with you, and others, or to respond to any concerns raised in the answers.
This is where we analyse information such as your postcode, region, the subjects you are interested in and what kind of interaction you have had with us and how recently. This helps us to tailor appropriate communications to you, as well as improve your experience as a Practical Action supporter.
Analysing how new supporters respond to our marketing activities
When a new supporter chooses to donate to us, we will work with our 3rd party media agencies to analyse how and who responded to a particular activity. This analysis may include your data being reviewed by Practical Action or by the 3rd party. We may also analyse the information we have where people haven’t responded to our marketing activities too. We do this to make sure we are investing in the most efficient fundraising activities.
Analysing our supporter base to send different communications to people who might choose to give higher donations
We undertake in house research and engage other organisations such as Experian and Factary to help us identify people who may be able to support us with a larger gift; using information you have given us and publicly available records such as the electoral roll, land records, ‘rich lists,’ Who’s Who publications and Companies House records. We may also collect information on your interests, for example board memberships, career, hobbies, or articles about you in newspapers or magazines. Find out more about the sources we might use.
We use this information to tailor our communication with you and invite potential supporters to get involved with us in new ways including joining groups and events or exploring publications which may be of interest to them.
Finding other people like you who might like to hear from us
We may use the data you provide to us, to help find more people like you, so that we can grow our supporter base. We may use third party providers to do this.
We may use the contact details you provide us with as a deduplication tool, to prevent existing supporters being targeted with marketing designed to attract new supporters.
If you do not wish for us to use your data in this way please use the details we have provided in the ‘Contacting us’ section to let us know your preferences. Alternatively, if you wish to stop any of the social media platforms using your details in this way you can do this individually via the following routes:
Updating your preferences with Practical Action does not guarantee that you will never see Practical Action content, as our work to identify new audiences includes using geographical and behavioural analysis.
When might we have your information that you may not have given to us directly?
We may add information or update your record with us, from publicly available sources. This may include your telephone number, address, information from death registers, age or the information mentioned in the section above ‘Targeting our communications and researching our supporters’. We use this information to tailor our communications with you and send you more appropriate information.
These activities mentioned above form a vital part of keeping support for our work going. You can request more information on these activities or change your preferences, by using the information in the Contacting us section at the beginning of this document.
We may use your information to enforce and comply with the law
We ensure that our activities comply with the law. Therefore, we may need to share or use your personal information if we are required to do so by law (for example; in response to a warrant or court order) and we may use information from other sources for the purposes of fraud prevention, for example to comply with money laundering regulations, or to protect people’s rights, property or safety.
If certain levels of donation are made, the Fundraising Regulator’s Code of Fundraising Practice requires us, and all charities in the UK, to perform checks. More details can be found at www.fundraisingregulator.org.uk.