This privacy notice explains how Hope House Haiti (U.K) uses and protects any information that you give Hope House Haiti (U.K) each time you use the website. Hope House Haiti (U.K) is committed to protecting your privacy. Should we ask you to provide certain information by which you can be identified when using this website, please be assured that it will only be used in accordance with this privacy statement. Hope House Haiti (U.K) may change this policy from time to time to update this page on our website . You should check this page on a regular basis to ensure that you are happy with any changes. The Policy is effective from May 2018. Hope House Haiti (U.K) will never pass your details on to a third party.
What we collect.
We do not collect personally identifiable information about visitors to the website. The only time we might collect this information is if you decide to email us or fill in a contact form on the website. Your information will be treated in the strictest confidence and will never be published or shared with a third party.
What we do with the information we gather.
This may include periodically sending emails about new projects, or other information, which we think you may find interesting, using the email you have provided.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical electronic and managerial procedures to safeguard and secure the information we collect.
Controlling your personal information
You may request details of personal information which we hold about you under the Data Protection Act (EU GDPR) 2018. If you would like a copy of the information held on you please let us know. You also have the right at any time to request your information to be removed. If you believe that any information we are holding on you is incorrect or incomplete, please write or email us as soon as possible. We will promptly correct any information found to be incorrect.
OUR COMMITMENT TO YOU
We will use your money wisely.
We are committed to ensuring that all donated funds are used for the direct benefit of the Children at Hope House Haiti.
We will process your donation promptly so that it can start benefiting the young people as soon as possible.
We will acknowledge receipt of your donation via letter or email unless you request otherwise.
We respect your right to choose how you wish to be contacted by us. Please email us if you would like to change the frequency or method of communications you receive from us.
We will respect your privacy and any requests to remain anonymous will be honoured.
We will keep your personal details safe and secure.
We follow data protection principles as set out in the Data Protection Act.
We will never share your information with third parties.
We will never pressurise you into making a donations.
We do not cold call or take part in door-to-door fundraising. Our fundraising processes are accountable.
We are happy to answer all reasonable questions about our fundraising activities and Practices.
We will follow relevant Charity Commission guidance and any requirements and guidance from the Fundraising Regulator or such other body that replaces it.
Thank you for supporting Hope House Haiti (U.K). If you have any questions about the way we raise funds or would like to alter the way we contact you, please contact us.
Organisation of Trips Policy
It is the policy of Hope House Haiti (U.K) that all enquiries for prospective trips will be processed through the Administrator. This will include application forms, DBS checks and two references. Lone visitors who have been invited by Yvrose Ismael Telfort and Pierre Richard Ismael need to contact the administrator in order that the application form, DBS checks and two references can be processed.
PROCEDURE FOR TRIP APPLICANTS
The Administrator will receive the application forms. She will keep the email addresses, name of applicant, age, and passport number, and DBS which is valid for three years. See point 3.
The Trustees will meet to discuss the suitability for the team. If an applicant is not seen as suitable a letter to that effect will be sent to the applicant from the Board.
A suitable applicant’s paper documents will be sent to the Child Protection Officer and securely stored in the locked box together with their up to date DBS according to the safeguarding policy.
These documents and email addresses of the applicants will be kept for five years and thereafter archived.
It will be at the discretion of the Board whether an individual should go on a return trip, following the code of professional conduct, if that individual has had a disruptive influence on a previous trip.
In order for Hope House to comply with GDPR, an individual has the right to be forgotten and their data be erased from the records of Hope House Haiti (U.K) in accordance with the GDPR.
Data Protection Policy
INTRODUCTION The Data Protection Act covers information about individuals which is held on computer or handheld records kept in a locked box. It is based on the right of the individual to know what information is being held about them, and how the information will be used. Trustees and volunteer personal records will be kept at Hope House Haiti (UK) in accordance with its procedures and code of professional conduct. Data protection responsibility Overall responsibility for ensuring that Hope House Haiti (U.K) complies with its data protection obligations rests with the Data Protection Officer. Information will be:
Processed fairly and lawfully
Obtained only for specified purposes
Relevant to the purposes for which it is processed
Accurate and kept up to date
Not kept for longer than is necessary
Processed according to the rights of the Data Subject under the Act
Protected against unauthorised processing, accidental loss or damage
Not transferred to areas outside of the European Union.
What is personal data? Personal data is data relating to an individual. Examples of personal data are Trustees/volunteers details (including employment records) names, addresses and other information relating to their role in Hope House Haiti (U.K). The rules about data protection do not distinguish between manual and computer records. What is sensitive data? Sensitive data (likely to be included in sickness records and DBS Disclosures) means data consisting of information relating to an individual. CONSENT 1. The individual clearly understands why the information is needed 2. The individual understands what it will be used for, and understand what the consequences are should the individual decide not to give consent to processing. 3. The individual has received sufficient information on why their data is needed and how it will be used. DATA STORAGE AND ACCESS Manual records are kept in a locked box. Computer records are stored securely on one site and password protected. Individual computers are password protected. Sensitive data is identified, so proper safeguards can be put in place. When personal data needs to be deleted or destroyed, adequate measures are taken to ensure personal data is properly and securely disposed of. This includes the physical destruction of manual files through shredding, and the deletion of computer files and back up files. Data subjects have the right to have any data held about them erased under a number of circumstances, and this must also occur if they withdraw consent for all the processing for which the data is held. Hope House Haiti (UK) trustees and volunteers, other than the Child Protection Officer in the course of their duty do not have access to information on other staff or volunteers, in accordance with the safeguarding policy. Trustees and volunteers have the right to see the information held on them by Hope House Haiti (UK). Requests should be in writing to the Data Protection Officer and Hope House Haiti (UK) will provide a copy of the information within two weeks of receiving the request with no charge. When trustees and volunteers leave, all personnel documents will be kept in accordance with Hope House Haiti (UK)‘s procedures and policies. A record would be made of the dates they volunteered and the record would be archived. Information about individuals will not be disclosed to any third party outside of Hope House Haiti (UK) without the permission of the individual. Where images of children or teachers at the Hope House Christian Academy, Haiti are used for the purpose of fund raising or social media, permission will be obtained from the parents and teachers by Yvrose Ismael Telfort and Pierre Richard Ismael for these photographs to be used for a specified length of time. If anyone disagrees they are to make it known to he organisation. DATA BREACHES We would be informed by our Network Provider. Generic information would be kept on the I Cloud server with a secure password. Sensitive information would be protected and kept with the Child Protection Officer in a locked box. Trustees who have had sensitive information on a subject would delete this information. If a computer goes for repair or destruction, information stored on the computer on the hard drive relating to a subject by Hope House Haiti (U.K) the hard drive will be wiped securely. SUBJECT ACCESS REQUESTS (SAR) A subject Access Request (SAR) is a written request made by or on behalf of an individual for the information which he or she is entitled to ask for under section 7 of the Data Protection Act 1998 (DPA). The request does not have to be in any particular form, nor does it have to include the words ‘subject access’ or make any reference to the Data Protection Act. A request may be a valid SAR even if it refers to other legislation, such as the Freedom of Information Act. Requests must be written but can be made electronically by email. If someone makes a SAR orally, they must be advised to put their request in writing. All requests need to go through the Data Protection Officer We must satisfy ourselves as to the identity of the person making the request. They must provide evidence of their identity.
Review date….. This policy is to be read in conjunction with the following policies/documents: Child protection Policy, Risk Assessment Policy, Fund Raising Policy TBA Code of Conduct