Charity and Privacy Policies

WHO WE ARE

At Know No Sorrow, safeguarding your personal information is a priority. We are a registered charity, located at Hamashot 11/15 Yavne, Israel. Our commitment is to provide financial support to children orphaned as a result of the October 7 attacks in Israel, together with their new adopting families. For more detailed information about our organization and services, please read through our website.

When you visit the Know No Sorrow’s website, you trust us with your information. This Privacy Policy is meant to help you understand what data we collect, why we collect it, and what we do with it. This is important; we hope you will take time to read it carefully.

TYPES OF INFORMATION COLLECTED

Personal Data: This term refers to information that directly or indirectly identifies you. When you communicate with us via letter, email, telephone, or our website, we may collect personal data such as your name, address, email and telephone number.

Special Categories of Personal Data: As defined by the UK GDPR, this includes sensitive information like race, ethnicity, religious beliefs, health data, etc.

LAWFUL BASIS FOR PROCESSING PERSONAL DATA

We process personal data based on lawful grounds outlined in Article 6 of the UK GDPR, which are as follows:

Consent: Your data is collected and processed based on your explicit consent. This may encompass your agreement to receive emails regarding the ways we can assist you or your preferences on receiving information about our services.

Contract performance: Data processing is essential for fulfilling a contract you have with us or for the purpose of establishing a contractual agreement with us.

Compliance with legal obligation: Data processing is necessary for us to meet legal obligations, such as those related to tax, social security, and employment. This may involve sharing details with law enforcement agencies in cases of fraud or other criminal activities.

Protection of vital interests: Data processing is crucial for safeguarding an individual's vital interests.

Public interest: Data processing is necessary to carry out a task in the public interest or for an official function, with a clear legal basis.

Legitimate interests: Data processing is required for our legitimate interests or the legitimate interests of a third party, unless there are compelling reasons to protect the individual's personal data that outweigh those legitimate interests.

CONDITIONS FOR PROCESSING SPECIAL CATEGORY PERSONAL DATA

We depend on the following criteria, as applicable under Article 9 of the UK GDPR, to handle special categories of personal data:

1. Explicit consent

2. Employment, social security, and social protection (if authorized by law)

3. Vital interests

4. Not-for-profit bodies

5. Information made public by the data subject

6. Legal claims or judicial acts

7. Reasons of substantial public interest (with a legal foundation)

8. Health or social care (with a legal foundation)

9. Public health (with a legal foundation)

10. Archiving, research, and statistics (with a legal foundation).

11. Our objective is to collect the minimal amount of special category data necessary for our processing purposes.

DATA PROCESSING PRINCIPLES

We adhere to principles mandated by law, ensuring lawful, fair, transparent, relevant, limited (ensuring your data is only kept for as long as necessary for the purpose required), accurate, up-to-date, and secure processing of your data.

PERSONAL DATA PROCESSED

We process personal data essential for Know No Sorrow to advance its charitable objectives for the benefit of its recipients. This encompasses handling the personal data of employees, volunteers, advisors, and stakeholders.

Information is gathered through various channels, including when you communicate with us via email, our website, or social media, apply for volunteering, or complete our forms. This encompasses details provided during donation processes, event registrations, staff or volunteer registrations, expressions of interest to receive support or services, engagement as a freelance consultant, material requests, survey responses, website visits, or when reporting issues with our communication channels or services.

Collection methods include but are not limited to:

Phone calls or emails inquiring about our services and charitable purpose

Recruitment and volunteering processes, involving agents and freelance consultants

When you have donated to us via any method whether directly or indirectly

Utilization of our services or benefiting from the organization

Cookie usage on our website

Requests for publications and marketing materials

Inquiries about services and/or events

Event registrations

Contacting us with inquiries and comments

Volunteering and event participation

'Next of kin' details provided by staff or volunteers

The information collected may include, but is not limited to:

Personal contact details (name, address, email, etc.)

Occupation, skills, professional activity, networks, and relevant interests

Other pertinent personal details (e.g., age group, interests, subscriptions)

Correspondence records, meeting notes, and event attendance

Health data

Protected characteristics (age, disability, gender reassignment, etc.)

Interests and donation history

Volunteering records

Financial information

Website visit details

Multimedia files (photographs, video footage)

Photographs and videos captured at events or for marketing campaigns

User experience feedback

Staff details, including employment-related information and performance monitoring

Volunteer details, including engagement information

Database access information

Transaction details for donations

Survey responses provided by you.

Additionally, when applying to use our services, we also collect other information such as health details (disabilities) and safeguarding information.

HOW WE USE YOUR INFORMATION

We gather personal data to effectively manage our operations across various activities and locations, including, but not limited to:

Providing the requested services

Managing employment or volunteer contracts

Administering statutory and contractual leave, salary, and pension payments

Fulfilling administrative purposes

Assessing inquiries

Furnishing information about us and our services.

Your personal data will be utilized solely for the intended purpose of its collection, whether in electronic or paper format. If we determine that your data is no longer necessary for this purpose, we will cease further processing.

In our interactions with you, we may document notes from our conversations and record any complaints or comments you express. Additionally, if you engage with us through social media, we may collect your username to address your comments or questions and offer feedback.

Relevant and personalized communications may be sent to you by post based on our legitimate interest. You have the option to opt out of communication through any channels at any time.

PERSONAL DATA PROCESSED FOR RECRUITMENT

We collect applicant data to assess potential employment, make informed decisions, and for administrative purposes. Applicant data is retained only for the period necessary to fulfil the purpose of which it was collected, or for a maximum of two years thereafter where the purpose has been fulfilled and retention is no longer necessary.

SURVEYS AND SERVICE MESSAGES

Sometimes we are required to inform you about certain changes. These service messages will not include any fundraising or marketing content and do not require prior consent when sent by email. This ensures that we are compliant with our legal obligations.  You do not have to respond to either form of contact.

We may use your data to send you a survey and feedback requests to help improve the way we communicate. These messages will not include any fundraising requests or marketing and they do not require prior consent when sent by email. It is in our legitimate interest to send these messages as doing so this helps to improve our services and make them more relevant to you. Of course, you are free to opt out of receiving any of these communications at any time.

USE OF COOKIES AND TECHNOLOGIES

Our website may use cookies and collect technical information to enhance user experience. You can opt-out by contacting us at info@knownosorrow.org.

LINKS TO OTHER WEBSITES

Links on our website to third-party sites are not covered by this Privacy Notice. Please refer to third-party Privacy Notices.

SHARING YOUR DATA

We may share your personal information with third parties, subject to your consent, to facilitate the provision of services to you. We may also be obligated to disclose or share your personal data to comply with legal requirements, enforce agreements, or safeguard the rights, property, or safety of the organization and other individuals. This may involve sharing information with other companies and organizations to adhere to statutory regulations, as well as reciprocal agreements for social care, education, or professional development services. Additionally, information may be shared with entities like HMRC for purposes such as tax collection and national insurance contributions for our employees.

DATA RETENTION

We will hold your personal information on our systems for as long as is necessary for the relevant activity. If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need.

SECURITY OF YOUR DATA

We prioritize the privacy and security of your personal data. In alignment with the Data Protection Act 2018 and UK GDPR, we have implemented suitable technical and organizational measures to safeguard your personal data from unauthorized or unlawful processing, as well as accidental loss, destruction, or damage.

These measures encompass the establishment of transparent internal policies and procedures, as well as the implementation of physical security measures for our premises and IT security technologies to prevent unauthorized access, damage, and loss of your data.

Furthermore, we have instituted security procedures and access controls to ensure the confidentiality of special categories of personal data that we process, such as information related to the medical conditions of our service users.

It's important to note that the transmission of information over the Internet is not entirely secure. While we strive to protect your personal data to the best of our abilities, we cannot guarantee the security of any personal data transmitted to our site; such transmissions are undertaken at your own risk.

LOCATIONS OF PROCESSING

Your data is processed on servers in the EU and US. Adequate safeguards, like Standard Contract Clauses, are employed for data transfers outside the EU and US, ensuring your data's protection.

WHAT ARE MY RIGHTS AS A DATA SUBJECT?

We uphold your data subject rights in accordance with the Data Protection Act 2018 and the UK GDPR, including:

Right to be informed (primarily through this Privacy Notice)

Right of access

Right to rectification

Right to erasure

Right to restrict processing

Right to data portability

Right to object

Rights related to automated decision-making, including profiling.

You can exercise these rights, including the right to request information we hold about you (Data Subject Access Request - DSAR), by contacting us through the methods provided in the 'How do I contact you?' section below.

We aim to respond promptly, typically within one month of receiving your request. To ensure confidentiality and security, we may request identity verification before proceeding with any information request. If a third party is acting on your behalf, we will require proof of their authorization.

UPDATING YOUR INFORMATION

You have the option to correct, update, or delete your personal data at any time by contacting us using the methods outlined in the 'How do you contact us?' section below. Opt-in preferences for communications remain effective until you notify us of your desire to opt-out.

WITHDRAWING CONSENT

If we process your information based on your consent, you can withdraw it at any time by contacting us using the methods in the 'How do you contact us?' section below.

MAKING A COMPLAINT TO US

If you wish to complain about our use of your personal data or our handling of your data subject rights requests, contact us using the methods on the website. We will investigate and respond promptly.

MAKING A COMPLAINT TO THE INFORMATION COMMISSIONER

You can lodge a complaint with the Information Commissioner at any time if dissatisfied with our processing of your information or the handling of your data subject rights.

Contact the Information Commissioner at:

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Phone: 0303 1231113 (local rate)

For additional information on your data subject rights and how to complain to the ICO, visit ICO Make a Complaint.