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PRIVACY POLICY

This Privacy Policy is required by UK Data Protection Law and together with our Cookie Policy tells you about we collect, use and protect personal information.

 

We are New Forest for Ukraine, a charity registered in England and Wales, Reference 1208709 and our aim is the gathering and sending of humanitarian aid to Ukraine.

 

We are committed to:

  • Protecting your personal information and being transparent about what we do with it

  • Using your personal data as you would reasonably expect in accordance with our responsibilities and with our aim of providing humanitarian aid to Ukraine

  • Complying with our obligations under the UK General Data Protection Regulation (‘UK GDPR’), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (together ‘Data Protection Law’)

 

For the purposes of Data Protection Law, we are the Data Controller and our details are:

 

Name: New Forest for Ukraine

Email: info@newforestforukraine.org

Registered Address: 4 Browning Close, Totton, Southampton SO40 8SN

 

Our registration number on the Information Commissioner’s Register of Fee Payers is ZB917112.

 

As a registered charity, the principal people we collect and process personal information relating to are:

 

  • Volunteers and supporters

  • Donors of goods

  • Financial donors

  • Suppliers

  • Beneficiaries

  • Contacts and stakeholders

 

The information we process depends on the relationship or interaction we have the individual which may change from time to time or which. May take several forms. So, for example, one of our volunteers may also be a donor,  a donor may be a donor of goods or money, or someone may start as a donor and then become a volunteer. In any of these examples the personal information will vary.



 

How we collect personal information and where we get it from

 

We mainly receive information directly from people, such as when you volunteer with us or choose to donate to us. Or we may receive information indirectly or through someone else such as through:

  • Referrals and passing on of contacts

  • Volunteers sharing images of colleagues or 

  • Social media such as Facebook, WhatsApp or LinkedIn. 

 

Where we receive information indirectly, this may depend on the privacy settings which the person has set when using a platform or method of communication.

 

We may also receive information about your visit to our Website, for example the pages visited and how you have navigated the site, by using cookies. These are explained in our Cookie Policy.

 

What information we collect and use, and why

 

We collect personal information including:

 

  • Contact details: We do this for a range of reasons which include so that we can:

    • Stay in touch with contacts, volunteers and supporters. This may be via email, phone or social media and may include the sending of newsletters and other updates

    • Manage volunteer work, including shifts, donation handling and priorities. This may be via email, phone or social media 

    • Organise and carry out fundraising and events

    • Process donations, stay in touch with donors and thank them

    • Receive services from suppliers

    • Work with and stay in touch with beneficiaries and

    • Carry out the administration of the charity including our compliance with our legal, administrative and regulatory obligations such as checking source of funds, complying with Charity Commission requirements and ensuring appropriate financial and accounting requirements are met

  • Payment, banking or financial information: We do this so that we can process and acknowledge any financial donations made, process Gift Aid or make any necessary payments to suppliers 

  • Next of kin information: We do this so that we can reach next of kin or be referred to next of kin if an emergency situation occurs or contact with or from next of kin becomes necessary

  • Allergy or health information: We do this so that we can support someone or respond appropriately if a medical emergency occurs or other health related situation arises

  • Accident information: We do this so that we can keep appropriate accident and other health and safety records and information

  • Photographs and images: We do this so that we can place content on our Website and in our social media and so that we can share thanks and recognition for the efforts and generosity of people.

 

Your data protection rights

 

Under Data Protection Law, we must have a “lawful basis” for collecting and using any personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the website of the UK’s Data Protection regulator, the Information Commissioner’s Office. Their contact details are at the end of this Privacy Policy.

 

Which lawful basis we rely on may affect your data protection rights (such as a right of access to your information or the right to request its deletion) which are summarised in brief below:

 

If you make a request, in general we must respond to you without undue delay and in any event within one month. If you make a request which is complex or there are numerous requests, then we may need to extend the period by up to two months but we will tell you if this is the case.

To make a data protection rights request, please contact us using the contact details at the top of this Privacy Policy.

Our lawful bases for the collection and use of your data

 

We ensure that we have a lawful basis under Data Protection Law when we process personal information such as:

 

  • Consent – this is where we have permission from you to process your data such as when someone signs up to be a volunteer with us

  • Legal Obligation – this is where we care carrying out a legal or regulatory obligation such as our compliance with charity law, the verification of the identity of providers of major gifts, carrying out Gift Aid requirements, health and safety requirements and preparedness to record accidents if they occur

  • Contract – this is where we have a contract with an individual such as where we might have a supplier who is a sole trader

  • Legitimate Interests – this is where we have legitimate interests in running NFFU effectively and in pursuit of our objectives. Where we do this, we balance any potential impact on your rights under Data Protection Law with NFFU’s legitimate interests. Examples of our acting with legitimate interests include receiving and managing donations, sending newsletters and update information to volunteers and supporters, managing working and volunteer shift arrangements, organising events and fundraising.


 

How long we keep information for

 

The Charities Act 2011 requires us to keep accounting records for at least six years from the end of the financial year in which they are made. We have therefore based the length of time we will keep personal information for on that, in particular in relation to records of donations. 

 

If you request that we stop processing or delete your personal information we will do this where we are able to do so, subject to our continuing to be able to manage our operations, maintain necessary records and meet our legal, accounting and regulatory obligations.

 

Who we share information with

 

We do not sell information, but we do need to share information sometimes in order to operate and we may be required to disclose personal information to third parties such as:

 

  • If we buy, sell or transfer any related business or assets, in which case we may need to disclose personal data to the seller, buyer, transferor or transferee

  • If we need to comply with a legal or regulatory obligation which  may require us to disclose personal data – this may include in the event of any activities to prevent or respond to crime or comply with law enforcement requirements

 

In carrying out our operations, we aim to limit so far as we can the sharing of your personal information but may need to share it with the following types of third party:

 

  • NGOs or other organisations or their representatives and contacts supporting Ukraine in order to enable effective communication supporting our collection and dispatch of aid and our understanding of the needs of beneficiaries and arrangements to meet those needs

  • Third parties who provide services to us such as social media platforms, payment service providers, our web and email hosts, our document and filing platform and technology providers

  • Professional advisors

  • Relevant regulatory authorities

  • External auditors or inspectors

  • Organisations we are legally obliged to share personal information with

 

Sharing information outside of the UK

 

Most of our operations and our processing of personal information will be within the UK. However, in order to operate as a charity providing humanitarian aid to Ukraine and in order to receive and use necessary services from suppliers, some of the personal information we collect may need to be transferred to and stored outside the UK. Legal protection for personal information outside of the UK and EEA may not be at the same level as in the UK and EEA. Where this happens, we comply with the UK GDPR, making sure appropriate safeguards are in place.

 

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

 

How to complain

 

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this Privacy Policy.

 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

The ICO’s address:           

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated

 

This Privacy Policy was last updated in June 2025. It may be updated from time to time and will be posted on our Website which we encourage you to check regularly.

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