We pride ourselves in managing the daily activities of TinyLife in a transparent and honest way, to support our ethos and give our donors and supporters confidence we are members of the following organisations:

The Fundraising Regulator, this is an independent, non-statutory body that regulates fundraising across the charitable sector in England, Wales and Northern Ireland find out more by visiting:  https://www.fundraisingregulator.org.uk/  therefore TinyLife abides by the Code of Fundraising Practice details can be found here https://www.fundraisingregulator.org.uk/code

We are also a member of the Institute of Fundraising for Northern Ireland https://www.institute-of-fundraising.org.uk/groups/national-northern-ireland/

The Charity Commission for Northern Ireland is an independent body that regulates charities operating in Northern Ireland. The Commission make sure charities are meeting their legal requirements and work with charity trustees to put things right if they go wrong. The Commission plays a crucial role in the development of charities, enabling them to meet modern expectations and obligations.  Find out more:  https://www.charitycommissionni.org.uk/about-us/

Should you have a concern about TinyLIfe’s fundraising practices, in the first instance please contact TinyLife 02890 815050 or info@tinylife.org.uk if the matter is not resolved through the charities own complaints procedure please  contact the Fundraising Regulator https://www.fundraisingregulator.org.uk/complaints/make-complaint

PRIVACY NOTICE – Volunteers, Donors & Fundraisers

1. Respecting our valued supporters

TinyLife, the premature baby charity for Northern Ireland is dedicated to reducing disability, illness and death in premature babies. The charity provides a holistic range of Family Support Services to provide practical and emotional support to the parents of sick and premature babies.  We also host a variety of fundraising events and activities to generate income in order to fund our services.

To do this we need to collect and process certain personal data, such as information needed when you make a donation or avail of one of our services. Your data also allows us to develop a better understanding of our supporters, allowing us to fundraise more efficiently and provide appropriate services to families who require our support.

In the sections below, you can learn what information we gather from you, how we process it, hold it, as well as how we communicate with you. If you wish to stop hearing from us at any time, we will respect that so you’ll also find out how you can stop any further communication from us at any time.

1. What Information do we collect?

Personal information is information that can be used to identify you, tell us about you and help us understand your relationship with us. For example, if you make a donation, volunteer with us, register to fundraise or sign up for an event, TinyLife may collect the following information:

• Your full name
• Your contact details – including postal and email addresses
• Demographic information such as postcode
• If your involvement with the charity is linked to your employment or membership of a group or organisation we may collect additional data such as your job title and company you work for; official title and group or organisation you belong to.
• Other information relevant to your specific enquiry
• We may also collect / use your bank or credit card details to process your registration fee, payment or donation                                                     Where it is appropriate we may also ask for:
• Information relating to your health (for example if you are taking part in an event which requires us to know of any issues which may affect your ability to take part)
• Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.
• If you contact us via our website, ticketing site Ticket Tailor or our social media pages and you do not complete your registration or query fully, we may need to contact you to complete your registration or to see if we can help in any other way.

1. When We Collect your Data

The information we collect is gathered in the following ways:

When you give it to us DIRECTLY by:

• asking about our services
• asking about/or registering for a fundraising event
• donating to us
• engaging with or contacting us via our social media
• telling us your story

• ordering products and services (such as merchandise from our ebay shop)
• by visiting our website  – Any information you send to us over the internet is encrypted using secure socket layer technology (SSL). We enforce strict procedures and security features to protect your information and prevent unauthorised access. We use monitoring tools such as google analytics to help us identify which areas of the website are effective. Our website contains links to other websites belonging to third parties and we participate in social networking sites including, but not limited to Twitter, YouTube and Facebook. We may also include content from sites such as these on our website however, would advise that we do not have any control over the privacy practices of these other sites. You should make sure when you leave our site that you have read and understood that site’s privacy policy in addition to our own.

We are always very happy to work with you to ensure that you are comfortable with the data we hold and how we use it.

When you give it to us INDIRECTLY

• your details may be shared with us by independent event organisers once they have obtained your consent.

• your details may be passed on via independent third parties such as PayPal, Just Giving, Virgin Money Giving, BT mydonate. These independent third parties will only do so when you have indicated that you wish to support TinyLife and with your consent. You should check their privacy policy when you provide your information to understand fully how they will process your data.
• We may also collect and observe data about supporters when they use our website, such as which pages are most visited and which events or activities are of most interest. This information can help us improve our website and services and ensure we provide you with the best service. Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website. More information can be found in the section below on ‘Our website’.

How do we use your information?

Every donation we receive matters to TinyLife and your information is also really important to us as it allows us to fulfil a number of actions which ensure your support reaches those who need it most through our work.

Here are some of the ways we use your information to support our work:

Donations - when you make a donation we will use your information to:

• process the donation
• send a thank you letter and/or receipt for your donation

Fundraising events - if you register to take part in a TinyLife event (by phone, registration form or online) or choose to hold your own event to raise money for the charity we will use your information to:

• process the event fee if applicable
• send you a fundraising pack or supporting materials as needed
• add you to our database in order to confirm you as a participant for that event/ raising money for the charity
• process Gift Aid
• contact you to offer support and provide fundraising materials as appropriate

Providing you with products - if you order something from the charity, such as our merchandise, we will use your information to:

• process payment for product(s) if applicable
• post you the product(s)
• send you a receipt and/or thank you letter for making a purchase from the charity

Payments
If you use your credit or debit card to donate to us, buy something, pay online or over the phone, or register for one of our events, we will need to collect information to process this payment. We will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard.

For accounting purposes we hold a copy of your transaction receipt in a file secured in a locked filing cabinet. We do not store your credit or debit card details at all. Following the completion of your transaction all card details and validation codes are securely destroyed once the payment or donation has been processed. Most transactions are undertaken without a person ever seeing your credit card details and only those staff authorised to process payments will be able to see your card details.

We also ask that you never email your credit or debit card details to us to ensure your information is not compromised in any way. If we receive an email containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this. We will only ever ask you to make a payment to us in person or over the phone to help keep your details secure.

Payments via PayPal
If you make a payment to the charity via PayPal we will also be able to collect certain information in order to process your action. For example, if you pay for an event via our website using PayPal, we will receive details of your name, address and other contact information from PayPal to confirm your payment has been received. If necessary, we may also use this information to contact you regarding any additional support or materials you need.

If you provide information to a website to which we link, we are not responsible for its protection and privacy. For further information on the details PayPal collects from you when using its website please visit www.paypal.com/ie/webapps/mpp/ua/privacy-full

Donations via JustGiving and Virgin Money Giving
If you set up a fundraising page on JustGiving or Virgin Money Giving we will be notified to make us aware that you are raising funds for the charity. Just Giving and Virgin Money Giving will also send us your name and email address. In order to support your fundraising efforts, we will contact you using these details to offer advice, support or provide you with materials as needed. We do not collect any information from your family, friends and supporters who make a donation through your page.

If you provide information to a website to which we link, we are not responsible for its protection and privacy. For further information on the details JustGiving may collect from you when using its website please visit www.justgiving.com/info/privacy . For further information on the details Virgin Money Giving may collect from you when using its website please visit https://uk.virginmoneygiving.com/giving/terms/privacy-policy.jsp

Sharing your story

Personal stories from our families and supporters are a really powerful way to highlight the work of the charity and the difference people like you can make to the lives of local people affected by premature birth.

Some people choose to tell us about their premature experience to help further our work. This may include sharing sensitive information related to their health and family life in addition to their biographical and contact information. We will only ever share a personal story with the explicit consent from the person, people or family involved (parent or guardian if they are under 18).

We will always make the individual(s) fully aware of when and where their story will be used (press, website, social media, newsletters, annual reviews, other marketing materials etc.). We will never pass contact information to anyone outside the charity.

Administration and records

TinyLife may use your personal information:

• for internal record keeping
• to process job applications or volunteer placements

• where it is required or authorised by law
• when assessing your personal information for the purposes of credit risk reduction or fraud prevention (regrettably some people target charities for illegal purposes such as money laundering and, quite rightly, we are required to monitor financial activity and report suspected fraud to the appropriate authorities)

Updates, marketing and fundraising

With your consent, we will contact you occasionally to let you know about some of our latest work, the progress we are making and to ask for donations to help us continue our vital work in Northern Ireland. Here we use personal information to:

• send you updates on our work and how your money is making a difference to local people affected by premature birth.
• send you information on our upcoming fundraising events and other ways you may wish to support, raise money or donate money to the charity.

• build profiles of our supporters to help us send more targeted and relevant communications

We do not sell or share personal details to third parties for the purposes of marketing.

It is your choice on the type of communications and information you receive about our charity and the ways in which you can get involved. You can change your mind at any time by contacting us at:

TinyLife, The Arches, 11 – 13 Bloomfield Avenue, Belfast, BT5 5AA

Tel:  02890 815050  or E: info@tinylife.org.uk  Facebook:  @tinylifecharity   Twitter: @tinylifecharity

Keeping in Touch

We really like keeping you up to date on how your support is making a difference to local families who have experienced premature birth by sending you updates on some of our latest work. We also like to keep you informed on other ways you may like to support the charity. Our communications with you may include:

• Information on some of the latest work funded by the charity
• Updates on work carried out by our Family Support Service staff
• Information on upcoming fundraising events

• Information on fundraising and awareness campaigns

As TinyLife operates an ‘opt in’ policy, your consent is required before we can include you in our marketing communications. You must also advise how you wish to receive the communication. This also ensures that if you wish to hear from us that you receive our updates in a format that is most suitable for you (email or post). If you would like to receive such communications from the charity but have not opted in, please contact us on 02890 815050 or email: info@tinylife.org.uk  You can also contact us at any time if you wish to stop receiving communication from us.