Source of Funds
Prospero World conducts due diligence not only on the charities and organisations to whom we make charitable grants, but also on our donors. The purpose of our due diligence is to assess our source of funds, safeguard legal frameworks and to confirm the integrity and reputation of our donor's, in both the business and charitable communities.
To this end, Prospero World uses a robust but proportionate due diligence methodology to flag any early warning signs of problems regarding donations. We have chosen to bank with Triodos Bank who have a strict code of ethical banking.
We do not accept cash donations, with the exception of donations of less than £100 made at charitable fundraising events. Due diligence procedures will be more rigorous for large donations and for new donors who are unfamiliar, or previously unknown to Prospero World. To date, we have never accepted donations from an anonymous source.
If, at any point during the due diligence process, there is reason to be concerned about the source of or to refuse a donation, the Trustees will be made aware and written documentation will be made regarding this decision for our records.
Due diligence is always carried out directly by representatives of PW and not third party contacts.
Prospero World is committed to protecting your personal information and being transparent about what information we hold. This policy is designed to give you a clear explanation about how we collect and use the personal information you provide to us and ensure that we are honest and clear about your privacy and personal information at all times.
Who We Are
In our policies, 'we', 'us' and 'our' refers to Prospero World, Registered UK Charity 1163952 and Prospero World Trading Ltd, Registered UK Company 09765515. Prospero WorldTrading Ltd sells a range of products and all of its profits are donated to Prospero World in furtherance of its charitable mission. All entities are registered at Unit 4, Hill Farm, Kirby Road, Kirby Bedon, Norwich, NR14 7DU. All entities are owned and controlled by Prospero World.
Your Acceptance of this policy and our right to change it
By using our websites, social media pages, services (including phone, and email) or providing your information to us, we will collect and use your information in the way(s) set out in this policy. If you do not agree with this policy, please do not use our sites, social media pages or services.
We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them.
What is Personal Data
Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address. Some categories of data are more sensitive, which is known as personal sensitive data, including health information. Non-personal data is data that can't identify you personally, but can provide us with information to improve our services.
Overview of this Policy
It's important that you read our policy in full but to help guide you if you don't have time right now, here is a quick summary:
We collect information that can be personal data, sensitive personal data or non-personal data.
We collect information about the people we support, our supporters, funders, volunteers, the researchers who have expressed an interest in our funding and consultants.
We collect information to provide services or goods, to provide information, to provide grants to researchers, to fundraise for our work, for administration, research, profiling and analysis to better understand our supporters and for the prevention or detection of crime.
We only collect the information that we need or that helps us to fulfil our charitable aims and objectives.
We do our utmost to keep personal information secure, including on all of our websites and storing data on a secure database.
We never share your data with another company or charity for their marketing or commercial purposes.
We only share data where we are required by law.
Our Full Policy
This policy applies to all the websites we operate, our use of emails and any other methods we use for collecting information. It covers what we collect and why, what we do with your information, what we won't do with your information and what rights you have.
We collect information when you interact with us in order to further our charitable aims.
We collect two kinds of information
Non-personal information such as IP addresses (the location of the computer on the internet), pages accessed and files downloaded. This helps us to understand how many people use our websites, how many people visit on a regular basis and how popular/useful our web pages are. This information doesn't tell us anything about who you are or where you live.
Personal information. We will ask you for information in order to provide you with the services requested, for example to send you information on a specific theme, an invitation or process a donation.
We are committed to protecting the privacy of the young people that engage with us. If you are under 16 and would like to get involved, please ensure you have consent from a parent or guardian before you provide your personal information to us. We do not send any marketing communications direct to children under 16.
How we Collect Your Information
We collect information about you in the following ways:
Information you give to us directly, for example when you:
Sign up to take part in or attend one of our events
Register with and buy products on our shop
Make a donation
Join our Facebook groups
Choose to share your story with us
Volunteer with us or apply to work with us
Sign up to our e-newsletter
When you visit our websites, we collect technical information such as the IP address you use to visit the website, your browser type and version
Contact us or become involved with us in any other way not listed above.
Information from Third Parties:
We may also receive information about you from third parties if you have given them permission to share this information and indicated that you wish to support Prospero World, for example, if you set up a fundraising page for us with Virgin Money Giving. Depending on your settings or the privacy policies for social media and messaging services, we may access information from those accounts or services.
How We Use Your Data
We will mainly use the information we collect about you to:
Provide you with the information you asked for, for example, sample research.
Administer your donation or support your fundraising, including submitting your details to HMRC to claim Gift Aid if applicable.
Administer your participation in an event.
Keep you up-to-date with the impact of your support and to ask for financial and non-financial support.
Manage our research grants, including the peer review process.
Support and further our mission, for example if you have shared your story or given us consent to use your photo, we may use this in marketing or promotional materials.
Carry out any obligations arising from any contracts entered into by you and us.
Process a job or volunteering application.
Keeping a record of your relationship with us
We record contact we have with you, so we have a clear understanding of our relationship, how you've supported us or have been supported by us in the past. We may also collect and retain your information if you send us feedback about our services, give us a compliment or make a complaint.
Understanding our supporters and working more effectively
We are committed to providing everyone who gets in touch with us with the very best experience, providing you with timely and relevant communications and using our resources effectively.
To do this, we may use profiling techniques to provide us with general information about you, which may include geographic, demographic or other information relating to you to better understand your interests and preferences. This information is compiled by our consultants using publicly available data, or information that you have already provided to us.
Publicly available information may include information found in places such as Companies House, the Charity Commission, LinkedIn, listed Directorships, typical earnings in a given area or published in the media.
By doing this it allows us to understand the background of the people who support us and helps us to make the right requests. Importantly, it helps us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
Communicating with you
We may contact you about fundraising, campaigning, events and trading. We do not ask for consent to write or call you about these things, because, as a charity, each of these activities is fundamental to how we work, so we have a legitimate interest to contact you. However, you will also have an option to opt-out of receiving marketing communications by post or phone.
If you receive our e-newsletter, you can unsubscribe at any time by clicking on the link in the email. Our mass email service allows us to track who has opened our e-newsletter and what links have been clicked on. This allows us to monitor what information is most useful to improve our content and information in future.
Storing Your Data
When you give us your details, you agree to us recording your details on our secure database, so we can provide you with the best possible service every time you contact us. We hold your personal information for as long as required to provide you with the information or services you have requested, to administer your relationship with us, to inform our research, to inform our supporters' preferences, to comply with the law or to ensure we do not communicate with people who no longer wish to hear from us.
Prospero World holds its data on a secure database which is hosted by Salesforce in the European Union and by Mailchimp in the United States of America. Access to this system is limited and there is restricted access to data based on a person's role in the organisation.
Prospero World’s digital files are stored on Dropbox which is hosted in the United States of America. Access to this data is restricted. Dropbox’s Legal, Trust, and Privacy teams have carefully analysed the GDPR and are undertaking the necessary steps to ensure they are compliant with the requirements of the GDPR by 25 May 2018
Our website and online shop is hosted by Wix, who store data in the United States of America. Wix are working with a team of experts in order to make the required adjustments to their products, services, and documentation to ensure compliance with the GDPR. Wix.com is certified under the EU-US Privacy Shield Framework and the Swiss-US privacy shield framework as set forth by the U.S. Department of Commerce, regarding the collection, use, and retention of personal information transferred from the European Union to the United States, and therefore adheres to the Privacy Shield Principles.
Payments on our website shop are made via Paypal who process data in the European Economic Area (EEA) and Switzerland. Donations to Prospero World are made via Virgin Money Giving which is part of Virgin Money plc, a UK-based bank and financial services company owned by the Virgin Group.
Our accounting software is provided by Xero who are GDRP compliant.
Where we engage with organisations outside of the EEA, we will always endeavour to ensure that the processing of your data is subject to appropriate security measures.
All paper records are stored on premises at our registered offices. These offices are securely locked when no members of staff are present and access is restricted and monitored during the working day.
In line with the principles defined in the Data Protection Act 1998, as well as with European Union General Data Protection Regulations (GDPR), Prospero World will ensure that personal data will:
Be obtained fairly and lawfully, and shall not be processed unless certain conditions are met.
Be obtained for a specific and lawful purpose.
Be adequate, relevant, but not excessive.
Be accurate and be kept up to date to the best of our ability.
Not be held longer than necessary. The necessity will be defined by its viability in help the Charity achieve its aim.
Be processed in accordance with the rights of the data subjects (those about whom information is stored).
Be subject to appropriate and effective security measures.
Not be transferred outside the European Economic Area (EEA) unless explicitly stated.
Your details will be kept securely and only shared with trusted suppliers who enable us to deliver our charitable objectives, for example, distribution of our newsletter or if required to by law, i.e. with the police or a regulatory body. At all times we remain legally responsible for your data. We never share your data with any third parties for their own marketing or commercial purposes, including charities.
Keeping Your Information Up To Date
Where possible we use publicly available sources to keep your records up-to-date. However, we really appreciate it if you let us know if your contact details or circumstances change. Just contact us at firstname.lastname@example.org and we will update our records.
How To Change The Way We Contact You
Your personal preferences and keeping your data accurate is of utmost importance to us. If at any stage you do not want to hear from us or want to update your details, you can email email@example.com or write to us at Prospero World, Unit 4, Hill Farm Kirby Road, Kirby Bedon, Norwich, NR14 7DU.
Any email we send you will contain information about how to unsubscribe from email marketing communications. During any phone conversation you have with us, please feel free to let us know how you prefer to be contacted.
How To Find Out What Information We have about you
Any person whose personal information is held or processed by Prospero World has the right to know:
What information we hold about them.
How to gain access to this information.
How to keep it up to date.
What the charity is doing to comply with the Data Protection Act 1998 and EU General Data Protection Regulation.
Individuals have a right to access certain personal data being kept about them, either physically or digitally. Anyone who wishes to exercise this right should apply, in writing, to the Charity at the address above. The Charity will respond within one month, providing that the request includes appropriate contact details, proof of identity from the individual and we can validate the request.
If you are unhappy at any time about the way we process your personal information, please contact us and we will investigate your concerns.