Hope Lebedyn is committed to protecting the privacy of your personal data. We will respect any personal data you share with us and keep it safe.
Hope Lebedyn is committed to protecting the privacy of your personal data. We will respect any personal data you share with us and keep it safe. We aim to be clear when we collect your personal data and not do anything you wouldn’t reasonably expect.
Your privacy
Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we will collect, use and store your personal data. We may update this policy from time to time so please check it regularly. If there are significant updates, we will inform those who it may affect.
Hope Lebedyn is a registered Charitable Incorporated Organisation in the United Kingdom, number 1201618.
References to “we” and “us” refer to the Hope Lebedyn entitiy.
Hope Lebedyn may be data controllers of your personal data.
The registered address for Hope Lebedyn is 14 Horsted Square, Uckfield, East Sussex, TN22 1QG, United Kingdom.
Some examples of the type of information we may collect and hold about you are as follows:
But we may also collect, hold and process other personal data where it is appropriate and relevant, for example:
We will only process sensitive personal data also known as special categories of data (e.g. in relation to your health), with your explicit consent, for reasons of substantial public interests or where necessary for the establishment, exercise or defence of legal claims.
If you’re a volunteer we may collect extra information about you (such as references, criminal records checks, details of emergency contacts or medical conditions). We will keep this information for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim), and for safeguarding purposes.
2.2.2. For the avoidance of doubt, Hope Lebedyn does not use personal data for automated decision-making which produces legal effects or similarly significantly affects individuals. However, we may use profiling techniques in certain circumstances for the purpose of evaluating personal data to provide you with more targeted advertising and for the purpose of segmenting our database and supporters so that we can communicate with you in the most relevant way possible. In some cases we use cookies to do this. Our cookies policy explains in further detail the types of cookies we use to allow us to do this.
Charitable giving is very important to Hope Lebedyn's ability to operate as a grant making trust, committed to advancing the Christian faith through evangelism, discipleship, and compassionate work sharing the hope we have found in Jesus as we love, care and nurture people of all ages in everyday living, without prejudice. We carry out a wide variety of activities to seek support for our work from individuals and other grant making trusts, ranging from appeals for small one-off donations, to large fundraising initiatives for specific projects, such as setting up a bakery at the Centre in Lebedyn. We want to ensure that we are contacting you with tailored and appropriate communications, and ensure we direct our resources and fundraising activities as efficiently and effectively as we can. We also want to communicate with you from time to time to thank you for your support and tell you what we have achieved with the help of your donation.
2.4.1. Throughout our history Hope Lebedyn has relied on gifts of all sizes to support both our recurrent costs and for new projects. In order that our fundraising is appropriate, respectful, efficient and effective, we tailor our approaches to different people in different ways. We use information you have given us, sometimes together with data we collect from publicly available sources, to help us decide how best to do this.
2.4.2. If we do collect such information about you, whether jointly or on our own, we will inform you within one month of collecting this information in order to provide you with an opportunity to opt out of your data being used for these purposes. You can also opt out by emailing us on info@hopelebedyn.org.
2.4.3. We also have an obligation to ensure we are undertaking appropriate due diligence on potential donors, in accordance with guidelines set out by the Charity Commission and the Fundraising Regulator, and we may collect information from the public domain information for this purpose too.
The legal bases that we rely on for processing your personal data are:
3.1. You have provided your consent to us using your personal data for a specific purpose:
We will ask for your consent to use your personal data to send you marketing emails.
You always have the right to withdraw your consent at any time.
3.2. It is necessary in connection with the performance of a contract with you:
Sometimes it is necessary to process your personal data so that we can enter into contractual relationships with you. For example, if you become a donor to Hope Lebedyn, we will require your personal data to enable us to perform our agreement.
3.3. It is necessary for compliance with a legal obligation to which we are subject:
This would include where we have to retain certain records, for example, for maintaining suppression lists to ensure we comply with marketing laws, for tax reasons (such as those related to gift aid donations) and undertaking due diligence before accepting certain donations or entering into certain relationships.
3.4. It is within our legitimate interests.
Applicable law allows personal data to be collected and used if it is reasonably necessary for our legitimate interests or a third party’s legitimate interests (as long as the processing is fair, balanced and does not unduly impact individuals’ rights). We will rely on this ground to process your personal data when it is not practical or appropriate to ask for your consent, and where we are confident that this will not impact your rights. This may include where we undertake research on individuals including before we proactively contact them, as set out in Sections 4.2 and 4.3.
Our legitimate interests include raising funds for a wide range of activities to support our charitable objectives. We also have a legitimate interest in publicity and income generation, campaigning and fundraising in order to support these objectives and undertaking due diligence to establish the provenance of donations that are made, or may be made, to us.
Where you have provided your details to us, we may contact you by post and phone for certain marketing and fundraising activities as set out in section 5 below (but we will explain this to you at the point that we collect your details). You can opt out of this activity at any time by emailing us on info@hopelebedyn.org.
We will also rely on our legitimate interests for the proper administration of Hope Lebedyn, and to manage our operations (for example, maintaining appropriate records and databases, for the detection and prevention of crime and safeguarding all those who access our premises and facilities).
When we process your personal data to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal data for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
Please see section above for the limited legal basis for when we process sensitive personal data.
We collect information about you:
You may give us your personal data in order to receive information from us; when you volunteer with us; when you donate to us; when you respond to a survey or when you otherwise engage with us on our websites and digital products.
Your personal data may be shared with us by third parties in certain circumstances. This may include (but is not limited to) Stewardship and Essential Christian who provide some financial, administrative and support services to us..
Where appropriate you should check any Privacy Policy of any third party when you provide your personal data to them in order to understand fully how they will process your personal data. The Stewardship privacy policy can be seen at www.stewardship.org.uk/transparency/privacy, and the Essential Christian privacy policy can be seen at essentialchristian.org/privacy-policy/.
We may combine personal data you provide to us with personal data available from external publicly available sources such as Companies House and published articles and newspapers. Depending on your privacy settings for social media services, we may also access personal data from those accounts or services. We use this personal data to gain a better understanding of you, and to improve our communications and fundraising approaches (see section 3 above).
We may collect personal data about you when you use our websites and digital products. Whenever you input personal data into our website (for example, signing up for an email newsletter), we will collect the personal data that you give to us.
We use “cookies” to identify you when you visit our websites and digital products. Amongst other things this helps us to understand our website users and may enable us to improve the website experience for you and/or other users. Please refer to our cookies policy for details on how and why we use this data in our cookies policy.
We may collect other personal data from your use of the websites, such as your IP address and access times.
We may link our websites directly to other sites. This Privacy Policy does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external websites you visit.
5.1 We may contact you by post and telephone, and, where you have provided consent, by e-mail, to let you know about our events and activities (and we may also mention those of third parties, particularly where they are collaborating with us or sponsoring our events) that might be of particular interest to you; or about the work of Hope Lebedyn more generally; and to request donations and provide you with information about and the opportunity to participate in our fundraising activities. We provide the opportunity for you to opt-out from receiving our marketing communications every time we contact you.
You can opt-out from receiving our marketing communications, or update your contact preferences at any time by emailing: info@hopelebedyn.org.
We know it is important to our partners to use our resources in a responsible and cost-effective way. To that end, we may use automated profiling and targeting to help us understand our partners and make sure that:
If you’ve agreed that we can contact you for marketing purposes, we may also gather additional information about you from external sources, for example: updates to address and contact information made available by Royal Mail. This analysis may be carried out by us or by third party organisations working for us.
If you are a social media user, we will use certain social media tools as part of our relationship with you. These tools include such things as Facebook and Instagram Custom/Lookalike Audiences, Google Customer Match/Similar Audiences, Twitter Tailored/Lookalike Audiences and LinkedIn Matched Audiences.
Through using these tools, we will provide some of your data to the social media platform / organisation to allow them to identify your social media profile with them. The social media platform / organisation will then show you relevant advertisements relating to Hope Lebedyn which we think you will be interested in seeing on your newsfeed.
The social media platform / organisation will also use your profile to identify those with similar characteristics to you who we think may also be interested in finding out more about Hope Lebedyn and the work we do. These identified individuals will then be shown advertisements about Hope Lebedyn on their newsfeed. This activity is governed by the social medial platform’s own privacy policy and terms and conditions, so please do refer to these documents if you require any further information about this activity.
We do not sell your information under any circumstances. We may use your personal data with third party fulfilment contractors, such as email communication platforms, but only if they apply an appropriate level of security protection.
We may also, in certain circumstances, receive your details from charitable giving platforms such as Stewardship, in accordance with a particular platform’s privacy policy. For example, where you donate to Hope Lebedyn through an online platform, they may then give us your address so that we can write to you and say thank you. Please do review any such policies before giving your data to these platforms, to ensure that you are happy for your data to be shared in this way.
We work with service providers and other third parties who help us to operate and to provide and improve our information, products and services, and we may share information with them for this purpose.
We may provide your email address to digital advertising or social media companies who work on our behalf, such as Facebook and Instagram. This is so we can reach you and others like you with information about how you can support our cause. This data is always provided in an encrypted format and is deleted immediately after use. If you don’t want to see targeted advertising from us on social media, please refer to the instructions provided by the social media site, for example on Facebook, Instagram, X (Twitter) and Google.
Whilst we may allow our staff, consultants and/or external service providers acting on our behalf to access and use your personal data for the activities we have described in this policy (e.g. to provide services or products to you, deliver mailings, to analyse data and to process donations), we only permit them to use it to deliver the relevant information, goods or services, and only if they apply an appropriate level of security protection.
We may need to disclose your personal data upon request to regulatory and government bodies as well as law enforcement agencies. We may also merge or partner with other organisations and in so doing, acquire or transfer personal data but your personal data would continue to be used for the purposes set out above.
The personal data we collect from you may be transferred to, shared and/or otherwise processed by organisations or companies outside the European Economic Area (“EEA”). Where your personal data is transferred outside the EEA, we will take reasonable steps to ensure that the recipient implements appropriate measures to protect your personal data (for example, by entering into EU Commission approved standard contractual clauses).
Unfortunately, the transmission of personal data via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to or via our websites and digital products; any transmission is at your own risk. If you have any questions about the international data transfer of your personal data, please contact us using the details below in section 12.
Those aged under 13 are not permitted to receive our newsletters, or enter any competitions or prize draws with us. We will not knowingly have any other direct contact with those aged under 13.
Where consent is required to process children’s personal data and the child is under 13 years, where appropriate we shall seek consent from a parent or guardian, or shall ensure such consent is in place before any data is shared with us. We shall only hold personal data about children that is absolutely necessary for the purpose of the event/programme that they are applying for or participating in.
Where a parent or guardian gives consent on behalf of a child, we may contact that child after their 16th birthday, to check if they wish to maintain their relationship with us.
We are committed to ensuring that there are appropriate technical controls in place to protect your personal data including protection from misuse and unauthorised access. For example our network is protected and routinely tested.
Your information is only accessible by staff, volunteers and contractors who are bound by appropriate policies and procedures to protect your information
Please note that you may only use/benefit from some of the following rights in limited circumstances. For more information, we suggest that you consult guidance from the Information Commissioner’s Office (ICO) – ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr – or please contact us using the details in section 12 below.
In certain circumstances as outlined in the ICO guidance referred to above, you have a right to require us to stop processing your personal data in a particular way.
You have the right to request that your personal data is erased from our records in certain circumstances.
You have a right to ask for a copy of the personal data we hold about you. If you want to access your personal data, please send proof of your identity along with a description of the personal data you want to see to Data Protection Officer, Hope Lebedyn, 14 Horsted Square, Uckfield, East Sussex, TN22 1QG, or email info@hopelebedyn.org. Please send a copy of a form of identification containing a photograph (e.g. Passport, Photocard Driving Licence) along with a copy of a utility bill or bank statement etc to help verify your address. Please blank out any financial or other confidential information. If we are unable to verify your identity we will contact you as soon as possible.
Once we have all of the information necessary to respond to your request we will provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex, but we will inform you if this is the case
We also want to make sure that your personal data is accurate and up to date. Please let us know if your details change. You may also ask us to correct or remove personal data which is inaccurate.
You can also opt-out of receiving all or some of our marketing/ fundraising communications or request that we stop processing personal data about you for certain purposes at any time by contacting us using the details in section 12 below.
In certain circumstances you have a right to data portability which means we will provide you (or a third party you nominate) with your personal data in a structured, commonly used and machine-readable format.
If you are unhappy with the way in which we have handled your personal data please contact us using the details below.
Please let us know if you have any queries or concerns about the way that your personal data is being processed by us by contacting us on the details below. You are also entitled to make a complaint to the Information Commissioner’s Office. For further information see the Information Commissioner’s guidance here: ico.org.uk/for-the-public/personal-information.
It’s always better if you can let us know straight away. Most complaints can be sorted out quickly by a member of our team, and our team will welcome the opportunity to do this if at all possible.
You can contact Hope Lebedyn by email, or in writing.
Email: info@hopelebedyn.org
Write to:
Hope Lebedyn
14 Horsted Square
Uckfield
East Sussex
TN22 1QG
Should you make your complaint by email or in writing we will do everything we can to resolve it within 10 working days. If this is not possible, we will explain why and give a new deadline.
If you are not happy with our response, then you can get back in touch with us by writing to Hope lebedyn's trustees. Your complaint will be reviewed by a trustee, and our response will be sent in writing within 10 working days.
If for any reason your complaint is still unresolved, then please address your complaint to the Chair of the Board of Trustees. If your complaint relates to fundraising activity, you can also contact the Fundraising Regulator.
Please address correspondence to:
Hope Lebedyn
14 Horsted Square
Uckfield
East Sussex
TN22 1QG
We keep personal data for as long as there is a need to keep it in connection with the purposes for which it was collected. We may keep your personal data after a particular matter or exchange has concluded but purely for record keeping purposes and to be able to respond to queries. In some cases, we are also obliged to retain your personal data to comply with legal or statutory obligations (for example, to keep records of contractual or financial matters).
Whilst the specific time periods vary depending on the circumstances, in general we will not keep records that include personal data for more than 10 years after a particular matter or exchange has concluded. In the event that you ask us to stop sending you marketing communications, we will retain certain details, such as your name and email address, but only to ensure that you are not contacted again.
For all enquiries in respect of this Privacy Policy, please contact via email to: info@hopelebedyn.org or by post to: Data Protection Officer, Hope Lebedyn, 14 Horsted Square, Uckfield, East Sussex, TN22 1QG.
In this policy “websites and digital products” refers to all Hope Lebedyn websites, including the primary Hope Lebedyn website found at hopelebedyn.org, and all our digital products, such as email, applications and digital channels, including social media.
We keep our privacy policy under regular review.
This privacy policy was last updated in September 2023.
