The aim of this policy is to provide clear information about how Swift Fundraising Limited (SFL) gathers and uses personal and professional information that has been provided by you via phone, email, post, on-line or from third parties. The document sets out how we process data relating to individuals in compliance with current data protection legislation (GDPR).

The Swift Fundraising Limited website

Storage of Data

SFL associates

Fundraising research and applications

Queries or complaints

Access to personal information

 1. The Swift Fundraising Limited website (www.swift-fundraising.com)

All testimonials are displayed with the consent of the contributors

A copy of SFL’s Privacy Statement is included on the website

The procedure for processing enquiries from the online enquiry form is described in the following section

It is possible to contact SFL in the following ways:

Via our online enquiry form on our website

Telephone

Mail

Email

Post

In each case, when you contact us, we will add your basic contact details, plus a brief note about the nature of your enquiry, to our electronic files on the password protected computers of SFL’s Director who will use these details to stay in touch with you through the course of our discussions

If an initial enquiry leads to a contract with SFL, essential data required by SFL for the delivery of the contract will be held on the Director's password protected computers, and those of the Associates engaged to deliver the contract on behalf of SFL, for up to six years, in accordance with HMRC recording guidelines

Data relating to completed contracts will also be held on the Director's computers for a maximum of six years, unless the client specifically requests that it be removed. This is because, in our experience, previous clients frequently contact us to work with them again in the future

The justification for processing data in this way in the examples listed above is that it is in our Legitimate Interest to do so, given the nature of our work, and its dependence on having access to this information

No information will be shared with third parties

 3. SFL Associates

When you work for SFL in a sub-contracted or Associate capacity, we will only use the information you provide us with to process your application and for purposes directly relevant to your work with/for SFL

Where appropriate, we will hold documentation on password protected computers, such as copies of CV, personal references and qualifications

No information will be shared with third parties

Documents will be stored on file for up to six years, in accordance with HMRC recording guidelines

The justification for processing this data is that it is in our Legitimate Interest to do so in order to maintain an effective working relationship

 4. Fundraising research and applications

Work undertaken for our clients often includes elements of prospect research. This may involve research into individuals, grant-making Trusts and Foundations or businesses who may be interested in supporting our client. Under these circumstances SFL is acting as a ‘Data Processor’ for the client, and the work typically involves reviewing publicly available information which has been put in the public domain by the data subjects themselves. The information that SFL collects is stored in password protected electronic files by the SFL Director and SFL Associates. Where appropriate, the data is submitted to the contracting client who is the ‘Data Controller’

When undertaking research and applications on behalf of a client, SFL will adhere to the Data Processing Procedures and the Privacy Policies of the contracting client at all times

No data is sold to third parties

The justification for processing data in this way is that it is in our Legitimate Interest to do so, given the nature of our work, and its dependence on having access to this information

 5. Queries and complaints

If you have any queries about this policy, please contact Julie Ferris, Director, Swift Fundraising Limited at admin@swift-fundraising.co.uk

SFL aims to meet the highest standards when collecting and using personal information. We encourage you to bring to our attention any perceived misuse, or inappropriate collection of data so that we may address the issue as quickly as possible

If, after contacting us, you still have an issue, you may wish to take the matter up with the Information Commissioner (www.ico.org.uk )

SFL is registered with the Information Commissioner’s Office (ref. ZA334874 )

 6. Access to personal information

You are welcome to request a copy of any of your information held by SFL, at any time. Please send your request by email to Julie Ferris, Director, Swift Fundraising Limited at admin@swift-fundraising.co.uk. Please provide your name, address, telephone number and email address, together with an indication of the information that you require

 (Last updated: 12th January 2023)