Data protection, privacy and communications policy
www.dentalwellnessfoundation.org is a website operated by the Dental Wellness Foundation
The Dental Wellness Foundation takes the privacy of our beneficiaries, supporters and volunteers very seriously. We are strongly committed to protecting your privacy and every reasonable effort is taken to ensure that your information is kept secure and intact. This policy describes how The Dental Wellness Foundation collects and uses personal information about the people who visit our websites and give us their data over the phone, face-to-face, and in writing. This policy also states how and why we use data, how we store it and how individual personal preferences can be amended.
The terms of this policy may change, so please check it from time to time. This version published on 18th June 2020, supersedes all previous versions.
By using our website, you are accepting and consenting to the practices described in this policy. If you have any queries about this policy please contact:
GDPR provides the legal framework that defines how personal information can be used. ABF The Soldiers’ Charity is fully committed to complying with the principles set out in GDPR and has a legal duty to protect any information we collect from you. Please read this privacy policy to understand how we use your data. In summary:
Only information that we need is collected.
Your personal information is only used for the purpose for which we collect it. Your personal information is only seen by those who need it to do their jobs.
We will only disclose data when we have your consent, or where we are obliged to disclose personal data by law, or as expressly permitted under the GDPR (through contract; legal obligation, vital interests; public task; or legitimate interests).
We will keep your information up to date. Inaccurate or misleading data will be corrected as soon as possible.
Personal information is retained only for as long as it is required for the purpose collected; normally, this will be for a maximum of 6 years if we do not hear from you during this time. Unless there is a legal requirement to do otherwise, at the six year point, we will take steps to remove your information from our records.
Your information will be protected from unauthorised or accidental disclosure and processed in an appropriate manner to maintain its integrity and confidentiality.
We will provide you with a copy of your personal information on request (please see below for information on access rights and requests).
These principles apply whether we hold your information on paper or in electronic form.
We may also collect technical information relating to your use of our website, including your browser type or the Internet Protocol (IP) address used to connect your computer to the internet.
We also gather general information about the use of our website, such as which pages users visit most often and which services, events or facilities are of most interest. We may also track which pages users visit when they click on links in emails.
We obtain personal information from you when you enquire about our activities – including fundraising and trading – register with us, send or receive an email, make a donation to us, ask a question or otherwise provide us with personal information.
We will only ever collect the information that we need, including data that will be useful to help improve our services. The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our sites.
What information do we collect?
The personal information we collect might include name, date of birth, email address, postal address, telephone numbers.
We collect special categories of personal data only if we are permitted to do so by data protection law, and we have additional measures in place to protect this data.
Why do we collect this information?
We collect this information for the purpose of promoting the aims of the Charity and communicating effectively and appropriately with our supporters and, in particular, providing support to our beneficiaries. The lawful basis for which we process your information is:
your consent;
processing is necessary for the performance of a contract to which you are a party. If you fail to provide this information we may be unable to perform the contract;
processing is necessary to protect your interests or that of another person;
processing is necessary for the performance of a task carried out in the public interest;
processing is necessary for the purpose of the legitimate interest pursued by us or a third party, except where your rights as a data subject override our legitimate interest. The legitimate interest we rely upon is subject to a assessment based on the specific context and circumstances.
How do we use this information?
We will use the information you provide in the ways set out below:
promote the aims of the Dental Wellness Foundation to provide and personalise our services to beneficiaries;
to communicate with our supporters, dealing with your enquiries and requests, recording any contact with you;
to provide you with information that you have indicated an interest in, for example information about our campaigns, volunteering, fundraising and trading activities and how you can donate to us;
we may use this information to personalise the way our website is presented when users visit it, to make improvements to our website and to ensure we provide the best service for users;
Segmentation, so that we can offer supporters information relevant to them; for administrative purposes.
If you enter your contact details in one of our online event registration forms, we may use this information to contact you even if you don’t “send” or “submit” the form. We will only do this to see if we can help with any problems you might be experiencing with the form or with our websites.
Do we share your information with anybody else?
No, unless it’s with a to do with a formal dinner or event where they need names for security. We do not sell personal details to other charities or other third parties.
Our websites may include links to websites run by other organisations. Dental Wellness Foundation is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully before sharing any personal or financial data.
Storing and protecting your information
We recognise the concerns that many people have about giving personal information online.
We place great importance on the security of all personally identifiable information associated with our beneficiaries, supporters, staff and volunteers. We have security measures in place to protect against the loss, misuse and alteration or destruction of personal data under our control. Information is stored by us on computers located in the UK. We may also store information on paper files. All of our online forms are protected by encryption. We also use a secure server when you make a donation or payment via our website.
However, no data transmission over the internet is 100% secure. As a result, whilst we cannot absolutely guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to prevent this and protect your personal information. The Charity uses a set of controls to provide protection from the most prevalent cyber security threats and has been awarded Cyber Essentials Plus certification.
We will keep your information only for as long as we need it to provide you with the goods, services or information you have required, to administer your relationship with us, to inform our research or the preferences of our supporters, to comply with the law and tax accounting rules, or to ensure that we do not communicate with people who have asked us not to.
When your information is no longer required, we will always dispose of it securely, in accordance with our retention of records policy.
Payment Card Information
The Dental Wellness Foundation does not store any sensitive payment card data in our systems. The Charity has an active PCI-DSS compliance programme in place. This is the international standard for safe card payment processes.
Transfer of Information Outside of South Africa
Given that the Internet is a global environment, using it to collect and process personal data necessarily involves the transmission of data on an international basis. This means for instance that data you pass to us may be processed outside South Africa, although the data will always be held securely and we will take steps to ensure that any third-party organisation we engage to process data on our behalf provides an adequate level of protection in accordance with GDPR. By submitting your personal information, you agree to this transfer, storing or processing at a location.
Under 13s
Dental Wellness Founation is concerned to protect the privacy of children aged under 13. We will seek consent from a parent or guardian before collecting personal information about a child aged under 13. We will not knowingly request or collect from a child any information online that can be traced to the child, such as an email address, name, or information about the child’s family. Unless a parent or guardian consents to such use in advance, we will not knowingly use information that a child provides to us for any fundraising or promotional purpose
Your Rights
You have a right to object to Dental Wellness Foundation processing your personal information (‘right to object’) at any time where we rely on our legitimate interests for doing so. Such a request must be sent to the Data Protection Officer at the above address.
You also have a right to object to our processing your data for the purposes of marketing. ABF The Soldiers’ Charity always acts upon your choices around what type of communications you want to receive and how you want to receive them. You have a choice about whether you want to receive information about the Charity’s work and fundraising and trading activities. We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions; if you don’t want to hear from us then that’s fine. We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted. You can change your marketing preferences for what you receive from us and how, at any time, by contacting:
E-mail: linda@dentalwellnesstrust.org
You have a right to ask us to confirm whether we are processing information about you, and to request access to this information (‘right of access’). Please use our form to ensure you supply all the information we need to process your request. You can also use this form if you are requesting information on behalf of somebody else. We will ask you for proof of your identity before we can act upon your request. To obtain a copy of the personal information we hold about you, please email :
E-mail: linda@dentalwellnesstrust.org
