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KYGN UK takes your privacy seriously and is GDPR compliant

At Kilimanjaro Young Girls In Need CIO (KYGNUK, registered charity number 1166576), we are committed to protecting and respecting your privacy. This Privacy Policy describes exactly when, how and why we collect personal information, what information we collect, how we use it and how we keep it secure, and the rights you have regarding our collection, processing and storage of your data, including the right to be forgotten.


What information do we collect, how do we collect it and what do we use it for?

We may collect or receive personal information about you for example when you:

  • Give us information directly by:

  • Visiting or contacting us via our website

  • Subscribing to our mailing list or responding to one of our mailings

  • Requesting information from us

  • Contacting us, or becoming involved with us in any other way than as stated above

Give us information indirectly by:

Making an online donation via third-party fundraising/donation-processing websites such as Virgin Money Giving or Facebook

The information we collect may include, but is not limited to:

  • Your name, address, email address, telephone number, and/or mobile number, along with your preferences as to how we should contact you in the future

  • Financial information which you give to us, including your gift aid/taxpayer status

  • Records of your donation history and correspondence with us

  • Other details relevant to your communications with us including your reasons for supporting us

  • Bank account details, should you ask us to contact your bank on your behalf to set up a standing order.

*Payment information: We do not directly collect and handle payment information such as credit/debit card details. If you make a donation either directly or via a fundraising page your card details are collected by our third-party payment/donation processors, who specialise in the secure online capture and processing of credit/debit card transactions. They may share your contact details with us but no payment information is shared with us, nor do we have access to it. Please refer to the Privacy Policy’s or Statements of these respective organisations for further information.


We will use your personal information in a number of ways including:

  • To provide you with information you have requested

  • Fundraise in accordance with our policies and procedures

  • To administer your donation, including sending a thank you email or letter, and for Gift Aid processing

  • Keeping a record of your relationship with us

  • To send you our e-newsletters if you have subscribed to our mailing list

  • To maintain our organisational records and ensure we have your most up-to-date marketing and communications preferences. If you receive an information  email from us that you haven’t asked for please do let us know. You may opt-out of email marketing communications by clicking the ‘Unsubscribe’ link at the end of our mailing list emails.


Sensitive personal data

We do not collect ‘sensitive personal data’, as defined by data protection regulation, such as health information, race, religious beliefs and political opinions.

Collecting children’s data

Whilst we don’t routinely collect information from children (under 16s) we appreciate that supporters of all ages may wish to get involved with our work. If you are under 16 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information.


With whom do we share your data?


We will never sell your data to any third party nor will we share your details with other entities and you will not receive communications from other charities or organisations as a result of giving your details to us.


We will only share information with other organisations where we have your permission to do so in accordance with this Privacy Policy or where it is necessary for a legitimate reason or where it is required by law or regulation. These “data processors” will only act under our instruction and we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure. Examples of situations where we may share your details are as follows:

  • When claiming Gift Aid on any eligible donation you have made, or for a Gift Aid audit, we are required to provide to HMRC the name and address of any individual on whose donation we have claimed or are claiming Gift Aid.


How do we store your data and keep it safe?


KYGN UK is committed to keeping your personal information safe and secure and we will always protect against unauthorised access to, loss, misuse or unauthorised disclosure of your information. We always ensure that only KYGN UK Trustees have access to your information on a strictly need to know basis.  Any place where personal data is stored is protected via a secure password or log-in, or, in the case of physical records, held in a secure location.


Your data may be stored in the following places, depending on how and where you have provided it:

  • our Excel database

  • our email servers and in our Outlook email folders

  • our Mail Chimp account

  • the admin end of our website

  • our paper records and files


Despite all precautions, no data transmitted over the internet, stored on a computer or in the Cloud, can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online either directly or via a third-party, and you must understand that you do so at your own risk.


For how long do we keep your information?


We will hold your personal information on our systems for as long as is necessary for the relevant activity. If you ask us to stop sending you marketing communications, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.


Your rights


Data protection legislation gives you the following rights in relation to your personal data:

  • To object to, restrict or withdraw consent from us processing your personal data

  • Access to, rectification of and deletion of the personal data we hold on you


If you wish to exercise any of your rights, please write to us at 70 Mulgrave Road, Sutton, Surrey SM2 6LZ or email


If you make a request relating to any of your rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations.


If at any time you’d like us to change the way we contact you, please write to us at KYGN UK, 70 Mulgrave Road, Sutton, Surrey, SM2 6LZ or email

This policy was last updated in Feb 2019.

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