This website is operated by GapGuru Limited. We take your privacy very seriously therefore we urge to read this policy very carefully because it contains important information about on:
- who we are,
- how and why we collect, store, use and share personal information,
- your rights in relation to your personal information, and how to contact us and supervisory authorities in the event that you have a complaint.
Who we are
GapGuru Limited (‘we’ or ‘us’) (trading as GapGuru) collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data protection Regulations which apply across the European Union (including the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
What personal data we collect and why we collect it
1. a) Personal information you provide to us
We collect the following personal information that you provide to us:
The information we collect may include but is not limited to: your name, home address, email address, date of birth, telephone number(s), Health information, both physical and mental, passport details, areas of interest and next of kin details. In some instances additional information may be required to support your specific activities.
Some examples of when we collect this information include:
- When you sign up to join one of our international volunteering projects at Uni Freshers fairs
- When you express interest in joining one of our international challenges, by giving us your contact details or contacting us directly for more information via phone, email, social media or in person
- When you contact us about our other activities, whether through our website or by email, phone, text or via social media.
- When you donate or set up a fundraising page to benefit the Futuresense Foundation on other online giving platforms (Just Giving / Virgin Money Giving).
- When you sign up to join a UK event via our website
- When you donate to us or fundraise on our behalf.
1. b) Sensitive personal information
Sensitive personal information includes any information which relates to the following:
- your genetic data
- your biometric data
- your ethnic origin
- your political opinions
- your religious beliefs
- whether you belong to a trade union
- your physical or mental health or condition
- your sexual life, and
- whether you have committed a criminal offence
We may request that you provide sensitive information, but if we do, we will in every instance explain why we are requesting it and how we intent to use it. We will only collect your sensitive personal information with your explicit consent.
Some examples of when we may request sensitive personal information include:
- to ensure we have the correct details for the relevant challenge
- to ensure that participants have cleared checks for working with children
- to ensure that proper accommodation is provided in-country
- to ensure smooth delivery of our challenges
1. c) Personal information you provide about third parties
If you give us information about another person, you confirm that the other person has appointed you to act on their behalf and agreed that you:
- shall consent on their behalf to the processing of their personal data;
- shall receive any data protection notices on their behalf;
- shall consent on their behalf to the transfer of their personal data abroad; and
- shall consent on their behalf to the processing of their sensitive personal data.
1. d) Cookies and similar technologies
A cookie is a small text file which is placed onto your computer or electronic device when you access our website. Similar technologies include web beacons, action tags, local shared objects (‘flash cookies’) and single-pixel gifs. Such technologies can be used to track users’ actions and activities, and to store information about them. We use these cookies and/or similar technologies on this website.
- When you visit one of our websites, we collect standard internet log information for statistical purposes.
- We do not associate information gathered from our sites with personally identifying information from any source.
- When we collect personal information, for example via and online form, we will explain what we intend to do with it.
- Our websites contain links to various third party websites. We are not responsible for the content or privacy practises of any external websites that are linked from our sites.
- This information helps us to build a profile of our users. Some of this information may be aggregated or statistical, which means that we will not be able to identify you individually.
- In addition it should be noted that in some cases our cookies or similar technologies may be owned and controlled by third parties who will also collect personal information about you.
How we use your personal information
We collect information about our users for the following purposes:
*To manage and deliver our international volunteering programmes across our 6 hubs, including contacting you with event administration information, fundraising support and other tailored communications, and organising logistics in-country. *Sending communications about our work, its impact on the children and communities we seek to help and how to support us. *Maintaining accurate list of individuals that do/do not wish to receive further contact from us. *To manage our internal administration, including complying with our accounting, legal and regulatory obligations.
Who your information may be shared with
We may share your information with:
Law enforcement agencies in connection with any investigation to help prevent unlawful activity.
GapGuru works with various third-party suppliers and providers to support with the delivery of our activities. We will receive your personal information from these third-parties where you have agreed that the information can be shared with us. In these instances, you are advised to consult other sites’ privacy notices as we have no control over information that is submitted to, or collected by, these third parties.
We will not share you personal information with any other 3rd parties.
We would like to send you information about products, services, offers, competitions and our business which may be of interest to you. Such information could be sent by post, email, telephone, text message or automated call.
We will ask whether you would like us to send you marketing messages on the first occasion that you provide any relevant contact information (i.e. on purchase, signing up to a newsletter, entering a competition etc). If you do opt in to receive such marketing from us you can opt out at any time (see ‘What rights do you have?’ below for further information). If you have any queries about how to opt out, or if you are receiving messages you do not want you can contact us using the details provided below.
Whether personal information has to be provided by you, and if so why
The provision of the following information is required from you:
*When you get in touch with us to join our volunteering projects and fundraise, we will collect information about you. The information we collect may include your name, email address, home address, date of birth, telephone number(s). In some instances additional information may be required to support your specific activities, including health information, passport details and next of kin details.
This is to enable us to do the following:
- To manage and deliver our international volunteering programmes in all 6 hubs, including contacting you with event administration information, fundraising support and other tailored communications, and organising logistics in-country.
- Sending communications about our work, its impact on the children and communities we seek to help and how to support us.
- Maintaining past/current donor lists for historical records, relationship management and to determine who we may ask to support us in the future.
- Maintaining accurate list of individuals that do/do not wish to receive further contact from us.
- To manage our internal administration, including complying with our accounting, legal and regulatory obligations as a charity.
- The maintenance of an accurate donation log to enable the development of annual accounts.
We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
How long your personal information will be kept
We will hold your personal information for the following periods:
We collected the personal information based on your consent and to enable us to deliver the programme you signed up for. After this programme we retain your information to keep in touch as a member of our alumni, if however you subsequently withdraw your consent, then we will delete your personal and contact information, although we may keep your name on file to ensure you are not re-added to our database in error.
These periods are no longer than necessary in each case.
Reasons we can collect and use your personal information
We rely on the following as the lawful basis on which we collect and use your personal information:
- contract legal obligation
- vital interests
The basis on which we process your sensitive information (i.e. special category as in the GDPR) is that:
- You are taking part in our international volunteering projects, we will share your data with your University or Students Union and with the individual acting as the project leader at your University or Students Union.
- To deliver the services that you have signed up for.
- Where we are under a legal or regulatory obligation to disclose your information. For example, where have received a valid request from the police or Charities Commission.
- In other circumstances where you have otherwise provided your consent.
Keeping your information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will also use technological and organisation measures to keep your information secure.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Indeed, while we will use all reasonable efforts to secure your personal data, in using the site you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us using the details below.
Transfers of your information out of the EEA
We may need to transfer your personal data to the following countries outside of the European Economic Area:
These transfers will be undertaken for the purpose of
Delivery of programmes across our 6 international hubs, we work with in-country activity providers to provide extension trips and weekend activities for our participants. We will share your data with these third parties as and where necessary for the safe delivery of activity. If you choose to share your data with these providers when taking part in a trip or activity, please be aware that we have no control over information that is submitted to, or collected by, these third parties. In these instances, you are advised to consult their own privacy notices.
Such countries do not have the same data protection laws as the United Kingdom and EEA. Whilst the European Commission has not given a formal decision that such countries provide an adequate level of data protection similar to those which apply in the United Kingdom and EEA, any transfer of your personal information will be subject to a European Commission approved contract, or standard data protection clauses in the form of template transfer clauses adopted by the Commission, that will safeguard your privacy rights and give you remedies in the unlikely event of a security breach (as permitted in accordance with Article 46 of the General Data Protection Regulations).
For more information on the basis of any non-EEA transfers, our safeguards or Commission details, please contact us as described below. We will not otherwise transfer your personal data outside of the EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
Children and the validity of consent
Where we obtain consent from any user we will take reasonable steps to ascertain whether the user is over 13 years of age and whether the child is sufficiently informed to give valid consent. If the user is not, parental consent will be required to provide consent for the processing of any personal information.
What rights do you have?
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
- fair processing of information and transparency over how we use your use personal information
- access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of personal information concerning you in certain situations
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- object at any time to processing of personal information concerning you for direct marketing object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances
- claim compensation for damages caused by our breach of any data protection laws
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)
If you would like to exercise any of these rights please:
- email, call or write to us
- let us have enough information to identify you
- let us have proof of your identity (a copy of your driving license, passport or a recent credit card/utility bill)
- let us know the information to which your request relates
From time to time we may also have other methods to unsubscribe (opt-out) from any direct marketing including for example, unsubscribe buttons or web links. If such are offered, please note that there may be some period after selecting to unsubscribe in which marketing may still be received while your request is being processed.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.
If you have any questions about this policy or the information we hold about you, please contact us by:
e-mail: [email protected]
post: GapGuru, The Town Hall, Market Place, Newbury, RG14 5AA