The Umbrella Foundation Australia (TUFA) Privacy Policy
Our website address is: https://umbrellafoundationfundraising.org
1. This is the Privacy Policy for The Umbrella Foundation Australia (TUFA) – ABN: 18 621 117 566. TUFA is a registered charity in Australia. This policy has been approved by the TUFA Board and it applies to all TUFA activities in Australia.
Who is The Umbrella Foundation Australia?
2. The Umbrella Foundation Australia (TUFA) was founded in 2013 and is a small registered charity in Australia.supporting trafficked & vulnerable children and their communities in Nepal. TUFA has a track record of ensuring all funds raised actually get to the front line, to programs and activities that deliver results.
3. The activities of TUFA in Australia primarily involve fundraising, advocacy and community awareness building.
4. TUFA has a management board and board committees to provide strategic direction, governance and oversight. The activities of TUFA are supported by a community of members, volunteers and community members that identify with and support the objects of TUFA.
5. For the purpose of this policy, The Umbrella Foundation Australia includes the following:
5.1. Websites at https://umbrellafoundationaustralia.org and https://umbrellafoundationfundraising.org.
5.2. Social media accounts – Facebook and Instagram @umbrellaaustralia, LinkedIn https://www.linkedin.com/in/the-umbrella-foundation-australia-ab8599104/
5.3. Email addresses – @umbrellaaustralia.org
The TUFA Privacy Protection Principles
6. The Board has formulated this privacy policy to ensure TUFA meets the privacy protection standards its members and supporters expect and they remain confident their information is stored safely and is used by TUFA for only the purposes they expect.
7. The Privacy Protection Principles the board has agreed are:
7.1. Secure storage and use – All data on members, volunteers, supporters and subscribers will be secured securely and it will only be accessed by persons authorised by the Board and only for specific TUFA administrative purposes.
7.2. No third parties – No data on members, volunteers, supporters and subscribers will be provided to anyone else [unless TUFA are required by law to provide this information].
7.3. Minimal information kept – TUFA will not collect and store any more private information than what is reasonably necessary to perform its functions.
7.4. Act quickly – TUFA will act promptly on any requests to amend or remove any personal information held (subject to legal limitations -for example, the law requires the information to be kept)
What Information Does TUFA Collect?
8. In the course of its normal operations – such as fundraising, running events, receiving donations and issuing receipts, communicating with members, maintaining members contact records and sending renewal reminders, sending emails to newsletter subscribers – TUFA collects and stores information.
9. Slightly different information is collected and stored depending on the nature of your interaction with TUFA. The primary categories of interaction are in the table below:
Member of TUFA
To become a member of TUFA, the applicant initially fills in a form on the TUFA website and pays a nominal membership fee. The form requires basic name and contact information, including an email address. This is retain in a members database and email list. Payments are made either by direct deposit into the TUFA bank account, or are processed via a payment gateway – Paypal or Stripe.
Signed up to receive the TUFA newsletter
TUFA periodically sends out a newsletter to members and subscribers. A person who is not a member can subscribe to the newsletter email list by providing their first name and an email address via a form on the TUFA website. This information is stored in a subscribers email list. There is no payment required to receive a newsletter.
A volunteer
TUFA receives offers of assistance directly to the board or members, or via the web page or social media accounts by people who would like to help or provide a service to TUFA. The offeror may provide contact information and other information about themselves to assist TUFA in their assessment of whether they are an appropriate volunteer. If the information is retained, it may be retained in the original email, electronic and hard copy TUFA files.
Financial Donors
Most payments to TUFA are made via direct deposit into the TUFA bank account, or are processed via a payment gateway – Paypal or Stripe. At no time during this process does TUFA have access to any financial institutions information, account numbers or credit card numbers or details. Paypal issues receipts automatically, however if a donor paying via another method wants a tax receipt for their donation, they will provide sufficient information to TUFA to process a receipt. TUFA may retain the name and email address, and donation amount, of donors to contact them about future campaigns and appeals.
Non-financial Donors
TUFA receives goods and services as donations for the purpose of raising funds via auction, raffle and lucky door prizes at events. TUFA retains records of donors to send appreciation correspondence/receipts in relation to donations made and potentially to contact them for future donations
Ticket purchasers/Ticketed events
TUFA has run a number of fundraising events that are ticketed events. TUFA uses an online ticketing site to process ticket sales. All ticket sales are processed via the ticketing site and its payment gateways. TUFA does not have access to any payment information such as account numbers or card numbers. TUFA retains the information provided by the ticket buyer up to the time of the event, and may keep the ticket buyers contact information for the purpose of informing them about upcoming events they may be interested in.
Events which require a registration
TUFA may run events and campaigns that require a person or organisation to register or ‘sign up’ to participate. TUFA will collect and store the personal information provided on the registration page. The personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information. If a user requests a password reset, their IP address will be included in the reset email.
Paying Participants in fundraising Tours and Treks in Nepal.
To provide fundraising activities like tours of Nepal and Nepal mountain treks TUFA engages services like travel agencies and tour guide services in both Australia and Nepal to deliver the tour/trek in Nepal to paying participants. In the course of running the program, organizing visas and air travel and accommodation and meals the travel partners will receive necessary information from the participants. This information will be held and managed by the contracted service providers, in accordance with their privacy policies. Name and email contact information is kept on all participants and they may be contacted by email about future opportunities and events.
Commercial partners/contract partners
To provide fundraising activities like tours of Nepal and Nepal mountain treks TUFA engages services like trek leader/ guide services in both Australia and Nepal to deliver the trek in Nepal to paying participants. Information on the contracted organisations and their personnel is kept in accordance with the contract terms. Because of the nature of the service being provided, this may include personal information on key personnel.
Funds Recipient organizations
TUFA does not directly run service delivery programs in Nepal or Australia. Funds are provided to organisations (usually charitable organizations) that have a program delivery arm to provide on-the-ground services. Information is kept on the recipient organizations and this may include information on some of their staff if that is relevant to the delivery of the program.
Unsolicited requests for funds and support
TUFA may receive unsolicited requests for assistance funds and other support – from individuals and organisations. Some unsolicited requests may include
information like personal medical information. Social media followers/commenters TUFA maintains facebook, Instagram and LinkedIn pages. Reactions and comments will be retained on social media pages, as will correspondence questions/comments received via related services like Messenger – will be
retained
Comments/requests for information via the TUFA websites, and the TUFA info email address
Comments and information requests will be retained indefinitely. If the sender has included personal information this includes that information. As well as information in the comments field, information about the commenters IP address and browser user agent string is collected to help spam detection.
Visits to the TUFA websites
The Spam filters and anti-virus software used will collect information on visitors to the websites. If you leave a comment or create a profile on the fundraising site, additional information is collected.
Sensitive Information
10. Sensitive information is personal information that is more sensitive and should be subject to higher levels of protection.
11. TUFA does not collect any sensitive information (for example, personal medical information, information on religious affiliation) on any person – including all Board members, members, donors, participants in events or volunteers.
12. TUFA may receive unsolicited personal information – for example, from people seeking charitable assistance, comments on blog or social media posts or people offering to be volunteers explaining their motivation to volunteer for a charity.
13. TUFA does not advertise or ask for applications/expressions of interest from potential volunteers. TUFA does not call for applications for funding – TUFA determines what projects and partners to fund through networks and contacts.
14. Members and volunteers do not work directly with children in Australia or Nepal so TUFA does not require working with children or any other police/criminal record checks.
15. Participants in events (for example, people registering to participate in an event and raising money through sponsors) are not required to provide sensitive information to participate, however participants can add whatever information they choose to their registered profile and this may meet the definition of sensitive information.
15.1. An example might be where a registered participant tells a personal story or provides information on a medical condition or a disability to explain their choice of challenge or what their participation means to them personally. Registration information is retained in the registration database.
15.2. During the course of a campaign (while the event is running) registered participants can change their information (for example, if they changed their mind about providing certain personal information), however once the event ends there is no means to access the old records and make live changes to them. A past participant that wants information on what personal information is held in relation to an old event, and wants to make changes to it will need to contact TUFA.
15.3. The terms and conditions for participation in events (published on the website) provide information and tips to participants and team leaders to help avoid issues with personal information.
How does TUFA Collect and Store Personal Information
16. The collection of personal information directly occurs in the following ways:
16.1. Via the registration function on the fundraising website – people creating and participating in events, creating profiles and teams
16.2. TUFA membership application form
16.3. People who ask to be put on the newsletter and TUFA mailing lists – via the web form or via email
16.4. When a donation is made and when a donation receipt is requested
16.5. When comments are mode on social media and the blogs
16.6. Unsolicited – via email, web form information, hard copy
16.7. When information is sent to TUFA from people interested in receiving funding, being a volunteer
16.8. Participants in fundraising treks or travel in Nepal
16.9. By organisation that have agreed to be fund recipients/program partners – key personnel information
17. TUFA does not collect any personal information indirectly from any third parties – such as financial institutions or social media accounts.
18. TUFA has two websites – the main TUFA site and a fundraising site used intermittently.
Both sites collect information – such as your IP address, in relation to spam and
antivirus software and filters. They also collect information from people who leave comments or create accounts on the fundraising website. More detailed information on how the websites collect information and it is used is below.
How Does TUFA use Personal information
19. Information collected via the registration function on the fundraising website – people creating and participating in events, creating profiles and teams – is used to run the event, to provide receipts for donation and may be used to promote the event via paid advertising or posts on social media.
20. Information collected by cookies on the fundraising website – is used to help participants with the comments and log-in process.
20.1. If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
20.2. If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
20.3. When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
20.4. If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
21. Financial and non-financial donor information – to process receipts, provide thank you correspondence, to send future emails about future campaigns and future opportunities.Public promotion via social media occurs only with the express consent of donors.
22. TUFA does not supply member, donor, event attendee lists or any email lists to anyone.
23. If TUFA is asked to provide access to their members/subscribers information by another charity they will not supply the list, but will consider whether the information the charity wants to send out is consistent with TUFA objectives and something TUFA members/subscribers may be interested in, and may send relevant information to support the other charity.
Overseas recipients of personal Information
24. TUFA does not provide any personal information to overseas recipients
How to Access Your Personal Information and Correct It
25. Email TUFA on info@umbrellaaustralia.org or write to TUFA at:
The Umbrella Foundation Australia,
PO Box 3356, Thornton
NSW 2322,
Australia
26. If the information is in relation to a registration for an event on the www.umbrellafunraising.org web page, for an individual registration the participant can edit their own information at any time. If the information is in the team registration information, the person needs to contact their team captain who can edit the team information.
27. If you have any additional inquiries please phone: +61 402 816 061