Privacy Policy

1. Who are we?

It is Indigo Volunteers’ (registered charity number 1158459) (“we”, “our”, “us”) policy to respect your privacy regarding any information, personal or otherwise, which we may collect while operating our website (www.indigovolunteers.org) (our “Website”) and while arranging donations and volunteers for courageous humanitarian projects that serve people in impoverished communities and refugee camps (together, our “Services”).

This policy explains when and why we collect personal information about people who use our Services and visit our Website. For the purpose of applicable data protection laws, we are the data controller. Please read this Privacy Policy carefully so that you understand your rights in relation to your personal data, and how we will collect, use and process your personal data. This Privacy Policy supplements any other privacy related notices and policies we may provide to you from time to time, and is not intended to override them. If you do not agree with this Privacy Policy in general or any part of it, you should not access the Website, use our Services or otherwise provide your information to us.  

Our Website and Services are not intended for people under the age of 16, and we do not knowingly collect data relating to children. All the projects we support do not take volunteers of 16 years and under.

We change our Privacy Policy from time to time. Updates to our Privacy Policy will apply only to information collected after the date of the change. We will note on our Website when our Privacy Policy has been updated. Please check the Website regularly for notices of changes to our Privacy Policy.

2. How can you contact us?

If you have any questions regarding this Privacy Policy or our processing of your personal information, please get in touch at info@indigovolunteers.org and we will get back to you as soon as possible.

3. How do we collect your information?

Information you give to us: you may provide some or all of the following personal data to us by applying to be a volunteer, making a donation, signing up for our newsletters or alerts or contacting us via our Website, email, attending an external event that we organise or otherwise.


Information we collect automatically: when you visit our Website and use our Services we may automatically collect the information sent to us by your computer, mobile phone or other device. This information includes: (i) your IP address; (ii) device information (such as whether you are on a mobile or desktop) including, but not limited to, name and type of operating system; (iii) mobile network information; (iv) standard web information such as your browser type and the pages you access on our Website (including session duration); (v) transaction information (but not payment card or account details), including device information, transaction details, and IP address; (vi) security information including a list of certain installed software, device and internet connection information, and available space on the device.

4. What type of information is collected from you?

The information we collect from you may include your:

  • name;

  • email address;

  • phone number;

  • emergency contact;

  • taxpayer status and home address for claiming Gift Aid;

  • date of birth;

  • gender; and

  • volunteer experience / profession.

 

5. How is your information used?

We process your personal data in order to provide our Services to you, such as:

  • provide you content and Website functionality; 

  • register and maintain your account with us;

  • process a donation that you have made;

  • provide you with information about our work or our activities;

  • carry out our obligations arising from any contracts entered into by you and us;

  • process volunteer application;

  • seek your views or comments on the Services we provide;

  • notify you of changes to our Services;

  • analyse and improve the content and operation of our Website;

  • disclose or otherwise use your information where we are required by law; and

  • research and development.

We obtain your consent to process your personal data for the following reasons:

  • sign you up for our newsletters or alerts; and 

  • if you opted into marketing, to communicate with you about our Services, current and upcoming projects we are working on, events, making donations and other news and information we think will be of interest to you.

In particular, we may contact you for marketing purposes by email if you have agreed to be contacted in this manner. We provide information about how you can change your marketing preferences in our communications.


In order to be responsive to you, to provide effective Services to you, as a matter of our legitimate interests, we will use your personal data to:

  • administer the Website and our Services, and for internal operations, in order to conduct troubleshooting, data analysis, testing, research, statistical and survey analysis;

  • maintain the safety and security of our volunteers; and

  • personalize our Website and our Services to ensure content is presented in the most effective manner for you and your device.


In addition, we will use some or all of the above information to comply with any applicable legal obligations, to enforce any applicable terms and conditions and/or terms of service, and to protect or defend the Services, our rights, the rights of our users, or others.


We may send you administrative related communications to you in relation to your volunteer placement.

 

6. How do we store your information?

The personal data that we collect from you will be transferred to, and stored at/processed in countries outside the European Economic Area  (“EEA”) and the United Kingdom (“UK”). Your personal data may also be processed by staff operating outside the EEA and the UK who work for us or one of our third party service providers or partners. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this Privacy Policy.


Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our Website, so any transmission is at the user’s own risk. However, any payment card details (such as credit or debit cards) we receive on our Website are passed securely to our payment processing provider according to the Payment Card Industry Security Standards.
 

7. How do we share your information?

We do not use or share your personal data with others except as described in this Privacy Policy. In certain circumstances, we will share your information with third parties with your consent, as necessary, or as otherwise required or permitted by law. Specifically, we share your personal data:

  • With service providers and vendors for business purposes in our legitimate interests, or to perform a contract with you. Such third parties include: (i) security vendors; (ii) website hosting vendors; (iii) CRM providers; (iv) information technology and related infrastructure provision providers; and (v) and email and document hosts. 

  • When you request us to share certain information with third parties, with consent or to perform a contract with you. With your permission or upon your discretion, we will disclose your personal data to relevant third parties.

  • With professional advisors, in our legitimate interests or as required by law. As necessary, we will share your personal data with professional advisors functioning as service providers such as auditors, law firms, or accounting firms.

  • For legal and security reasons and to protect our Services and business, in our legitimate interests or as required by law. We will share your personal data with regulators, law enforcement agencies, public authorities, or any other relevant organisations: (i) in response to a legal obligation; (ii) if we have determined that it is necessary to share your personal data to comply with applicable law or any obligations thereunder, including cooperation with law enforcement, judicial orders, and regulatory inquiries; (iii) to protect the interests of, and ensure the safety and security, of us, our users, a third party or the public; (iv) to exercise or defend legal claims; and (v) to enforce our terms and conditions, other applicable terms of service, or other agreements.

8. Transfers to third countries

When we transfer personal data outside of the European Union or the United Kingdom we ensure an adequate level of protection for the rights of data subjects based on the adequacy of the receiving country’s data protection laws or contractual obligations placed on the recipient of the data.

9. How long will we keep your information?

We will retain your personal data as follows:

  • if you volunteer with us, we will keep certain information for 24 months after you contact us; and

  • your financial information for as long as the law requires which may be up to 6 years.

We will also retain and use your personal data to the extent necessary to comply with our legal obligations, resolve disputes and enforce our terms and conditions, other applicable terms of service, and our policies. If you stop using our Services or if you delete your account with us, we will store your information in an aggregated and anonymised format; we may use this information indefinitely without further notice to you.

10. Your choices

You have a choice about whether or not you receive communications from us. If you do not want to receive direct marketing communications from us about the vital work we do to link volunteers to projects that help refugees and displaced people, then you can manage the communications you wish to receive.  You can do this by ticking the relevant boxes situated on the application and/or enquiry forms where we collect your information or by contacting us by email at info@indigovolunteers.org to unsubscribe to future communications.


We will not contact you for marketing purposes by email, phone, or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email at info@indigovolunteers.org.

11. What are your rights?

If you are located in the EEA or the UK, you have certain rights in relation to your personal data:

11.1 Access: You have the right to access personal data we hold about you, how we use it, and who we share it with.

11.2 Portability: You have the right to receive a copy of the personal data we hold about you and to request that we transfer it to a third party, in certain circumstances and with certain exceptions.

11.3 Correction: You have the right to correct any of your personal data we hold that is inaccurate.

11.4 Erasure: In certain circumstances, you have the right to delete the personal data we hold about you.

11.5 Restriction of processing to storage only: You have the right to require us to stop processing the personal data we hold about you, other than for storage purposes, in certain circumstances.

11.6 Objection: You have the right to object to our processing of your personal data.

Please note that a number of these rights only apply in certain circumstances, and all of these rights may be limited by law. For example, where fulfilling your request would adversely affect other individuals or our trade secrets or intellectual property, where there are overriding public interests or where we are required by law to retain your personal data.


To exercise any of these rights, you can contact info@indigovolunteers.org. We will respond to requests to exercise these rights without undue delay and at least within one month (though this may be extended by a further two months in certain circumstances).
 

12. Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Indigo Volunteers will share your information with associations we work in partnership with (for example, when you wish to volunteer and so are placed with a certain project). In some cases, they will be acting as a data controller of your information and therefore we advise you to read that organisation’s own Privacy Policy.

Our Website may contain links to other online platforms, plug-ins or other applications operated by third parties. We do not control such other sites or applications, and are not responsible for their content, their privacy policies, or their use of your information. Information you provide on public or semi-public venues, including information you share on third-party social networking platforms, may also be viewable by other users of the Website and/or users of those third-party online platforms without limitation as to its use by us or by a third party. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators except as disclosed on the Website. We expressly disclaim any and all liability for the actions of third parties, including but without limitation to actions relating to the use and/or disclosure of personal data by third parties. Any information submitted by you directly to these third parties is subject to that third party’s privacy policy.

13. Your credit or debit card information

If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your card details securely to our payment processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard (PDF download) and don’t store the details on our website or databases.

14. Emails

Emails are not always secure, and they may be intercepted or changed after they have been sent. Indigo Volunteers does not accept liability if this happens. The contents of emails reflect their author’s views and not necessarily those of Indigo Volunteers.
Please do not send Indigo Volunteers any financial data through email.
 

15. Making a complaint

If you would like to make a complaint about how we have handled your personal data please contact us at info@indigovolunteers.org. Alternatively, you can also lodge a complaint with the relevant authorities.​

  • For UK citizens: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

  • For EU citizens: Please see your respective country office here.

16. Review of this policy

We regularly review and update our Privacy Policy. This policy was last updated in October 2021.