Fundraisers, Supporters and Donors

If you contact SMA UK via our website, you are asked to consent to our holding and processing your information so that we can respond to your offer to help us / process your donation. We give you the link to this notice so that you can read more about how we do this.

If you have contacted us by phone or another way, it’s not always easy or appropriate to interrupt you and ask you for your consent to hold and process your information. In this case, we use the General Data Protection Regulation (GDPR) test of whether we have a ‘legitimate interest’ which allows us to do this. This test is ‘are we using your personal data in a way that you would reasonably expect and which will have a minimal impact on your privacy?’

We hope our explanations below of what we do with your personal information, why and how, will reassure you, but please don’t hesitate to get in touch and ask more questions if you wish. Please do share this notice with members of your family, especially if you are contacting us and your child(ren) are going to get involved and are of an age at which it is helpful to make them aware of the need to protect their privacy and personal information and ask questions about it (the GDPR suggests age 13+).

What information do we hold and why?

We record your contact information and brief details of your enquiry. We use this information to respond to your offer of help / process your donation. So that we can keep track of our contact with you and continue to work with you, we record brief details of any phone calls and email / other exchanges we have.

We do our best to make sure your information is up to date and accurate. We rely on you to tell us if any of your contact details change.

Where do we keep your information?

Your information is kept securely on our computerised database.

If you make a donation, we use SagePay to securely process your card details. We meet the requirements of the Payment Care Industry Data Security Standard (PCI DSS). Your card details are not stored on any system. We securely store your contact information and details of the amount donated and when it was donated on our computerised database.

You can read more about the security of our systems and how this protects your information, here.

Who has access to this information?

Only staff working at SMA UK have access to information about your offer of help. They have access to your support service record (if you have one), your offers to help and your donations. However, all staff sign and adhere to a strict code of confidentiality and conduct which specifies that they must only access information that they ‘need to know’ to fulfil their job requirements.

Your personal information and any child’s personal information, will never be disclosed to anyone else unless it is necessary e.g. if you are taking one of our places in an event. You will always be asked if you agree to this. The only exception to this is if we are ever concerned that someone is a danger to themselves or others or we believe a child or adult is at risk of harm or we are required to do so by law.

If you have made a donation, your card details are not available to any member of staff.

How long do we keep your information?

If you are a donor, the Companies Act / Charities Act/ HMRC requires us to keep a record of your donation and related correspondence for 6 years.

Our experience is that people often come back to us with further offers of help and donations and it can be very helpful to have a record of previous contact, saving people a lot of time telling us about themselves. We normally therefore keep your and any child’s records for a bit longer than this -  eight years since our last contact. ‘Contact’ includes being in contact via our monthly E-news or our twice-a-year ‘SMA Matters newsletter - if you have chosen to ‘opt in’ to either of these. After this your record is deactivated. You can read more about this here.

If you hold a Tribute (previously Angel Fund) or SMArt Fund (previously Inspirations Fund) so that all your fundraising is recorded to honour someone important to you, we may keep this open for longer. This is so that, if you decide to come back to fundraising after a break, all your information is still available to you.

Can you ask to see your information and check it is correct?

You may at any time ask to see copies of any information we hold about you. You may check it and ask for it to be corrected or deleted. We will respond promptly to your request, but if we were concerned that this could mean that someone would be a danger to themselves or others or we believed a child or adult is at risk of harm we may not be able to make the requested change. We would discuss this with you. You can read more about this here.

Last updated July 2020.