Privacy Policy

At Send a Cow, we value your support and we are committed to protecting your privacy. We want to help you understand how we use the information we hold about you and how you can get in touch with us about  your preferences. 

Please read the information below to find out more

How we are

Send a Cow

The Old Estate Yard

Newton St Loe

Bath

BA2 9BR

United Kingdom

01225 874222

www.sendacow.org

 We are registered as a Charity in England and Wales, and our registration number is: 299717

 We are registered as a data controller under the Data Protection Act 1998, and our Data Protection Register number is: Z8087448

 Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations (PECR)

What information do we collect? 

We collect the personal information you provide us with as part of online purchases and donations, through donation forms, e-newsletter sign up’s, registering for events, surveys and meetings with our staff.    We also collect how you want to hear from us (your contact preferences)

 The personal information we collect may include:

  •  Title, name, gender and date of birth
  • Postal address, email address, telephone number and mobile number
  • Family & spouse/partner details, relationships to other donors or organisations
  • Current interests and activities relevant to Send a Cow’s work and our fundraising

 We also collect and hold information about the contact you make and activities you take part in with Send a Cow and this may consist of:

  •  Donation details
  • Online purchase details
  • Event registration/attendance
  • Direct Debit details where applicable
  • Gift Aid status
  • Gifts in Wills information
  • Details of correspondance sent to you or received from you
  • Responses to surveys sent to you
  • Any other information provided by yourself that is relevant to your relationship with Send a Cow
  • .Gift Aid status
  • Gifts in Will information
  • Details of correspondence sent to you or received from you
  • Responses to surveys sent to you
  • Any other information provided by yourself that is relevant to your relationship with Send a Cow

 Why do we collect this information? 

We collect personal information from you to enable us to administer your donations correctly, and to help us build a positive relationship by contacting you in a way that is personal and relevant to you.  This also helps Send a Cow to be as efficient as possible in using its resources for marketing and other contact with supporters.

 We use data you provide us with, in combination with the contact permissions you agree to at the time we collect your data.  You can change your contact preferences at any time by contacting us.

 There are some communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our administrative obligations to you.  This would include Direct Debit confirmations and advanced notices, thank you letters, Gift Aid confirmation letters and querying returned mail, incomplete cheques or bounced Direct Debit payments with you.

 There may be occasions where we are required to collect your email and telephone number to complete an order on our website.  In these cases we will always give you the option to opt in to other forms of marketing communication using your details. 

Gift Aid

In order to claim Gift Aid on your donations from the HMRC, we need to hold records of your name and address, your tax status and donation details.  Ensuring this information is accurate ensures that we claim Gift Aid correctly and can increase the value of the donations you give to us.

 Financial Audit

We need to hold information about donations that you give to us to meet financial auditing requirements but also to help us understand how you support Send a Cow so that we can talk to you about fundraising and supporting our work in a way that is relevant to you.

 Areas of Interest

We may hold information about your particular areas of interest so we can send information to you about those aspects of our work.  For example if you tell us you have a particular link with Kenya, we may then contact you in the future about a new Kenya project we are setting up.

 Address Information

We hold your address details so that, if we have your permission, we can post newsletters, appeals and other information to you.  We will also hold your address information on our database so that if you request us to no longer contact you, we can keep a record to ensure we remove you from any mailings in the future.

What do we do with your information?

All the information we keep is stored on a secure database held on a server in our UK office.  If you donate from outside of the UK, your data will be stored on this system in the UK office and in line with European Data Protection Directives.

 Depending on your relationship with Send a Cow, and the preferences you have indicated, data we hold may be used by us for the following purposes.  You can read a full explanation of data purposes here

  • Send you promotional, marketing or fundraising information by post, telephone or electronic means. These types of communications can include:
    • News and updates about Send a Cow, such as our twice yearly Lifeline newsletter and monthly e-newsletters.
    • Fundraising appeals or to ask you to consider supporting us in other ways such as taking part in events
    • Other relevant communications based upon your relationship with Send a Cow
    • Informing you of other activities, or events related to Send a Cow such as volunteering, retail and corporate partnerships
  •  Data screening and cleansing, to check if we have accurate contact details for you.  We regularly review our records to ensure they are as accurate as possible.  We may consult alternative sources in order to undertake these checks such as:
  • Royal Mail National Change of Address database (NCOA) to ensure that we don't send mail to old addresses.
  • Deceased Records (Mortascreen) to ensure that we do not cause upset by contacting somebody who has recently deceased
  • Tailoring what we tell you about.  We may use existing data about your previous engagement with Send a Cow to find relevant information for particular activities or to tailor communication. Examples might be:
  • Research to help us understand our donors and potential donors.

If you do not want Send a Cow to do research or profiling work in relation to your information, you can tell us here.  To help you decide, the following explains how and why we do this work and in what circumstances. 

Being targeted and appropriate in our fundraising is more cost effective for Send a Cow, helping us to support more farming families in Africa. 

We may combine the information you have given us with other publicly available information and create a profile of your interests and preferences, where they are relevant to engaging with Send a Cow.  We do this to help us determine whether and in what ways you might be interested in helping us.  Examples might be:

  • That you are a director of a company with an agricultural focus
  • That you are a trustee of a grant making trust that exists to support development work in Africa
  • That you are a known philanthropist with an interest in and potential to give to our work

Our Send a Cow fundraising staff carry out this work in house.  Such research would be carried out where we have an opportunity to engage at a significant level or depth (so we do not research or profile the majority of our donors or other interested parties).  Examples might be:

  • When you are meeting with our CEO or a trustee or engaging with our Senior Advisory Group
  • When you have been referred by an existing high level Send a Cow donor in your peer group who has introduced you to our work and you would like to meet with us
  • When you have self-identified through a high level gift or other senior level engagement

We also do this work to try to minimize any negative impact on your relationship with Send a Cow.  Examples might be:

  • Asking for a donation or an inappropriate level of donation
  • Trying to engage you in activities about which you have no interest or no influence

Where you are not already a Send a Cow supporter, we will provide this privacy notice to you at the first available opportunity after any engagement with you. 

If you have any questions about our supporter research work or if you would like to tell us more about yourself and your interests in relation to Send a Cow please get in touch.

  • Due diligence research

Send a Cow’s trustees have a duty to ensure that there is no reputational or other risk to the organization in accepting a gift or other support. We may therefore need to carry out research which is necessary to ensure we comply with this duty.  For more information on the type of information required and the circumstances when this might apply, you can visit this Charity Commission link: https://www.gov.uk/government/publications/charities-due-diligence-checks-and-monitoring-end-use-of-funds and refer to Chapter 2, Tool 6: Know your donor

  • To send you surveys, and for market research purposes
  •  Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-newsletter from us is opened and/or how many links are clicked within the message. The data from this tracking is generally used in an aggregated and anonymized form.

How do I tell you my contact preferences?

When we ask you for your personal information, we will let you know why we are asking and how we will use your data.  We do this in a short information notice on all our printed and online forms and by directing you towards this notice. We will ask you for your consent to use any of the details you have provided. You can change how we use the information you have provided to us at any time by letting us know your preferences.  Email info@sendacow.org, log into your online account on this site or call us on 01225 874222

 For example if you provide us with your telephone and email address by completing those details on a form, the information notice will explain how we will use those details to contact you if you provide them. 

Who might we share this information with?

It is our policy not to sell, trade or rent your personal information to anyone.  We do not disclose personal data other than to data processes carrying out work on our behalf under a Non-Disclosure Agreement.  Any such companies are acting as approved data processors for Send a Cow, and we retain full responsibility for your personal data. Data processors will act only on our instructions.

 Examples of these data processers might be a mailing house for sending out our Lifeline newsletter, our email distribution service (currently Campaign Monitor), telephone fundraising agencies working on our behalf (www.qtsfundraising.co.uk) or data analysis agencies.

 We may occasionally transfer your personal information overseas.  For example, our bulk email distributor, Campaign Monitor is based in the USA so we transfer email records to them for our monthly e-news and other updates.  Their systems are in compliance with EU Data Protection directives.

 We may disclose to third parties aggregate statistics regarding donations but these statistics do not include any personally identifying information.  The information given includes: total number of donors, total amount of donations for specific periods of time, and referring websites.  Aggregate information of this kind is used to improve our fundraising

 We use a third-party financial institution to process our credit card transactions.  They receive the credit card number and other personal information of our donors only to verify credit card numbers and to process credit card transactions in a secure environment. 

Our on-line order processing system allows you to make safe donations and purchases. We use the latest encryption technology, Secure Sockets Layer (SSL), to ensure that no one can read your information as it travels to our ordering system. Their encryption technology offers the highest level of security available on the Internet today. They have state-of-the-art firewalls and other security technology in place to insure the confidentiality of your transactions.

How long do we keep your information?

We will check your preferences with you every 24 months to ensure that you are still happy with the way that we contact you. You can make changes at any time by emailing us at info@sendacow.org or call 01225 874222

 We will keep information such as your name and address details and donation history on our database for financial auditing purposes and to ensure that we don’t mail you in the future if you have asked to be removed from our mailing lists.  

How can I access the information you hold about me?

You can ask us if we are keeping any personal data about you and you can also request to receive a copy of that personal data – this is called a Subject Access Request.

To make a Subject Access Request you will need to provide adequate proof of identity such as a copy of your passport, birth certificate or driving licence before your request can be processed.

Please try to be as clear as possible about the information you are seeking.  

Once we have received your Subject Access Request and proof of identity, you will receive a response from us within a month and you will be able to get copies of any information we hold on you. However, exemptions to disclosure may apply in some circumstances.

Subject Access Requests should be sent to:

Data Protection Officer
Send a Cow

The Old Estate Yard

Newton St Loe

Bath

BA2 9BR

At any time you may request that we delete or correct your personal information. If you wish to correct any information on you held by Send a Cow, simply contact info@sendacow.org.

Please note that repeated requests for a Subject Access Request could be subject to a small administrative charge to cover our costs.

 Permanently removing your details means that we wont be able to guarantee not to contact you in the future as we will no longer hold a record of your request. 

Changes to our Privacy Notice

We regularly review our privacy practices and this notice, and may make changes from time to time. Any changes made will be posted to this page, and will apply from the time we post them. This privacy notice was last updated on 7th September 2017

How we use Cookies

We use cookies, small pieces of data stored inside a website browser, across our websites to improve their performance and to enhance your user experience. When you visit our websites, cookies allow us to collect some non-identifying basic information. This includes the total number of visitors, the pages viewed, and other anonymous information. We use this information to make your experience on our website as smooth as possible and to allow us to make any necessary improvements.

Types of cookie

1. Necessary Cookies
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies, services you have asked for, like shopping baskets or e-billing, cannot be provided.

2. Performance Cookies
These cookies allow us to analyse how visitors use our websites and to monitor website and campaign performance so that we can provide a high quality experience and determine how effective our campaigns are. We may also use cookies at times to evaluate our ordering process and make it as customer friendly as possible.

3. Functionality Cookies
Our ordering system is set up to remember what you are purchasing for only one visit. For example, if you are purchasing several gifts, our system will keep track of what you are purchasing while you make your selections. To allow you to keep the items in your basket, we utilise temporary cookies to process your order.

4. Targeting cookies
These cookies are used to deliver adverts more relevant to you and your interests They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website so you can be shown more relevant ads. Send a Cow rarely uses this type of cookie.
More detail on how businesses use cookies is available at www.allaboutcookies.org.
If you decide you would like to disable cookies on this device, please view our information pages - How to disable cookies. However, please do be aware that some parts of the website will no longer function correctly if you disable cookies.

List of cookies we collect

The table below lists the cookies we collect and what information they store.

COOKIE nameCOOKIE Description
CART The association with your shopping cart.
CATEGORY_INFO Stores the category info on the page, that allows to display pages more quickly.
COMPARE The items that you have in the Compare Products list.
CURRENCY Your preferred currency
CUSTOMER An encrypted version of your customer id with the store.
CUSTOMER_AUTH An indicator if you are currently logged into the store.
CUSTOMER_INFO An encrypted version of the customer group you belong to.
CUSTOMER_SEGMENT_IDS Stores the Customer Segment ID
EXTERNAL_NO_CACHE A flag, which indicates whether caching is disabled or not.
FRONTEND You sesssion ID on the server.
GUEST-VIEW Allows guests to edit their orders.
LAST_CATEGORY The last category you visited.
LAST_PRODUCT The most recent product you have viewed.
NEWMESSAGE Indicates whether a new message has been received.
NO_CACHE Indicates whether it is allowed to use cache.
PERSISTENT_SHOPPING_CART A link to information about your cart and viewing history if you have asked the site.
POLL The ID of any polls you have recently voted in.
POLLN Information on what polls you have voted on.
RECENTLYCOMPARED The items that you have recently compared.
STF Information on products you have emailed to friends.
STORE The store view or language you have selected.
USER_ALLOWED_SAVE_COOKIE Indicates whether a customer allowed to use cookies.
VIEWED_PRODUCT_IDS The products that you have recently viewed.
WISHLIST An encrypted list of products added to your Wishlist.
WISHLIST_CNT The number of items in your Wishlist.