Here are some FAQ’s that you may find of interest, but if you need any further clarification, please do not hesitate to contact Helen on firstname.lastname@example.org
It also states that we will abide by our own Ethical Fundraising policy, (as amended or replaced from time to time), copy attached below as Addendum 1 and which can also be seen on the StC website www.stcpayrollgiving.co.uk.
We have written a Governance Framework and reviewed and audited each and every one of our policies concerning data security and instigated new policies where necessary.
Given the nature of our business model though, and having taken advice on this subject, we do not think that we are your “data processor”. This is because, properly analysed, we do not process personal data on your behalf. Instead, our analysis of the data sharing arrangement between us is that we are a data controller in respect of the personal data; and, when we share the personal data with you, you also become a data controller in respect of that same personal data. As I am sure that you will appreciate, by treating ourselves as “data controller” in these circumstances, we are in no way looking to diminish our responsibilities under GDPR. Quite the reverse. As “data controller” rather than “data processor”, the legal responsibilities on us are, if anything, even greater. With both of us being data controllers in respect of the donor personal data that we share with you, the key to us both ensuring transparency for the donors is to adequately describe our data-sharing arrangements in our respective privacy notice documentation.
Data sharing agreement documentation based on a “data controller/data controller” relationship, is included in the new version of our contract and data sharing agreement which has been sent to every charity client. We absolutely applaud transparency and good practice in connection with data sharing arrangements because, like you, we take the security and integrity of the donors’ personal data extremely seriously.
We have achieved the ISO27001:13 information security standard.
After 25 May 2018, Privacy and Data Protection Requirements shall means the GDPR, the Data Protection Act 2018, the Electronic Communications Data Protection Directive (2002/58/EC), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (SI 2426/2003) (as amended) and, once in force, the EU E-Privacy Regulation and any subsequently enacted United Kingdom legislation to implement any part of the EU E-Privacy Regulation.
We use Sharefile to disseminate information. ShareFile employs SSL/TLS protocols to protect client authentication, authorization and file transfers.
High-grade encryption – ShareFile secures files in transit with no less than 128-bit encryption using industry-standard encryption protocols.
File Integrity – ShareFile employs a keyed hashed message authentication code (HMAC) to authenticate and ensure the integrity of intra-system communications. ShareFile verifies file size and file hash to ensure integrity.
Link generation – ShareFile download links are uniquely and randomly generated using strong hash-based message authentication codes. ShareFile provides technical countermeasures to protect links from guessing attacks.
Currently no data is stored outside the EU.
The most popular giveaways we find most appealing to a donor are things like bears, pens and badges. These seem to be a great incentive to help donor uptake.
Bearing in mind that charities work with other PFO’s and often fundraise for themselves face to face, our training methods are not for public distribution.
Payroll Giving is different from other forms of F2F fundraising in that we are promoting in the workplace with the permission of employers and we have often spent years building up relationships with these employers. If we are not absolutely ethical with our fundraising, then we run the risk of visiting permissions being retracted. That leads to us having a zero-tolerance policy with bad fundraising practice and fundraisers who do not comply with our policies are let go immediately.
Fundraising training logs can be obtained upon request from: email@example.com
Shadowing and training reports can be obtained upon request from: firstname.lastname@example.org
12.3 The Charity shall: –
12.3.1 raise any query in respect of Donor Recruitment Fees with the Organisation no earlier than five (5) months after the date of a Donor’s Pledge (as shown on the signed Donor’s Pledge form) so that the matter may be investigated; and
12.3.2 bring any query or discrepancy (including any non-appearance of income) to the attention of the Organisation not later than eight (8) months after the date of the Donor’s Pledge;
13.Where can I get further information about Payroll Giving? A. See here for a full explanation concerning the scheme and how it works https://www.institute-of-fundraising.org.uk/groups/sig-payroll-giving/payroll-giving-manual/
14. Who do I contact with a query?
Helen Von Trotsenburg – Hvont@stcpayrollgiving.co.uk – Contracts, general queries
Kara Francis – email@example.com – Materials, give-aways, charity news and updates. Also requests for shadowing reports, training reports etc.
Kara Francis – firstname.lastname@example.org -invoicing, accounts
This policy seeks to cover the ethical issues and social responsibility within fundraising. All STC staff involved in fundraising have a responsibility to be aware and have a thorough understanding of the ethical issues referred to in this policy.
Our fundraisers will at all times:
Above all the fundraiser must ensure that the public are protected from unreasonable intrusion on a person’s privacy, unreasonably persistent approaches or undue pressure to give, as per the Charities (Protection and Social Investment) Act 2016.
Before any approaches to solicit donations are made to a group of employees, StC will agree conditions of access with the relevant employer.
The Organisation shall adhere to the StC policy for dealing with vulnerable people donors written in accordance with industry regulators and deemed to be satisfactory by the Charity.
We will have in place a clear and published internal procedure for members of staff and volunteers to report any concerns they may have regarding our organisation’s fundraising practice. This is contained within our handbook and will also be made available as a standalone policy to our freelance contractors. The policy includes the type of issues that can be raised and the process for doing so; ii) how the person raising a concern will be protected from victimisation and harassment; iii) how and what we will do in response to receiving such information; and iv) how an individual can escalate their concerns on fundraising practice to the Fundraising Regulator or the Independent Fundraising Standards and Adjudication Panel for Scotland, in the event that internal consideration is not possible.
StC Policy for dealing with vulnerable donors.
At StC we want our clients, both charity clients and employers, to feel comfortable with the ways that we recruit donors. This policy aims to make sure that we meet this pledge at all times. We also want everyone who works for us to understand their responsibilities to all donors, whether potential donors or recruited donors. We want to work together in a clear and consistent way, always taking reasonable care to treat everyone fairly.
This policy follows the Institute of Fundraising’s guidance Treating Donors Fairly, specifically the guidance for fundraisers on responding to the needs of people in vulnerable circumstances and helping donors make informed decisions. The full report can be found here: http://www.institute-of-fundraising.org.uk/guidance/research/treating-donors-fairly/
Sections of this policy marked with an asterisk (*) have been taken directly from the Institute’s guidance.
As well as the Institute of Fundraising, we are also members of the following professional body:
– Association of Payroll Giving Organisations (APGO)
We abide to follow the codes of each of these organisations and those regulations put forward by the Fundraising regulator and the Charities Act 1992 and the Charities (Protection and Social Investment) Act 2016, (as amended or replaced from time to time, or any statutory requirements or modifications thereof.
We want this policy to inform our working practices and be relevant to all. We will take steps to ensure that this approach is embedded in our organisation’s culture and ensure that this policy is visible at all times on our website. http://www.StCpayrollgiving.co.uk/other-policies/
We will ensure all those that regularly communicate with donors are fully trained before they do so and that this training is refreshed at least once a year.
How do we identify an individual who needs additional care and support, or may be in a vulnerable circumstance?
The Collins dictionary defines “vulnerable” (amongst other things) as:
We first need to define someone as vulnerable and then ascertain if this is a permanent or a current life situation. We will not make sweeping judgements on people – for example, age is not necessarily an indicator of vulnerability – and everyone should have the opportunity to donate, if they are able to do so. We also need to bear in mind that actively avoiding someone based on a characteristic such as age could be seen to be discriminatory.
Permanent versus temporary vulnerabilities *
There is some overlap in these indicators above and the tests relating to mental capacity. The important distinction is whether the individual has a complete lack of capacity to make a decision or needs more information and support to be able to make a decision to donate. Fundraisers need to be aware of this difference so that they can make a reasoned judgment and act appropriately when dealing with existing or potential donors. An individual who may need additional care and support, or may be in a vulnerable circumstance, can still have capacity to choose to donate to a charity.
Examples include: Permanent
Current life situation
Physical & mental medical conditions
Physical & mental medical conditions
Times of stress or anxiety e.g. Bereavement, redundancy