How we protect your personal information?

We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.

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.

Supporters, fundraisers and donors

Thank you so much for supporting Providence Row’s work. Your support helps us ensure we are there for the people who need us.

Collecting information

When you make a donation, sign up to our email newsletter or make an enquiry you provide us with personal information. This can include your name, address, contact details and potentially your credit or other payment details. When you supply this information to us we are legally obliged by the Data Protection Act 1998 to ensure that the information you have provided is used only for the purpose for which it was provided to us, and to ensure that this data is kept securely.

How we use this information

We will use your information to provide you with information you have requested, administration purposes (such as thanking you), updates on our services and details on ways you can support our work. We may also invite you to events at our centre or tell you about volunteering opportunities at Providence Row.

There are times when we might make your information available to third parties who are acting on our behalf. For example, to send our mail communications, we need to share a file with our supporters’ addresses to our printing company. This file is sent using a secure file transfer website with a bespoke log in and secure password.

To protect your information, we ensure third party agreements are in place with our suppliers who process data. We also have a procurement process, which includes reference checking. Our suppliers cannot use your information except for the agreed project commissioned by Providence Row. They cannot give, sell or rent your information to others for any marketing purposes and they are required to protect your information to the same degree that we do. 

Your credit card information

If you use your credit card to donate to us, buy something or make a booking online, we pass your credit card details securely to our payment processing partner as part of the payment process. 

How long will we keep your data

Information about clients, staff, practitioners or other contacts may be retained on our dataset or on file for such time as to meet the needs of monitoring our service, recruitment and other practices. 

Client information will be held on our database for up to 6 years. Physical hard files are kept for one year after the last date of access to our services and then they are disposed of by confidential shredding.

Staff and volunteer information will be kept for up to 6 years after they have left Providence Row, then everything other than their name, job title, department and period of employment is deleted. We retain this information so we can give references.

We aim to contact our donors and supporters every two years to ensure their details are up to date and that they wish to remain on our database. If we do not receive a reply from them we will remove their details after two years.

Profiling and Analysis

We may use profiling and database segmentation techniques to analyse your personal information and create a profile of your interests, preferences and ability to donate. This allows us to ensure communications are relevant and timely in order to provide an improved experience for our supporters.  It also helps us understand the background of our supporters so that we can make appropriate requests to those who may be willing and able to donate more than they already do or leave a gift in their will. This enables us to raise funds quicker and in the most cost effective way.

Our fundraising team uses information that is already in the public domain (information that has been published in print or online) to identify high net worth individuals who may be interested in supporting our work with a major gift. These publicly available sources of information include Companies House, the electoral register, the phone book, the Charity Commission’s Register of Charities, Who’s Who, LinkedIn, company annual reports and articles in newspapers and magazines. We do not use publicly available sources which we consider would be intrusive for this purpose, such as Facebook, Twitter, JustGiving, the Land Registry, online planning applications, or websites that are similar to these. We also use screening and research techniques to identify existing supporters who may be in a position to join or major donor programme. This is based both on publicly available information and information our supporters have given us voluntarily (e.g. where a person lives, who they bank with, what their occupation is and their age).

Your right to withdraw consent

Updating, correcting or deleting personal information

If you wish to update your personal information, change your contact preferences or request a copy of the information we have for you, please contact us:

You can write to us at Providence Row, The Dellow Centre, 82 Wentworth Street, London E1 7SA or email [email protected].

Changes to this privacy statement

Providence Row reserves the right to amend or remove this privacy statement from time to time. If Providence Row decide to replace or change it, we will update this statement to include any changes made. We encourage you to visit this page to stay informed. Your continued use of the Providence Row website following the publishing of a new privacy statement will indicate your acceptance of the new statement or changes made.

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