SUNFLOWER SISTERS PRIVACY POLICY

SUNFLOWER SISTERS for Ukraine (the “Company”) is committed to maintaining robust privacy protections for its users.  Our Privacy Policy (“Privacy Policy”) is designed to help you understand how we collect, use and safeguard the information you provide to us and to assist you in making informed decisions when using our Service.  

For purposes of this Agreement, “Site” refers to the Company’s website, which can be accessed at sunflowersistersforukraine.org.

“Service” refers to the Company’s services accessed via the Site, in which users can 

  • register to become an emergency host offering to assist refugees in a crisis situation
  • register as a guest looking for an emergency host
  • register as a person who can meet & greet guests arriving in the country and assisting with onward travel. 

The terms “we,” “us,” and “our” refer to the Company.

“You” refers to you, as a user of our Site or our Service. 

By accessing our Site or our Service, you accept our Privacy Policy and Terms of Use (found here: [insert link to Terms of Use]), and you consent to our collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.

INFORMATION WE COLLECT

We collect “Non-Personal Information” and “Personal Information.” Non-personal information includes information that cannot be used to personally identify you, such as anonymous usage data, general demographic information we may collect, referring/exit pages and URLs, platform types, preferences you submit, and preferences that are generated based on the data you submit and number of clicks. 

To activate the Service you do not need to submit any Personal Information other than 

  • Your email address.
  • Your name

To use the Service thereafter, you do need to submit further Personal Information, which may include;

  • DBS status
  • Confirmation
  • DOB
  • Proof of Identity
  • Proof of ability to drive (inc. insurance, vehicle type, MOT)

How and why we collect and use your personal information

We collect personal information about you when you interact with us and use our services.

We will only process your personal information where we have a lawful, legal and legitimate basis to do so.

This may include ‘Special Category Data’ as defined in the General Data Protection Regulations (GDPR). Special Category Data may include –

  • personal data revealing racial or ethnic origin;
  • personal data revealing political opinions;
  • personal data revealing religious or philosophical beliefs;
  • personal data revealing trade union membership;
  • genetic data;
  • biometric data (where used for identification purposes);
  • data concerning health;
  • data concerning a person’s sex life;
  • and data concerning a person’s sexual orientation.

The GDPR places tighter controls on the processing of ‘special category data’ and we would only process information categorised as such where we have a lawful, legal, and legitimate basis to do so and assess the processing against the rights and freedoms of the data subject.

Using our Website

If you use our website, we will ask you to provide personal information in order that you can register for an account and use our services. You will also be asked to accept our terms and conditions.

When you use our website, we collect some information about you using cookies. You will be informed of this and asked to accept these cookies, a link to the cookie policy can be found here.

Writing to us

If you write to us either by letter or email, we will keep a record of your information, such as name, address, email address, telephone number and details of your enquiry.

Contact us by Telephone

If you contact any of our Team by telephone, telephone calls may be recorded.

Contacting us via Facebook

If you use our Facebook Messenger Service, the following information is collected; your name, username. email address and content of the chat session.

If you apply to volunteer with us

We use the information you provide to us to process your application for host/meet & greet volunteers.

If you are a volunteer for sunflower sisters

Your personal information is processed to meet the conditions of your volunteership and will be kept for the duration of your help. If you leave sunflower sisters, your information is kept in line with our retention policy. We may share information with other organisations for the purpose of providing a reference for employment.

If you are a Supplier or Contractor

Your information is used to manage the provision of goods and services to us. Depending upon the nature of the service, this may include the use of personal information.

Social Media and Information already in the public domain.

We may use information that we hold about you to show you relevant advertising on third-party sites (e.g. Facebook, Google, Instagram, Snapchat and Twitter). If you don’t want to be shown targeted advertising messages from us, some third-party sites allow you to request not to see messages from specific advertisers on that site in the future.

Where it is reasonable for us to do so and not detrimental to your rights and freedoms, we also collect Personal Data from publicly available sources such as internet searches, social media, and Companies House.

Information collected via Technology

In an effort to improve the quality of the Service, we track information provided to us by your browser or by our software application when you view or use the Service, such as the website you came from (known as the “referring URL”), the type of browser you use, the device from which you connected to the Service, the time and date of access, and other information that does not personally identify you. We track this information using cookies, or small text files which include an anonymous unique identifier. Cookies are sent to a user’s browser from our servers and are stored on the user’s computer hard drive. Sending a cookie to a user’s browser enables us to collect Non-Personal information about that user and keep a record of the user’s preferences when utilizing our services, both on an individual and aggregate basis. For example, the Company may use cookies to collect the following information:

The Company may use both persistent and session cookies; persistent cookies remain on your computer after you close your session and until you delete them, while session cookies expire when you close your browser.

Information you provide us by registering for an account

In addition to the information provided automatically by your browser when you visit the Site, to become a subscriber to the Service you will need to create a personal profile. You can create a profile by registering with the Service and entering your email address, and creating a user name and a password. By registering, you are authorizing us to collect, store and use your email address in accordance with this Privacy Policy.

Children’s Privacy

The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13, or allow anyone under the age of 13 to sign up for the Service. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible. If you believe we have collected such information, please contact us at sunflowersistersuk@gmail.com 

HOW WE USE AND SHARE INFORMATION

Personal Information

Except as otherwise stated in this Privacy Policy, we do not sell, trade, rent or otherwise share for marketing purposes your Personal Information with third parties without your consent. We do share Personal Information with vendors who are performing services for the Company, such as the servers for our email communications who are provided access to the user’s email address for purposes of sending emails from us. Those vendors use your Personal Information only at our direction and in accordance with our Privacy Policy.

In general, the Personal Information you provide to us is used to help us communicate with you. For example, we use Personal Information to contact users in response to questions, solicit feedback from users, provide technical support, and inform users about promotional offers.

We may share Personal Information with outside parties if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to meet any applicable legal process or enforceable governmental request; to enforce applicable Terms of Service, including investigation of potential violations; address fraud, security or technical concerns; or to protect against harm to the rights, property, or safety of our users or the public as required or permitted by law. 

For the purposes of prevention or detection of crime 

We may also supplement the information about you with information that we receive from third parties or collate by accessing third party sources, including information published on the internet about or by you, for example on social media and social networking sites.

Non-Personal Information

In general, we use Non-Personal Information to help us improve the Service and customize the user experience. We also aggregate Non-Personal Information in order to track trends and analyze use patterns on the Site. This Privacy Policy does not limit in any way our use or disclosure of Non-Personal Information and we reserve the right to use and disclose such Non-Personal Information to our partners, advertisers, and other third parties at our discretion.

In the event we undergo a business transaction such as a merger, acquisition by another company, or sale of all or a portion of our assets, your Personal Information may be among the assets transferred. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Policy, and that any acquirer of our assets may continue to process your Personal Information as set forth in this Privacy Policy. If our information practices change at any time in the future, we will post the policy changes to the Site so that you may opt out of the new information practices. We suggest that you check the Site periodically if you are concerned about how your information is used.

HOW WE PROTECT INFORMATION

We implement security measures designed to protect your information from unauthorized access. Your account is protected by your account password and we urge you to take steps to keep your personal information safe by not disclosing your password and by logging out of your account after each use. We further protect your information from potential security breaches by implementing certain technological security measures including encryption, firewalls, and secure socket layer technology. However, these measures do not guarantee that your information will not be accessed, disclosed, altered, or destroyed by a breach of such firewalls and secure server software. By using our Service, you acknowledge that you understand and agree to assume these risks.

YOUR RIGHTS REGARDING THE USE OF YOUR PERSONAL INFORMATION

You have the right at any time to prevent us from contacting you for marketing purposes.  When we send promotional communication to a user, the user can opt out of further promotional communications by following the unsubscribe instructions provided in each promotional e-mail. You can also indicate that you do not wish to receive marketing communications from us. Please note that notwithstanding the promotional preferences you indicate by either unsubscribing or opting out in the [location of opt-out page] of the Site, we may continue to send you administrative emails including, for example, periodic updates to our Privacy Policy.

LINKS TO OTHER WEBSITES

As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. Therefore, this Privacy Policy does not apply to your use of a third party website accessed by selecting a link on our Site or via our Service. To the extent that you access or use the Service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.

CHANGES TO OUR PRIVACY POLICY

The Company reserves the right to change this policy and our Terms of Service at any time.  We will notify you of significant changes to our Privacy Policy by sending a notice to the primary email address specified in your account or by placing a prominent notice on our site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check the Site and this privacy page for updates.

CONTACT US

If you have any questions regarding this Privacy Policy or the practices of this Site, please contact us by sending an email to sunflowersistersuk@gmail.com

DELETE PERSONAL DATA

If you wish us to delete your personal data from our databases, please email sunflowersistersuk@gmail.com with delete account in the subject box and your username in the body of the message

Last Updated: This Privacy Policy was last updated on 08/09/2023