Fundraising Preference Service (FPS) – Information for users

Terms of Use and Data Privacy Policy

The Fundraising Preference Service is a service run by Syrenis Ltd ( www.syrenis.com ) on behalf of the Fundraising Regulator, a Private Limited Company with its registered offices at CAN Mezzanine, Old Street, 49 – 51 East Road, London N1 6AH.

For frequently-asked questions about this service, please see here. The FAQs are advisory only and users of the FPS are asked to read and accept these terms ("Terms of Use") and the notice below on how we use your personal data for this service ("Privacy Policy").

Introduction

The Terms of Use set out the basis on which users ("you") agree to use the Fundraising Preference Service ("us / the FPS"). The linked Privacy Policy sets out the ways in which personal information collected by the FPS may be used in order to carry out the service in accordance with your instructions.

The Privacy Policy linked to these Terms of Use only concerns personal data collected by us:

  1. by means of either the dedicated FPS phone service or the FPS website (operated by IPPlus (UK) Ltd, trading as “Yonder”); and
  2. for the purpose of reducing direct marketing approaches and the administration of the FPS service.

It does not apply to personal data provided to the FPS or Fundraising Regulator by any other means, including by other forms of direct contact (such as email) or via any other website. The Fundraising Regulator's main privacy policy may be viewed here.


Terms of Use

Disclaimer

Please note that the FPS only applies to charities registered in England, Wales and Northern Ireland ("Fundraising Organisations"). For information about charities registered in Scotland, please see here. Certain Fundraising Organisations will be registered with the Fundraising Regulator, and may already be signed up to use the FPS, whereas others will not.

Neither the Fundraising Regulator nor the FPS have control of any personal information that you have previously provided, or may provide, to a Fundraising Organisation otherwise than via the FPS by the means set out above. Please be aware that neither this Privacy Policy, nor any privacy policy of the Fundraising Regulator, will apply to such information.

Whilst your details are provided to the Fundraising Organisations you nominate on terms expressly requiring that (i) they are used only for the specified purposes and (ii) all personal data is to be handled securely, we are not responsible (under these Terms of Use or otherwise) for how such organisations may use your personal information.

Definition of the service

The FPS is a website, post and email based service which allows members of the public to notify a specific Fundraising Organisation not to send direct marketing communications (including fundraising) by submitting their contact details into a central contact system. A supporting phone line is available to help those who cannot access IT to use the service.

How can I use the FPS?

You may update the FPS at any time with the names of charities or other fundraising organisations ("Fundraising Organisations") from whom you no longer wish to hear, giving relevant contact details to "suppress" (i.e. mark as "do not contact"). You may notify in respect of up to three Fundraising Organisations per request, but can make any number of requests.

Once your contact preferences and personal details are submitted, all those Fundraising Organisations that you name (or select from our search function) will receive prompt notification from the FPS that suppression of your details has been requested. This written notice will include instructions on how to access these details.

From this point Fundraising Organisations are requested to suppress your details within a reasonable period and are in any event expected to take action within 28 days of your initial notification to the FPS.

What happens to my request?

Whenever you use the FPS to ask that a Fundraising Organisation stops contacting you, we will send them an initial email notifying them to sign up and/or log in to the secure FPS website, where they can see the details of your request (or they can opt to receive a direct update "feed" of all such requests).

If after 28 days from your request you are still receiving fundraising communications from that Fundraising Organisation, you can log into the FPS using the reference code for the request to and we will send them a second formal notice by email or post.

If you continue to receive direct marketing communications from the Fundraising Organisation and you wish to make a formal complaint, you can contact the Fundraising Regulator using the Fundraising Regulator's Complaints Form if you prefer to make a formal complaint.

If you have at any time previously notified the Fundraising Organisation not to market themselves to you, please clearly indicate when and how when contacting us.

Getting the best out of the service

You should be aware that the FPS database is only as accurate as the information you provide. If you:

  1. provide inaccurate or incomplete personal information, or incorrectly identify a fundraising organisation to the FPS; or
  2. subsequently indicate to a particular fundraising organisation that (contrary to any notice given to the FPS) you are happy to be contacted by that organisation for fundraising or other marketing purposes

then this will affect the quality of the service we are able to provide.

Please note that:

  1. your use of the FPS requires your agreement for the Fundraising Regulator to act as your agent in sending the 'stop processing' notices by email and by post, as described above.
  2. the Fundraising Regulator will only have the ability to pursue complaints directly with registered organisations, although it can make an adjudication about compliance with the Code of Fundraising Practice (the "Code") at any time. A failure to comply with a 'stop processing' notice made using the FPS will be treated as a complaint under the Code by the Fundraising Regulator.
  3. complaints about organisations not complying with FPS 'stop processing' notices must be brought within 2 years of the date on which you made the FPS request; and
  4. there may be circumstances in which Fundraising Organisations continue to communicate with you for a limited period after 28 days, or for legitimate reasons. Please see the Frequently Asked Questions for further information.

Who runs the FPS?

The FPS is run by Syrenis Ltd (website and notification services) and IPPlus (UK) Ltd (telephone service) on behalf of the Fundraising Regulator. Syrenis and IPPlus (UK) Ltd act as data processors for the Fundraising Regulator of any personal information submitted to the FPS by these means, but the Fundraising Regulator is the data controller of such information (meaning we remain responsible for the personal data we collect and will use it in accordance with your instructions). Please see our Privacy Policy for more information.


Privacy Policy

Use made of personal information

Personal information provided to the FPS via this website or the dedicated FPS phone service will be used only for the purpose of suppression (namely, notifying organisations not to contact you) and basic administration of the service (which might include sending you a confirmation email or notifying you if our Terms of Use or Privacy Policy change).

We would normally not expect to keep such personal for longer than two (2) years, which is the latest time in which you can raise a complaint under the FPS for non-compliance. Aggregated data may be used anonymously for research and statistical analysis.

Who has access to your information / who is it disclosed to

Personal information you submit to us may be accessed by staff at the Fundraising Regulator in charge of the FPS and by our systems contractors.

The personal information you provide via the website is stored on servers managed by our contractors, who are bound under a legal agreement with the Fundraising Regulator to protect your data. This requires them to comply with legislation on the secure, lawful and fair processing of personal data, including keeping adequate technical and other measures in place to protect personal data from loss or unauthorised access, and only to use it in accordance with the terms of its agreement with the Fundraising Regulator.

The data provided will be further disclosed to named third parties where you have identified specific charities or fundraising organisations that you no longer wish to hear from in registering on the FPS. This is in accordance therefore with your consent and instructions, and this personal data will be solely used for suppression purposes or to incorporate onto suppression software. Your data will not be disclosed to these third parties for any other purpose except where requested by you or required by law.

Such third parties are, by their terms of accessing the FPS service and/or notices provided from time to time by the FPS, expressly forbidden from using this personal information for any purpose other than suppression of marketing communications to those details (which will mean retaining sufficient records of such information to do so). They are also reminded that they are required to comply with all applicable laws in respect of all personal information they receive.

Where your information is held

The data that you submit to us is stored on servers managed by our contractors, all of which are presently within the European Economic Area (‘EEA’). Where a third party receives your data from us (for example, a Fundraising Organisation that needs your details for the purposes of suppressing further marketing contact), they are restricted under the terms of their contract with us from storing this data outside of the EEA, except where they have ensured adequate protections for your data privacy rights.

Use of cookies

A "cookie" is a piece of information, like a tag, which some websites create on your PC. Our cookies allocate each user of this website with a random number. The cookies used on this site are not used for the collection of any personal information. Our cookies will not be used to analyse your visits to other websites or track any internet searches you may undertake whilst on the website, other than for statistical analysis. The information collected via cookies will be used to track movement on this website for statistical analysis.

Access to your personal data

If you wish to modify or delete their personal data, or want to know what personal data is stored on your behalf by the Fundraising Regulator, you can send an email to fps@fundraisingregulator.org.uk. Alternatively you can write to The Fundraising Preference Service, 2nd Floor, CAN Mezzanine, 49-51 East Road, London, N1 6AH. Please refer to the Fundraising Regulator's privacy policy here for further information.

Third party sites

Our privacy policy does not apply to third party sites that individuals may access from the FPS website. We recommend that you familiarise yourself with the applicable privacy policy before entering any personal information on a third party site.

Security

We and our contractors have implemented a variety of industry standard security measures to prevent third parties from accessing personal information, including firewalling, intrusion prevention and IP suppression. Please refer also to the Fundraising Regulator's own privacy policy here.

How long is your data kept?

All personal data received by the means set out above is stored – either by the Fundraising Regulator or our contractors – only for as long as necessary for your use of the FPS. This is necessary in order to ensure that the relevant fundraising organisations are complying with the relevant notices, subject to the two-year maximum period for registering a complaint.

Where your data is submitted through the FPS, that data will necessarily be stored by any fundraising organisations you name for the purpose of suppressing personal details, as set out above, until such time as you may instruct them to do otherwise (by contacting the charity directly to change their communication preferences).

This policy

We may be required to amend this Privacy Policy from time to as the service evolves, and will ensure that the ways in which we notify this information are updated accordingly. However, we do not anticipate any significant changes to the way we hold and process your personal data under the FPS system.

Last updated 22nd June 2017


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