Stefania Foundation is a charitable organisation, and one of our most valuable assets is the trust of our donors, partners and other stakeholders in our charitable effort. In this spirit, we lay out below our straightforward commitment to treat any personal information provided to us with the utmost care and respect for individual privacy.
1. We take individual privacy and data security seriously.
We understand that the world around us is evolving quickly, and cyber security and online privacy are matters best addressed preventatively. We have taken the initiative upon ourselves to develop policies and procedures to protect the information we are provided by people with whom we engage in the pursuit of Stefania Foundation stated objectives.
2. We add new personal details to our mailing list and communication systems when they have been willingly provided to us.
Some donors and supporters provide us with their contact information when making donations via the Stripe payment system or when they reach out to us via our website or attend one of our events virtually or in person. At the same time, other donors and supporters choose to donate and/or participate anonymously. We respect everyone’s right to decide how much information to disclose to us and whether or not, to receive further communication from Stefania Foundation
3. We do not share or sell any personal information we have obtained while fundraising and project implementation.
Information we collect is used solely to maintain communication with our donors regarding Stefania Foundation events and activities. To this end, we use highly reputable mailing list software with its own stringent data protection requirements, and we make sure to limit our mailing list communication to a reasonable level.
4. We immediately and automatically process any requests to no longer receive communication from Stefania Foundation .
Each of our emails contains a link to unsubscribe from our mailing list, and the removal from the list is automated to take place immediately. In the event of technical difficulties, we would also seek to quickly process any data removal requests submitted via the Contact Us page on this website.
5. We strive to adhere to relevant privacy protection laws and regulations.
While we are limited in volunteer staff and resources, we strive to stay up to date on such important legal matters, and we are doing our best to implement guidance of the Charity Commission and the UK Information Commissioner’s Office (ICO) with regards to the General Data Protection Regulation (GDPR) and related UK laws. If you believe there are ways we can do this better, please let us know!
The Stefania Foundation collects, processes, stores and uses information about identifiable individuals as a fundamental aspect of the delivery of its charitable purposes and intends to comply fully with the General Data Protection Regulations (GDPR).
Stefania Foundation collects information relating to its volunteers and beneficiaries who are natural persons (“data subjects”) who:
Thus, although Stefania Foundation policy is to know the name and address and other contact details of all its data subjects, the lack of a name for an individual will not avoid the need to comply with GDPR: requirement of a location at which its charitable activities will be provided negates this possibility.
Put simply, data processing is the collection, processing, storing, using and destruction of personal data. Thus, the noting of an individual’s name and address on a piece of paper by a BCB volunteer and the transfer of that data to the data controller is data processing.
Stefania Foundation (SF) is a data controller under, and has prime responsibility to comply with, GDPR. Although SF is a corporate body, its Trustees recognise that they can become liable for an offence under GDPR if it is proved to have been committed with the consent or connivance of or to be attributable to neglect on the part of—
(i) a director, manager, secretary or similar officer of the body corporate, or
(ii) a person who was purporting to act in such a capacity.
All SF employees and volunteers who collect or have access to data will be made aware of their responsibilities.
We will not share any data with third parties.
We provide all data subjects with all the following privacy information:
We provide data subjects with privacy information at the time we collect their personal data from them. If we obtain personal data from a source other than the individual it relates to, we provide them with privacy information:
We provide the information in a way that is:
We regularly review and, where necessary, update our privacy information. If we plan to use personal data for a new purpose, we update our privacy information and communicate the changes to individuals before starting any new processing.
We will undertake an information audit every xxx to find out what personal data we hold and what we do with it. We put ourselves in the position of the people we’re collecting information about.
The six data protection principles are set out in the Appendix. We comply with the principles in the following way:
The processing of personal data must be lawful and fair. The processing of personal data is lawful only if and to the extent that it is based on law and either—
(a) the data subject has given consent to the processing for that purpose, or
(b) the processing is necessary for the performance of a task carried out for that purpose by a competent authority.
Condition (b) does not apply to SF so all our data processing proceeds on the consent of every data subject.
The definition of consent reads:
“any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or a clear affirmative action, signifies agreement”
We include on all our data collection forms, both electronic and physical, an invitation to the data subject to give their consent to BCB processing their data.
We will collect from our employees and volunteers the following information:
The only data we collect from our beneficiaries is their:
We comply with GDPR by:
All personal data is kept on central IT systems and is not stored or transported on portable electronic devices.
We undertake an analysis of the risks presented by our processing, and use this to assess the appropriate level of security we need to put in place. When deciding what measures to implement, we take account of the state of the art and costs of implementation. We understand the requirements of confidentiality, integrity and availability for the personal data we process.
We make sure that we regularly review our information security policies and measures and, where necessary, improve them.
We use only those data processors who provide guarantees to implement appropriate technical and organisational measures that are sufficient to secure that the processing will comply with GDPR and ensure the protection of the rights of the data subject.
No processor used by SF may engage another processor without SF’s prior written authorisation.
APPENDIX 1 - Personal data
APPENDIX 2 - Privacy Notice
APPENDIX 3 - Website privacy notice
Personal data shall be:
The controller shall be responsible for, and be able to demonstrate compliance with, paragraph 1 (‘accountability’).
Stefania Foundation Privacy Notice
Our contact details
Charitable Incorporated Organisation: Stefania Foundation
Contact name: Constantine Johnson
Address: 6 Poles Hill, Chesham HP5 2QP, United Kingdom
E-mail: info@stefaniafoundation.org
What type of information we have
We currently collect and process the following information:
How we get the information and why we have it
All the personal information we process is provided to us directly by you for one of the following reasons:
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) your consent. You are able to remove your consent at any time. You can do this by contacting xx as shown above
(b) we need it to perform a public task.
(c) we have a legitimate interest.
What we do with the information we have
We use the information that you have given us in order to:
We do not share this information with any other person or organisation.
How we store your information
Your information is securely stored electronically.
We keep your name, address and contact details for up to one year after we have provided a service to you. We will then dispose of your information by deleting all electronic records.
Your data protection rights
Under data protection law, you have rights including:
Please contact us at xxx if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Stefania Foundation Website Privacy Notice
At Stefania Foundation we respect your privacy and are committed to protecting your personal data. This “privacy notice” explains what we do with your personal data, why we want to use it, how we protect it, and what rights you have to control our use of it.
It applies not just to use of our website, but also personal data that we process through other interactions with individuals in the course of running our organisation and delivering our services. Our website and services are not intended for children and we do not knowingly collect data relating to children.
Please read it carefully. We may change this policy. We will post any changes on this page, so please check back frequently.
Information about us
This privacy notice is for the Stefania Foundation (referred to as “Stefania Foundation “ “we”, “us” or “our” in this privacy notice). We collect, use and are responsible for certain personal data about you. When we do so we are regulated under the General Data Protection Regulation (“GDPR”), which applies across the European Union (including the United Kingdom) and we are responsible as “data controller” of that personal information for the purposes of the law.
By using our website, you’re agreeing to the conditions outlined in this policy. If you want to contact us about any of the points on this notice, or just generally about how we protect your privacy, please email us at info@stefaniafoundation.org
Your personal data
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We use personal data from different categories of individual for several different purposes and each with its own lawful basis. This section describes these in detail and, although it’s technical, we’re required by law to explain this to you.
If you visit our website
We use various methods to help us personalise our website for you, remember your preferences, understand how users are using our websites, and help customise our marketing offerings including cookies, referrers’ IP addresses, how you interact with our website and environment variables. We do this on the basis that it is necessary for our legitimate interests in monitoring and improving our website. By visiting our website, you agree to the use of cookies and similar technologies for the purposes described in this Statement.
If you fill in a contact form
We will store the data you enter (name and contact details) for the purposes of responding to your enquiry. We do this on the basis that it is necessary for our legitimate interests in promoting our charity to interested parties. We store your data for as long as we need to interact with you for these purposes. In all cases if you would like us to update or delete your information, please send us an email (see “How to contact us” below) or use the unsubscribe links on marketing emails.
Our use of website cookies
We may also store information about you using cookies, which we can access when you visit our site in future. Cookies are small files, which are sent by us to your computer or other access device, that track, save and store information about your interactions and usage of our website. Overall, cookies help us provide you with a better service by enabling us to monitor which pages you find useful and which you do not.
How to control cookie settings
Most web browsers allow you to control cookies through their settings preferences, however if you limit the ability of websites to set cookies, you may impact your overall user experience. Below you can learn about how to control cookie settings on popular web browsers:
What type of information we have
We currently collect and process the following information:
How we get the information and why we have it
All of the personal information we process is provided to us directly by you for one of the following reasons:
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) your consent. You are able to remove your consent at any time. You can do this by contacting your District Data Administrator
(b) we need it to perform a public task.
(c) we have a legitimate interest.
What we do with the information we have
We use the information that you have given us in order to:
We do not share this information with any other person or organisation.
How we store your information
Your information is securely stored electronically. We keep your name, address and contact details for up to one year after we have provided a service to you. We will then dispose of your information by deleting all electronic records.
Data processors
We currently do not use service providers (acting as ‘data processors’). Your personal data is not stored by any other organisation unless in the normal way when an online card payment is made.
Your data protection rights
Under data protection law, you have rights including:
Please contact us at xxxx if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Helpline number: 0303 123 1113
https://ico.org.uk/concerns/
How to contact us
If you have any questions, concerns or just want some more information about our privacy management, drop us a line at info@stefaniafoundation.org
Changes to this privacy notice
We may change this privacy notice from time to time by amending this page.
This privacy notice was last updated on 25th November 2024
Stefania Foundation is a registered member of Thirtyone:eight (number 17493)
Stefania Foundation places great importance to be a safe environment for volunteers and other associated personnel. We have selected Thirtyone:eight, independent experts in Safeguarding. They are a Registered Charity (No: 1004490) and will provide us with all the necessary support services in safeguarding. https://thirtyoneeight.org/
The purpose of this policy is to make clear to all what is required concerning the protection of children (under 18s) and adults, including the frail elderly, at risk from harm or abuse. The policy will help to maintain a safe and positive environment for children, adults at risk from harm or abuse (all adults).
The purpose of this policy is to outline the duty and responsibility of staff/volunteers/Trustees working on behalf of the Stefania Foundation concerning Safeguarding all adults and children at risk.
All children and adults have the right to be safe from harm and must be able to live free from fear of abuse, neglect and exploitation.
This policy applies to all employees, volunteers and Trustees of the Stefania Foundation
This policy is to be used in conjunction with all other existing and future Policies
The Stefania Foundation is a charity organisation committed to providing a safe environment for all.
The welfare of children and adults at risk of harm or abuse is paramount. All children and adults have an equal right to protection from abuse.
Everybody at Stefania Foundation has a responsibility to support the care and protection of children and the frail elderly.
Stefania Foundation is committed to taking all reasonable precautions to safeguard the welfare of children and adults at risk from harm or abuse that use its services and promotes a safeguarding culture and environment.
Objectives
• Everyone who participates with Stefania Foundation is entitled to do so in a safe and enjoyable environment.
• The Stefania Foundation is committed to helping everyone to safeguard children and adults at risk from harm and abuse.
• All suspicions and allegations of abuse and poor practice will be taken seriously and responded to swiftly and appropriately.
• Staff, Trustees and volunteers working with children and adults have a responsibility to report concerns to a Trustee or their Line Manager.
Everybody shares responsibility for safeguarding children and adults that may be at risk of harm or abuse, who may need protection services by identifying children or adults who may be at risk and alerting the appropriate service(s).
• All employees, volunteers and Trustees must ensure that they are familiar with the child and or Adult protection procedures for their setting.
• Advice should be sought in the first instance from their Safeguarding lead or Trustee. However, this should not preclude a direct referral to Children's Social Care particularly if there is an element of immediate risk.
• Referrals must always be made to Children's Social Care if there are signs that a child under the age of 18 years, or an unborn baby:
• Is suffering or has suffered abuse or neglect.
• Is likely to suffer abuse or neglect.
• With the agreement of a person with parental responsibility, would be likely to benefit from family support services.
• The timing of referrals must reflect the perceived risk and should typically be within one working day of recognition. If, for any reason, you cannot contact the responsible Trustee or Chair of Trustees you should go ahead and contact Children's Social Care or Adult Social Care.
• When a referral is made to Social Care, you must agree with them what the child or adult and parents/carers will be told, by whom and when. Do not just leave messages.
• Always speak to someone. You must confirm verbal and telephone referrals in writing, within 48 hours. Children's Social Care should acknowledge your written referral within one working day of receiving it. Should you not have had a response within three working days, contact them again.
• Under no circumstances should you speak to, or confront, the abuser. Do not share suspicions or information with any other person other than your responsible Safeguarding Lead or trustee , Social Care and the Police. Information given to Social Care or the Police will be taken seriously, handled sensitively and shared only on a 'need to know' basis, wholly to protect the child. However, to ensure that children are safeguarded based on proper evidence, the source of the referral cannot be kept anonymous.
• If you have any concerns about an adult's behaviour towards children, young people or the frail elderly or adults at risk of harm or abuse (who is not an employee or volunteer working for the agency):-
• Do not ignore it - the service will take any concerns very seriously.
• You must discuss your concerns with the Chair of Trustees of Stefania Foundation who will support you in liaising with the statutory agencies should any child protection matter arise.
• Do not confront the adult but seek the advice of the Chair of Trustees. If they are not available, seek advice from Children's Social Care.
Abuse is any form of physical, emotion or sexual mistreatment or lack of care that leads to injury or harm. (Abuse is a violation of an individual’s human and civil rights by another person or persons.)
Types of Abuse taken from the Care Act 2014
• Modern Slavery – encompasses slavery, human trafficking, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude and inhumane treatment. In Stefania, you may notice that a participant in a team has been missing from their normal activities and is not responding to reminders from team members or staff or Trustees.
• Domestic Abuse – including psychological, physical, sexual, financial and emotional abuse. It also includes so-called 'honour' based violence. You may notice a power imbalance between someone and their family member. For example, a participant with Downs syndrome may be looking quiet and withdrawn when their brother comes to collect them from sessions, in contrast to their carer whom they greet with a smile.
• Discriminatory – discrimination is abuse which centres on a difference or perceived difference, particularly concerning race, gender or disability or any of the protected characteristics of the Equality Act 2010. This could be the harassing of a volunteer because they are or are perceived to be transgender.
• Organisational Abuse – including neglect and poor care practice within an institution. It can be through neglect or poor professional practice as a result of the structure, policies, processes and practices within an organisation. This could be training or activities without a necessary break.
• Physical Abuse – includes hitting, slapping, pushing, kicking, misuse of medication, restraint or inappropriate sanctions.
• Sexual Abuse – including rape, indecent exposure, sexual harassment, inappropriate looking or touching, sexual teasing or innuendo, sexual photography, subjection to pornography or witnessing sexual acts, indecent exposure and sexual assault, or sexual acts to which the adult has not consented or was pressured into consenting.
• Financial or Material Abuse – including theft, fraud, internet scamming, coercion in relation to an adult’s financial affairs or arrangements, including in connection with wills, property, inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits.
• Neglect – including ignoring medical or physical care needs, failure to provide access to appropriate health social care or educational services, the withholding of the necessities of life, such as medication, adequate nutrition and heating.
• Emotional or Psychological Abuse – this includes threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks. This could be threatening another person with physical harm and persistently blaming them for poor performance.
Not included in the Care Act 2014 but also relevant:
• Cyber Bullying - cyberbullying occurs when someone repeatedly makes fun of another person online or repeatedly picks on another person through emails or text messages, or uses online forums with the intention of harming, damaging, humiliating or isolating another person. It can be used to carry out many different types of bullying (such as racist bullying, homophobic bullying, or bullying related to special educational needs and disabilities) but instead of the perpetrator carrying out the bullying face-to-face, they use technology as a means to do it.
• Forced Marriage - forced marriage is a term used to describe a marriage in which one or both of the parties are married without their consent or against their will. A forced marriage differs from an arranged marriage, in which both parties consent to the assistance of a third party in identifying a spouse. The Anti-social Behaviour, Crime and Policing Act 2014 make it a criminal offence to force someone to marry.
• Mate Crime - a ‘mate crime’ as defined by the Safety Net Project is ‘when vulnerable people are befriended by members of the community who go on to exploit and take advantage of them. It may not be an illegal act but still has a negative effect on the individual.’
• Radicalisation - the aim of radicalisation is to attract people to their reasoning, inspire new recruits and embed their extreme views and persuade vulnerable individuals of the legitimacy of their cause. This may be direct through a relationship, or through social media.
