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Cookie and Privacy Policy

1. Who we are

PHASE Worldwide is a registered charity (charity number 1112734).

PHASE Worldwide’s registered address is Reginald Arthur House 2-8 Percy Street Rotherham S65 1ED

PHASE Worldwide partners with PHASE Nepal and PHASE Austria but are legally separate organisations.

This Privacy Policy applies to only PHASE Worldwide.

This Privacy Policy relates to information which is obtained by PHASE Worldwide and for which PHASE Worldwide is the Data Controller.

2. Introduction

PHASE Worldwide, and the people we work with, are dependent on the generosity of our supporters. Developing a better understanding of our supporters through their personal data (name, address, email, etc) allows us to fundraise more efficiently. We are committed to protecting any personal information we have about you. This Privacy Statement sets out how we obtain, use and protect your personal information.

We are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998 and the Privacy & Electronic Communications (EC Directive) Regulations 2003.

The PHASE Worldwide website contains links to websites owned and operated by third parties. These third-party websites have their own privacy policies – we cannot accept any responsibility or liability for the privacy practices of such third party websites.

3. What information will PHASE Worldwide collect about me?

We only collect personal data relevant to the type of transactions you have with PHASE Worldwide. For example, when you contact PHASE Worldwide to make a donation, purchase an item online, support our campaigns, sign up to any of PHASE Worldwide events, newsletters, we may receive and retain personal information about you.
The information we collect is relevant to the type of transaction you are entering into with details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can claim Gift Aid.

3.1 Sensitive personal data

We do not collect “sensitive personal data” about our supporters, e.g. health status, unless there is a clear reason for doing so – such as participation in a marathon or similar fundraising event where we need this to ensure that we provide appropriate facilities or support to enable you to participate in the event. Clear notices will be provided on application forms for such events so that it is clear what information we need and why we need it.

4. How and when PHASE Worldwide will collect data

PHASE Worldwide may collect your personal data in the following circumstances:

When you give it to us directly – you may give us your personal data directly when you make a donation, sign up for one of our events, or purchase products from our shop.

You may give us your information indirectly – when you sign up to events such as the London Marathon or contribute to PHASE Worldwide via fundraising sites like EveryDay Hero or Virgin Money Giving. These independent third parties will pass your data to PHASE Worldwide where you have indicated that you wish to support PHASE Worldwide and have given your consent or it is a necessary part of completing a contract with you.

5. How will PHASE Worldwide use the information collected?

PHASE Worldwide may use your personal information for several purposes including the following:
– in relation to correspondence you have with us (whether by letter, email, text, social media, message board or any other means)
– to process your donation
– for “service administration purposes” e.g. related to your tax status regarding Gift Aid
– for internal record keeping
– to fulfil sales contracts you have entered into with PHASE Worldwide
– to contact you about any content you provide
– to invite you to participate in surveys or research about PHASE Worldwide or our work (participation is always voluntary)
– for marketing and fundraising purposes
– to provide you with information about our activities in Nepal.

6. Your Debit Card, Credit Card, Bank, and Personal Details

PHASE Worldwide use several Data Processers, all of whom are registered with the Information Commissioner’s Office (ICO’s) Data Protection Public Register, to process payments.

To collect and process payments for our sponsored events, we use Blackbaud Europe Ltd (Reg: Z819732X), Virgin Money Giving (Reg: Z1674182) and Give.

To collect online donations, PHASE Worldwide use Charities Aid Foundation (Reg: Z6149839).

For accounting purposes, PHASE Worldwide use QuickBooks which is a cloud-based system operated by Inuit Limited (Reg: ZA191666).

PHASE Worldwide use a CRM database called eTapestry, managed by Blackbaud Europe Ltd (Reg: Z819732X) to store personal information and for email communications PHASE Worldwide uses MailChimp.

All this information is stored and processed on PHASE Worldwide laptops which are password protected and locked in a secure filing cabinet when not in use. Back ups of these laptops are made on an external hard drive which is also locked away and only accessible to PHASE Worldwide employees.

When you make a payment or donation through these Data Processers, your bank details are not provided to us.
When you make a transfer directly into PHASE Worldwide’s bank account, we do not take your bank details from our financial system and store them anywhere else.

Where you have a standing order with us, we retain a copy of the form you completed on paper, which is in a secure filing cabinet locked within our office.

7. Legitimate interest

In some instances, PHASE Worldwide will collect and use personal information by relying on the legitimate interest legal basis. This includes and is not limited to:

– If you live in a household which has made a financial transaction with PHASE in last 5 years
– If you applied to be a volunteer in Nepal last 5 years
– If you are currently signed up to a sponsored event
– If you are or have been a staff member, office volunteer or trustee of PWW or PN in last 5 years
– If you have attended our Annual Conference in last 5 years
– If you signed up for more information on our website

PHASE Worldwide have applied a three-part Legitimate Interest Assessment (LIA) to assess whether legitimate interest applies to the Data Subject. An LIA is a light touch risk assessment based on the specific context and circumstances. PHASE Worldwide have recorded this LIA which helps us demonstrate compliance under Articles 5(2) and 24. Please contact PHASE Worldwide’s Data Handling Officer for a copy of this assessment.

8. Your choice

It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways, please let us know
You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails. You can also change any of your contact preferences at any time by email

We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a list to help ensure that we do not continue to contact you again.

We carry out targeted fundraising activity to ensure that we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you. In doing so, we may use profiling techniques to provide us with general information about you. Such information is compiled using publicly available data about you or information that you have already provided to us.

This activity assists us in understanding the background of the people who support us and helps us to make appropriate requests to supporters who may have the means and the want to give more. You can opt out of your data being used for profiling and screening techniques by contacting

9. Sharing data

PHASE Worldwide will not, under any circumstances, share or sell your personal data with any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

We may need to share your information with Data Processors such as our service providers, associated organisations and agents who help us to prepare and send the materials relating to our projects and fundraising activities. These Data Processors will only act under our instruction and we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.

We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes (i.e. to claim gift aid) or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).

10. Holding data

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of donations for at least seven years.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies.

Where you contribute material to us, e.g. user generated content or in response to a particular campaign we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

11. How PHASE Worldwide keeps data safe

We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

12. Changing personal information

The accuracy of your information is important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest.
If you wish to change how we communicate with you, or update the information we hold, then please contact us:

 Email us at
 Write to us at: PHASE Worldwide, Reginald Arthur House 2-8 Percy Street Rotherham S65 1ED
 Call us on: 0117 9166 423

Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. We require you to prove your identity with two pieces of approved identification.

Please address requests and questions about this Privacy Policy to the Data Protection Officer, Lyndsey McLellan. Reginald Arthur House 2-8 Percy Street Rotherham S65 1ED.

13. Under 16s

If you are under 16 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. We don’t routinely collect information from those under 16 but may need to on some occasions (e.g. when taking part in an event).

14. Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices.

Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

15. Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

16. Changes to PHASE Worldwide’s privacy policy

This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to PHASE Worldwide. The date of the most recent revisions will appear on this page.

17. Complaints, compliments and comments

If you are unhappy with our work or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services. View our full complaints procedure here.

You can contact us in whichever way is most convenient to you: mail, phone or email.

Data Protection Officer
International Development Network Office
Brunswick Court
Brunswick Square

Phone: 01709 789004 (Monday to Friday – from 9am to 5pm)