Privacy Notice

At the Fairtrade Foundation, we are committed to respecting and protecting your privacy.

This privacy notice explains where we collect your personal information, how we use it and how we keep it safe and secure. As a valued supporter, we will always be transparent about how we use your information, and will only use it in ways you would reasonably expect. We take data protection very seriously. We make it a priority to ensure that we have the right level of controls, interventions and processes in place to keep your personal information safe.

Whether you’re a member of a Fairtrade town, a school teacher, donor or supporter, we want to ensure you receive the right communications for you.  

Please read our privacy notice carefully. By providing us with your personal information, you consent to the use of it in accordance with the conditions of this notice. In keeping with data protection legislation, we will not hold your personal information for longer than is necessary.

We may update this notice from time to time. If we make any significant changes, we will either get in touch to let you know (if we have your permission to contact you) or highlight the changes on our website and on this page.

If you have any questions about this privacy notice, please email us at data.protection@fairtrade.org.uk

  • Who we are

    Fairtrade is a movement for change that works directly with producers, businesses, consumers and campaigners to make trade deliver for farmers and workers. Fairtrade is a global movement with a strong and active presence in the UK, represented by the Fairtrade Foundation.

    The international Fairtrade system (of which the Fairtrade Foundation is a member) works on behalf of farmers and workers to drive sustainable livelihoods, empower producers and workers, and make trade fair.

    Find out more information about the Fairtrade Foundation.

  • Where we collect personal information

    We collect your personal information in the following ways:

    When you give it to us directly

    You may have provided us with your personal information directly. Examples include:

    - In person or through the post 

    - Enquiring about Fairtrade through our website or by telephone

    - Through social media

    - Taking one of our campaign actions

    - Signing up to receive our newsletters

    - Telling us about a Fairtrade event you’ve organised

    - Applying for (or renewing) your Fairtrade community status, place of worship or school

    - Responding to product promotions, ordering resources or making a purchase from our online shop

    - Fundraising for us or donating to us

    - Applying for a job or volunteering with us

    When you give it to us indirectly

    Your information might be shared with us through independent third party interactions. For example, through other campaigning organisations we work with, or through fundraising platforms like JustGiving or Virgin Money Giving. These third parties will only provide us with your information if you have given your permission for it to be shared with us.

    Occasionally we might work with trusted partners or suppliers who work with us or on our behalf and may ask you to provide your information under our instruction. This will remain within our privacy notice; your personal information will come through to us and won’t be held with the third party (for example, when you order resources from our online shop).

    When you engage with the Fairtrade Foundation’s social media accounts, we might also obtain your personal information through your use of platforms such as Facebook, Twitter, Instagram or LinkedIn, depending on your settings or the privacy notices of these social media and messaging services. To change your settings, please refer to their privacy notices which will tell you how to do this.

    When you visit our websites or social media

    When you visit our websites, we gather general information about how you use them, as well as information about the type of device you are using to access them (e.g. phone, tablet, PC). This data helps us to create a better online experience for you; for example, make it easier for you to find what you’re looking for or fix elements that make the website difficult to use.

    We use cookies (text files that a web browser stores on your device which track, save and store information, and may or may not expire when you close your browser) to understand how you interact with our website and help improve how it works. See our cookie notice for more information.

    When your information is available publicly

    So that we can tailor the way we communicate with you about our work and make our communications more relevant to you, we might gather publicly available information about you. This could include your interests, postcode-based demographics, and past campaigning or donation activities. Through understanding more about you we can be more cost-effective in our marketing, campaigning and fundraising communications to you, and better inform you about our work so that together we can create a fairer world for farmers.

    We may gather this information from online articles and newspapers, and social media platforms such as Facebook, LinkedIn, Twitter or Instagram. This information is only accessible based on the permission you give through these services. If you are unsure about what these permissions are, or would like to change them, check the privacy notices on their websites.

    We might also gather publicly available information about individuals who may be interested in supporting or giving major gifts to charities or organisations like us in the future. However, we will never keep potential donors’ publicly available information without their consent, which will be sought at the earliest practical opportunity. 

    Find out how we use this information under 'Analysis, research and building supporter profiles' which can be found in the 'How we use your personal information' section of this notice.

  • What personal information we collect

    Supporters

    We collect relevant personal information depending on the interaction you have with us. This might include (but isn’t limited to) your title, name, contact details and preferences, how you choose to support us, for example: taking a campaign action, organising events, donating or fundraising, ordering resources, signing up to receive our email newsletters, taking part in competitions or surveys, registering to come to events or engaging with us through our social media pages or through our Supporter Services team.

    Personal information is anything that can be used to identify you as an individual. It can include your name, email address, postal address, telephone number, bank account details, credit/debit card details and whether you are a UK tax payer (so that we can claim Gift Aid).

    Schools

    We collect information in relation to the interactions around the Fairtrade School Awards scheme. This covers a variety of different activities from sharing details of a schools’ Fairtrade procurement, details of lesson plans and images of Fairtrade events. For each of the schools who register with us, we ask for up-to-date contact details and the school name and address. Information uploaded onto the schools award portal will be stored securely and accessed by an assessor to enable the award to be processed. Although this information will not be shared, we may contact the school to ask if we can share details or photos of an event as a case study on our website, in print material or newsletters. However, we will not do this without first obtaining additional permission and we do ask that no images or personal information of students are uploaded onto the portal without permission from a parent or guardian.

    Personal information and photos pertaining to a schools competition entry or a schools survey will be held for one year and then deleted or destroyed securely.

    Children’s data

    We collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child. Information is usually collected through the details that schools or town groups may share with us as part of their Fairtrade activities and events. This can be sensitive personal information – of children who are part of their Fairtrade Steering Group or who have led a particular Fairtrade activity. We may use children’s photos and information for case studies and publicity but will always ensure that we have the appropriate consent through our key contact who will have gained permission from the parent or guardian.

    We do not routinely collect dates of birth, but will never knowingly ask a child or student under the age of 18 to make a donation.

    In relation to the Fairtrade School Awards, the school that has registered with us has a responsibility to ensure that all information that they provide to us has appropriate consent from a parent or guardian. This includes any uploads of images of pupils involved in activity related to the award scheme. The school remains the data owner and as such should have permission to share children’s names and photos before uploading them to our site.

    Universities and colleges 

    We collect information in relation to the Fairtrade Universities and Colleges Award. This includes contact details for each institution, information about events, activities and teaching and procurement figures in relation to Fairtrade products. This information will be held for the duration of an active award and for two years afterwards in case of renewal. Following this, all personal and financial details will be removed from our records. Although this information will not be shared, we may contact the institutions to ask if we can share details or photos of an event as a case study on our website, in print material or newsletters. We will also maintain a separate newsletter database.

    Please note that the Universities and Colleges Award is changing over the next two years and we will be working jointly with the NUS. As this is a joint venture your award data will be collected by the NUS and shared with the Fairtrade Foundation only for the purposes mentioned here to do with administering the award and not for any other purpose, according to the terms of this notice.

    Fairtrade Communities (Towns, Villages, Cities etc.) and Places of Worship

    Personal information collected from members of Fairtrade Community Steering Groups, and contacts for Fairtrade Places of Worship is the same as Supporters (see above). Key contacts for Steering Groups who receive additional communications related to the group's award status are nominated at the point of registering, applying or renewing Fairtrade status, but can be amended at any time by phone or email. Frequently, additional personal information of steering group members or other individuals supporting your campaign locally is collected indirectly through applications and renewals of your group’s Fairtrade status. This information is stored securely and treated in strict confidence as per this notice, and only additional personal information that enables us to better understand your role and the activities of the group in relation to its Fairtrade status as awarded by the Foundation, is kept.

    Credit, debit card payment information

    If you use your credit or debit card to buy something from our online shop, make a donation or fundraise for us, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard (PCI DSS). To find out more about PCI DSS standards, visit their website at www.pcisecuritystandards.org. Following the completion of your transaction, card details and validation codes are securely destroyed once the payment or donation has been processed.

  • How we use your personal information

    We may use your personal information in the following ways:

    - To provide support in relation to our services, products or other information requested by you, or in relation to correspondence entered into with us. For example, we use your personal information to look into, and respond to, enquiries, complaints, legal claims or other issues. 

    - To process shop orders (as well as send them), donations (including claiming Gift Aid), as well as to verify any transactions entered into with us.

    - To administer events, online orders, donations, fundraising or any other support required or where required or authorised by law to do so.

    - We use your information to keep a record of your relationship with us and for administrative purposes (such as our accounting and record-keeping). We also use your personal information to advise you on updates and changes to our services or policies.

    - If you enter personal information into a form on our website (such as a campaign action, donation or purchase) and start but don’t complete it, we may send you an email to check and see if there is any help we can give or any problems you encountered.

    - To update you on our work at Fairtrade, and the difference your support is making to farmers and workers around the world.

    - To ensure we know how you prefer to be contacted.

    - For marketing, campaigning or fundraising (e.g. raising awareness, inviting you to events, sharing posts, signing campaign actions, helping us raise money, donating to us) by mail, email, phone or social media to send you information about our latest news, campaigns and occasional fundraising activities.  For example, we may make petition submissions to third parties, where you have signed the petition that the third party is the target of (e.g. The Prime Minister), or we may send you fundraising appeals or ways to help us raise money.

    - We also use personal information to administer employment, volunteering and internship applications.

    Legal basis for processing personal information

    - When sending marketing information via email to you as an individual, we will only do so with your consent. This may include information about our campaigns, our work and occasional fundraising activities. 

    - When sending information and appeals by post, we rely on ‘legitimate interest’ legal basis, sending information we consider may be relevant and of interest to you based on your previous interest in the Fairtrade Foundation’s overall work to change unfair trade. We will make it easy for you to opt-out of postal communications and fundraising activities at any time if you wish.

    - We also rely on ‘legitimate interest’ legal basis if we gather publicly available information about supporters when planning specific appeals, or when analysing or profiling supporters to help us be more efficient in our fundraising (see the Analysis, research and building supporter profiles section below.)

    - If you would prefer we do not use your personal information in this way, or want to change the way you hear from us, please email us at data.protection@fairtrade.org.uk or call our Supporter Services Team on +44 (0)20 7440 7676 between 9am and 5pm, Monday to Friday.

    Analysis, research and building supporter profiles

    - To help us understand how we can improve our services and create a tailored experience for you, we may create a profile or use profiling techniques, using personal information we collect in conjunction with publicly available information (see the 'Where we collect personal information' section of this notice) to better understand our audiences.

    - When building a profile we may conduct research and/or analyse demographic, geographic and other information you’ve provided about your interests and preferences. We may also use this information to help us determine other things you might be interested in getting involved in, or what capacity you might have to donate or fundraise for us, particularly if you have made a substantial donation or are highly engaged with the Foundation. Currently we do very little research and analysis at this level, but we may do more in future. If you do not want us to analyse your information or combine it with publicly available information in order to profile you, please email us at mail@fairtrade.org.uk or call our Supporter Services Team on +44 (0)20 7440 7676 between 9am and 5pm, Monday to Friday.

    - We may occasionally invite you to participate in surveys or research about Fairtrade. We will explain how we will use the answers and data you provide when we ask you to participate.

    Below is an explanation of how we use your personal information if you are associated with Fairtrade as a community, place of worship, school, university group or business.

    Communities, Schools, Places of Worship, Universities and Colleges

    If you are the key contact for a Community, Place of Worship, Fairtrade School, University or College group, we will send you information about your type of group and the award scheme that you are involved with unless you specifically ask us not to, or notify us of a new key contact. We will provide information about the award process, progress of your application and send reminders about when your award is due to be renewed. We will also send you communications that we think may be of interest to award holders, such as information about new resources and newsletters. A key contact at a school should always be a member of staff rather than a student.

    If you are a key contact for a Fairtrade Community group (Town, City, Village), and have given us explicit consent, we may share your contact information with other individuals or organisations in your area that wish to support Fairtrade or your group’s activities. For example, other supporters or organisations in your area who wish to support Fairtrade campaigning or journalists wishing to promote your group’s activities. You are not obliged to grant this permission, and it can be revoked at any time.

    Fairtrade Places of Worship

    If you are the key contact for a Fairtrade Place of Worship, and have given us explicit consent, we may share your name and email address with the regional or national authority your place of worship is affiliated to e.g. your diocese, circuit, or national authority or membership body for the relevant place of worship. This would only occur in order to co-ordinate activity to promote Fairtrade in those networks and provide greater support to you and your place of worship in campaigning for fairer trade.

    Businesses

    We may process your personal information for our legitimate business interests, which pertains to any activity which is mutually beneficial for ourselves as a service provider and you as an end user. For example, we have an interest in making sure our marketing is relevant for you, so we may process your information to send you marketing that is tailored to your interests. You have the right to object to your data being processed if you wish – if so, please email us at data.protection@fairtrade.org.uk. To find a more detailed explanation of ‘legitimate business interests’ read the Guidance on the use of Legitimate Interests under the EU General Data Protection Regulation.

  • How we keep your personal information safe and who has access to it

    - At the Fairtrade Foundation, we take data protection very seriously. We make it a priority to ensure that we have the right level of controls, interventions and processes in place to ensure we keep your personal information safe. However, the nature of information transfer - particularly online - is never fully secure, so we cannot guarantee the complete security and protection of it when it is outside of our control. Once we have your personal information, we do everything in our power to ensure that we have the systems and processes in place internally to safely send it (for example, using encryption) where and when required to our partners (see the where we collect personal information section of this notice).

    - As mentioned above, only authorised staff have access to your personal information, and only if essential. They are trained and understand the policies, processes and protocol for keeping it safe.

    - Occasionally we use external companies to collect or process data for us on our behalf. These partners sign an agreed data protection contract and undergo a rigorous process to ensure they are compliant and able to follow our privacy notice before we agree to work with and share data with them. We have strict confidentiality agreements with our suppliers that they do not use, share, or sell the personal information we provide to them for undertaking or helping us to undertake our work.

    - When you agree to receive email communications from us, we reserve the right to share your encrypted email address with social media companies such as Facebook, Instagram, Twitter or YouTube. This also applies to digital advertising networks that may identify audiences with similar interests to yours, and display our advertising on the aforementioned social media platforms. If you do not want your personal information to be used in this way, you can email us at mail@fairtrade.org.uk or call our Supporter Services Team on +44 (0)20 7440 7676 between 9am and 5pm, Monday to Friday. Please note that our advertisements may still be shown to you on a randomised basis or based on cookie data. We take the protection of your personal information seriously, so we only enter into contracts with service providers that require them to comply with data protection laws and maintain proper controls to protect the security of your information. Sharing in this way does not permit the third party to use your personal information for their own marketing purposes.

    - There are times when our emails to you or our website may contain links to other external sites. We try to ensure that these organisation’s sites are respectable, but we are not responsible for their privacy policies. There may be information that can personally identify you. Check their privacy notice to learn more.

    - Sometimes, some of our suppliers operate outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will do our utmost to make sure they are compliant in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

    - We will comply with legal requests to disclose your details as permitted by law to the police, Government and regulatory bodies or legal advisors if required.

  • How long we keep your personal information

    We will retain your personal information as long as reasonably necessary for the relevant activity and relationship you have with us, as well as for any legal or regulatory requirement. For example we will keep a record of your donations for seven years if you have opted in to Gift Aid, to comply with HMRC rules.

    If you request that we stop sending you marketing, campaigning or fundraising communications 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, we won’t keep any information that we don’t need.

  • How to access correct or delete your personal information

    Data protection legislation allows you to request a copy of the personal information relating to you which is kept by the Fairtrade Foundation. Please email us at mail@fairtrade.org.uk if you would like to submit a request.

    If you would like to:

    - Tell us that your contact details have changed

    - Advise us that we have incorrect, out-of-date or inaccurate details for you

    - Ask us to stop sending you information or communications

    - Have your details removed from our database

    Please email us at mail@fairtrade.org.uk or call our Supporter Services Team on +44 (0)20 7440 7676 between 9am and 5pm, Monday to Friday.

    We endeavour to amend or update your contact details and communications preferences as soon as possible after you make your request, however you should expect the approximate time-frames for the changes to be made:

    - Email and phone – 7-14 working days from receipt of your request 

    - Post - 28 days from receipt of an opt-out or do not post request. This is due to the production times of postal communications, though we would expect this to be shorter


  • Changes to this notice and questions about this notice

    We will regularly review and update our privacy notice at our discretion. Any significant changes to the way we treat your personal information will be made clear on our website and/or we may contact you directly if possible. Any changes posted after these changes or updates will be taken to mean you are in agreement with these changes. Ensure you keep up to date with our privacy notice intermittently, or any time you provide personal information.

    This privacy notice was last updated in May 2018. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use the Fairtrade Foundation’s websites to submit personal information to us.

    If you have any questions, please email us at data.protection@fairtrade.org.uk.