Introduction

[Foreign Affairs] is committed to protecting your personal information; in this policy we explain how we will treat your personal information.

Our Privacy Policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.

We will ensure that our staff and those acting on our behalf obtain, use and disclose personal information lawfully and correctly.

[Foreign Affairs] is an incorporated not-for-profit organisation registered as a company Limited by Guarantee (England & Wales) 08257355 with charitable aims. [Foreign Affairs] is the Data Controller of your personal information.

If you have questions regarding your information or its use, please contact the directors at,

[Foreign Affairs]
Rose Lipman building
43 De Beauvoir Rd.
N1 5SQ

or you can email us on info[at]foreignaffairs.org.uk.

How we collect your personal information

We collect personal information when you interact with us or request a specific service.

We collect information when you…

  • subscribe to our mailing list in person at our events or via foreignaffairs.org.uk (and MailChimp)
  • contact us by email, for example to join our membership scheme or to book a workshop/class
  • book tickets for an event or sign up to a workshop/class via our website (and Eventbrite)
  • subscribe to our membership scheme via our website (and PayPal)
  • make a donation via our website (and PayPal)
  • visit our website:
    • We use cookies to help make the experience of using our websites better. For more information, please see our Cookie Policy.
    • Our web server automatically records your public internet protocol (‘IP’) address and also generates a log file. We use your IP address to help diagnose problems with our server and to administer our websites and monitor use of the websites.
  • interact with us on social media, for example by sending us feedback or asking questions.

The types of information we collect

We only collect the information that’s necessary to carry out our work, provide the particular service you have requested and to keep you informed.

The type of information we collect depends on where and when it is gathered:

Information we obtain directly from you:

When you …

  • register or subscribe (for example to our mailing list or sign up to our membership) on our website
  • book events or workshops/classes via Eventbrite
  • contact us by email, post or phone
  • connect with us on social media

We need to collect information from you in order to provide the service you are requesting. We may collect:

  • Prefix and name
  • Gender
  • Email address
  • Date of Birth
  • Contact phone number(s)
  • Social media username
  • Delivery address(s)
  • Billing address

When visiting our website, we may collect the following information:

  • Your IP address (a public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet).
  • The date and time of the visit to the site
  • The pages accessed
  • The previous site accessed
  • The type of browser used
  • Your operating system (for example Apple Mac, Windows etc)

This information is collected to help diagnose and manage the website, to audit the geographical makeup of users, and to establish how they have arrived at the website.

  • Cookies: for further information about cookies and how we use them, please read our Cookie Policy.

We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address.

Information via social media – policy & usage
We adopt a company Social Media Policy to ensure our organisation and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms users are advised to verify authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for user passwords! Users are advised to conduct themselves appropriately when engaging with us on social media.

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you may give us permission to access information from those accounts or services.

We also use following third party provider, TweetDeck to manage our social media interactions.

There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.

Information available publicly
We may include information found on public websites and information that has been published in articles/newspapers.

Why we collect your personal data and how we use it

The information we hold on you will be used in a number of ways. Here are the main ones: to provide a service you have requested, offer you a personalised experience and better understand the needs of people we interact with, inform you of events or updates you’ve asked for or contact you if we need to obtain or provide additional information.

We use your information we collect in the following ways:

  • In order to administer and fulfil tickets, workshop/class, donations and membership requests or to provide important information about our services.
  • Deal with your inquiries and requests in order to provide the best possible customer services and to help us with internal administration.

Where we have your consent:

  • Send you updates via email about what’s on, offers and news or about supporting us.
  • Use your feedback in funding applications or evaluations

Where we have justifiable reason:

  • Learn about your interests and preferences so that we can contact you with information about our activities that is relevant to you.
  • Help us target our marketing communications and promotions so that they’re more relevant to you.
  • Use your pseudonymised details to show you advertising on such Social Media platforms as Facebook and Instagram. The information shared with these platforms is pseudonymised to protect your personal data.
  • Measure and understand how the people we interact respond to a variety of marketing activities so we can ensure our activities is well targeted, relevant and effective.
  • Undertake market research: we may contact you to ask you to participate in our market research campaigns via an online survey or in person. You are under no obligation to participate in research and, should you provide any further information, [Foreign Affairs] will inform you how any further information will be used.
  • Analyse and continually improve the services we offer.
  • Report statistics to funders and other stakeholders

How we handle your personal information

[Foreign Affairs] may disclose your personal information to any of our staff (or volunteers) insofar as it is reasonably necessary for the purposes set out in this policy.

We will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent.

Some of our service providers may have access to your data in order to perform services on our behalf – for example payment processing services such as Eventbrite and PayPal.

We may share your details with:

  • Service providers who work for or on behalf of [Foreign Affairs] in order to carry out any agreement we enter into you, for example payment processing services, database services, website hosting or email delivery services (we use MailChimp).
  • Third party advertisers (such as Facebook or Google) to help us identify people similar to those we interact with or to serve relevant adverts to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data.
  • Where required to do so, or when requested by the police or a regulatory or government authority investigating illegal activities.

[Foreign Affairs] is not responsible for the privacy notices and practices of other websites even if accessed using links from foreignaffairs.org.uk and we recommend that you check the policy of each website you visit.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

How we protect your data

[Foreign Affairs] is committed to protecting the personal information you entrust to us. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will ensure that your data is only retained for as long as is reasonably necessary depending on the purpose of the data. We will not keep more information than we need. The retention period will vary according to the purpose. For further information about how long we will keep your information, please contact the Data Controller using the contact details outlined in this notice.

If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (such as name, address or email address) to ensure we adhere with such requests.

Your rights

You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to: The supply of appropriate evidence of your identity for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address.

You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using the contact details listed in this policy.

If you would like us to remove the personal information we hold about you, please contact us using contact details listed in this policy.

If you are on our mailing list, or a member and need to update your name, email or other details, simply email the change needed to: info@foreignaffairs.org.uk.

Every mailing list email we send to you will include details on how to unsubscribe from future communications.

At any time, you have the right to ask [Foreign Affairs] to amend or stop how it uses your personal information including for marketing purposes.

Updates or changes to the policy

This notice was updated on 8 May 2018. It may be updated to take into account changes at [Foreign Affairs] or to reflect changes to regulation or legislation.

Updates to this policy will be posted on this page – please check back from time to time. We may also inform you of any changes where we hold an appropriate email address for you.