Who are we?
Partnerships Overseas Networking Trust, commonly abbreviated to “PONT”, is a Registered Charity number 1166910 governed as a Charitable Incorporated Organisation. Until 2017 we operated as registered charity number 1125948.
Our registered address is Cartref, Pencerrig Street, Pontypridd CF37 2HS and we also use PONT c/o Connect, Upper Church Street, Pontypridd CF37 2UF for correspondence.
We are governed by a board of trustees who have responsibility for the running of the charity including data protection issues. The day-to-day administration of the charity is conducted by the trustees, other volunteers and freelance workers. We limit access to supporter data to those people who need it for administrative purposes. We require volunteers who are not trustees and any freelance workers who have access to supporter data to sign a confidentiality policy.
What data do we collect and hold?
Overseas visit participants
Our visit agreement form asks for name, address, email address, telephone number, next of kin and insurance details. The form is held electronically or on paper by the trip leader and a PONT contact prior to and during the trip and not retained afterwards.
We currently store some or all of the following information for individuals who support PONT financially, have supported us financially, or have expressed an interest in hearing from us for example by signing up to receive updates by email:
- email address
- telephone number
- contact preferences
- taxpayer status for claiming Gift Aid
- dates and amounts of donations you have made to PONT
We may also record other details of your involvement with PONT such as (but not limited to) whether you have visited Uganda with us, been to one of our events, taken part in fundraising for us, or enquired about a particular area of our work. We may keep brief notes of your interests or employer/job role particularly where your connection to PONT is linked to your professional role eg if you are a teacher or health professional. This is so we can share news and information with you that we think may be of particular interest.
How is your information stored?
Supporter information relating to online donations and future donations will be stored in a secure online database which is password protected. Access will be limited to those who need it for administrative purposes.
While we are transitioning to new systems, we do still (in May 2018) store some supporter contact details and records of when and how much supporters have donated previously in spreadsheets on personal computers. Spreadsheets are password protected.
As a small volunteer-run charity we also store paper-based records at personal addresses at the moment, but are looking into solutions and our policies around this as part of our Data Protection review. Please contact us if you have any concerns in the meantime.
How do we use supporter data?
We hold and use supporter data to claim gift aid on donations and to communicate with our supporters for administrative and marketing purposes.
We may contact you with queries about your donations or if we need to give you information that relates to your support (for example a change to our bank details). We will still contact you just for these purposes even if you have opted out of receiving marketing information from us.
If you have opted in to hear from us we will send you news, stories and details of events and ways to support us. (This is classed as ‘marketing purposes’ for data protection purposes even if we are just keeping you up to date).
We will only contact supporters for ‘marketing purposes’ in the way they have given us explicit permission to do so ie by email and/or by post.
We do not currently plan to use SMS or telephone for marketing purposes and will store telephone numbers only for contacting individuals with administrative queries. If this changes in future we will contact supporters to seek permission.
Do we analyse data for marketing purposes?
We may analyse personal data so that we can better understand and use our resources to provide supporters with information that is relevant to them. For example we will track which emails get opened so we know whether we are sending things that people are interested in. We may compare our email subscription lists to our lists of people who support us with donations, and people who’ve been to Uganda with us, because sometimes we may want to send different emails to people who are more involved than to people who are wanting to start finding out about us. These are examples: we might process data in similar ways, but if we decide to start doing anything significantly different, we will contact you to ask for your permission. We want to be transparent about what we do with your information.
Do we share data with third parties or service providers?
After confirming that they adhere to data protection rules, we may use third parties to distribute marketing information, and receive feedback from them.
We use third-party financial institutions to process our donations. They receive the card number and other personal information only to verify and process transactions securely.
We will never pass your data on to other charities or to companies for sales purposes or sell, trade or rent your personal contact details to any organisation.
How can you change your preferences or update the information we hold about you?
You can help us keep our records up to data by telling us when your contact details and other personal information changes. You can also change your mind at any time about how we contact you or ask to stop contacting your altogether. Please contact us and ask us to make the changes for you.
The best way is to email email@example.com or telephone 01443 407575
How do you request an Information Access Report or make a complaint?
You can write to, email or phone our Chair of Trustees Dr Geoff Lloyd at
When was this policy updated?
If you have questions or comments
Please do get in touch with us at firstname.lastname@example.org or using any of the details above if you have any questions or concerns or want to share your opinions about how we use your data.
We are a community charity – our individual supporters are the reason we can continue making a difference in Uganda and so your confidence in PONT as a charity is vital.