Privacy and Data Protection Policy – GDPR

Medic Malawi

Privacy and Data Protection Policy

At MEDIC MALAWI, we value your support and we are committed to protecting your privacy and your personal data. The purpose of this statement is to share with you our policy concerning your privacy and how we deal with your personal data.

How do we obtain your personal data?

We collect your data in the following ways:

  1. When you give it to us directly

You may give us your information in order to sign up for one of our events, when you join our mailing list, when you make a donation, when you contact us to ask about our activities, fundraise on our behalf, or otherwise give us personal information.

  • When you give permission to other parties to share it with us

Your information may be shared with us by fundraising sites like Just Giving. These independent third parties will only do so when you have indicated that you wish to provide Medic Malawi with your consent to be contacted. You should check their Privacy Policy when you provide your information to understand fully how they will process your information.

What information do we collect?

Personal data is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number and credit/debit card details, as well as information relating to your personal circumstances, if provided.

We do not knowingly collect any personal information from a child without the consent of the child’s parent(s).


We may use cookies, small pieces of data stored inside a website browser, across our website to improve the performance, and to enhance your user experience. When you visit our website, cookies allow us to collect some non-identifying basic information. This includes the total number of visitors, the pages viewed, and other anonymous information. We use this information to make your experience on our website as smooth as possible and to allow us to make any necessary improvements. More detail on how businesses use cookies is available at You are able to disable cookies if you prefer, but please be aware that some parts of the website will no longer function correctly if you do.

Data Controller

The trustees of Medic Malawi have oversight of the charity’s privacy and data protection policies.

Stephen Drew is the nominated data controller (contact details below) for Medic Malawi and decides how personal data is processed and for what purposes.

How do we use your personal data?

Personal data is processed following explicit consent of the individual in relation to one or more of the following uses:

  • To maintain records of our contacts who have expressed an interest in Medic Malawi’s work and to send communications about the activities of Medic Malawi to such individuals from time to time
  • To fundraise for Medic Malawi which will include processing of donations by means of Gift Aid or similar tax efficient arrangements
  • To manage our volunteers
  • To maintain Medic Malawi’s accounts and records

Postal addresses: We use your postal address to thank you for your donation where we don’t have an email address or you unsubscribed from our email communications.

Email address: We only send you emails, including our newsletter, if you have given us your consent. You can unsubscribe to our emails at any time by getting in touch at [email protected].

Telephone number: We use your telephone number to provide information, including fundraising and marketing if we have consent from you to do so. We will not contact you by telephone if you are registered on the Telephone Preferential Service (TPS) unless we have a specific opt-in from you for us to contact you by telephone or the call is of an administrative nature. We will not use your number to send SMS.

Direct marketing

With your consent, we may use your information to send you communications about our work and how you can help us to help you, for example, information about our campaigns, volunteering and fundraising activities and how you can donate to us. Occasionally, we may include information from partner organisations or organisations who support us in these communications. Our communications include information on how you can say no to such marketing. You can let us know if you would prefer not to receive these communications at any time by emailing [email protected].

Do We Share Your Information?

Subject to the following or to the requirements of any relevant law, personal data will be treated as strictly confidential and will only be shared among the trustees of Medic Malawi. Personal data may also on occasion be shared with volunteers working with Medic Malawi.

Personal data may also need to be shared with tax authorities to allow for tax reclaims or other processing of donations qualifying for tax benefits.

We do not share your personal information with any other third party. It is our policy not to sell, trade, or rent your personal information to anyone. If we choose to change our policy, you will be given the option to remove your name from our database.

We may disclose to third parties aggregate statistics regarding donations but these statistics do not include any personally identifying information. The information given includes: total number of donors, total amount of donations for specific periods of time, and referring websites. Aggregate information of this kind is used to encourage fundraising partnerships.

Medic Malawi does not access bank account, credit card or similar financial data from donors, although the agencies through which it collects some donations (e.g. Just Giving) may have such information.

How we store your information

Medic Malawi  is committed to ensuring that personal data is maintained securely and is protected from loss, unintended destruction or damage and from unauthorised or unlawful processing; it has put in place suitable physical, electronic and organizational procedures.
Medic Malawi  will not collect or retain excessive amounts of personal data and will, to the extent it is able, keep the personal data it needs up to date.


Personal data will be retained in relation to each of our contacts and volunteers as long as relevant law requires or, if longer, so long as we consider there to be an ongoing relationship an individual. After that time such data will be securely destroyed.

Accessing and updating your personal information

You can request access to any information we hold about you by contacting us at Medic Malawi at 10 Cathedral Close, Blackburn, BB1 5AA, email [email protected]  Equally, please let us know of any changes to your personal information.

You can also let us know if you would no longer like to receive fundraising communications from us or if you would prefer us not to profile you for the purposes of targeting or tailoring our fundraising efforts, by emailing [email protected].

Contact Details

If you would like to discuss any of this in further detail and/or to exercise all relevant rights, queries or complaints please in the first instance contact:

email [email protected]

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Changes to this policy

We may change our Privacy Policy from time to time so please check back periodically.

This Privacy Policy was last updated March 2019.