Shaare Zedek UK Privacy Policy
Last Updated: June 2025
Next Review Due: June 2026

1. Introduction

Shaare Zedek UK (SZUK) is committed to protecting your personal data. This privacy policy explains how and why we collect, store, use and share personal information, your rights in relation to your personal data, and how to contact us or the relevant supervisory authorities if you have a complaint.

2. Who We Are

Shaare Zedek UK (Charity Number 1143272, Company Number 7469168) exists to raise funds for the Shaare Zedek Medical Center (SZMC) in Jerusalem. SZMC is a non-political, non-discriminatory hospital providing compassionate care and advanced medical services.

3. Legal Basis for Processing Personal Data

We collect and use personal data only when we have a legal basis to do so. These include:

  • Consent (when you opt in to communications)
  • Contractual necessity (e.g. to fulfil a donation or event booking)
  • Legal obligation (e.g. financial recordkeeping)
  • Legitimate interests (e.g. donor stewardship and engagement)

If we process special category data (such as religious beliefs, health information), we rely on additional legal bases under Article 9 of the UK GDPR, such as explicit consent or where processing is necessary for substantial public interest or safeguarding.

4. What Data We Collect

We may collect the following types of personal data:

  • Name, contact information, and communication preferences
  • Donation history and event participation
  • Interests relevant to SZUK and SZMC
  • Payment details (processed securely)
  • IP addresses, browser types and cookies (see Section 10)
  • Information related to children (e.g. for Kids Club when relevant, with parental consent)
  • Health or dietary needs when relevant to event participation
  • Data for recruitment purposes (see Section 13)

We also collect personal information directly from you when you:

  • Make a donation
  • Attend or register for an event
  • Respond to a mailing or communication
  • Sign up for our newsletters or appeals
  • Contact us via phone, email, or in person

We may supplement your information with publicly available sources (e.g., Companies House, social media) to better understand our supporters and improve the relevance of our communications.

We may also use publicly available sources (such as Companies House, the Charity Commission, and social media) to carry out prospect research. This helps us understand potential supporters’ interests and capacity to give, so we can tailor our fundraising appropriately and respectfully. This is done under our legitimate interest to fundraise effectively and in line with UK GDPR.

We do not collect criminal offence data unless explicitly required and justified by law.

5. How We Use Your Data

We use your data to:

  • Process donations and event bookings
  • Communicate appeals, events and news (if opted in)
  • Celebrate life events (e.g. Yahrzeits, anniversaries)
  • Personalise supporter engagement
  • Conduct market research to improve fundraising
  • Maintain legal records
  • Support safeguarding and child protection (where relevant)
  • Process recruitment applications

We may also use your data to:

  • Administer memorials and tributes such as the Permanent Yahrzeit Programme (PYP)
  • Fulfil requests for information, dedications, or celebratory messages
  • Coordinate and support visits to the Shaare Zedek Medical Center in Jerusalem
  • Respond to ad hoc supporter requests with discretion and care

We never sell your data. Data is shared only with secure, GDPR-compliant processors who help us deliver services.

6. Communication Preferences

SZUK operates an opt-in only communication policy. We will only contact you via the methods you’ve explicitly approved.

To opt in or out, please call 020 8201 8933 (Mon–Fri, 9am–5pm) or email info@shaarezedek.org.uk.

7. Sharing Your Data

We only share your data:

  • When required by law (e.g. by a court or law enforcement)
  • With trusted data processors (e.g. mailing houses, IT providers) bound by GDPR and contracts with SZUK

We work with selected third-party agencies to support our operations, such as:

  • Mail-houses and bulk postage services
  • Design and marketing consultants
  • Video production teams
  • Secure server hosts and IT support providers

SZUK uses Donorfy as our primary donor relationship management (CRM) system. Donorfy stores data securely in the Microsoft Azure cloud platform, with all data encrypted at rest and in transit. Donorfy and its sub-processors comply with GDPR through robust security frameworks, international transfer mechanisms (e.g., Standard Contractual Clauses), and data protection agreements. More information can be found at donorfy.com/data-protection.

We never sell or rent your data to other organisations for marketing or commercial purposes.

8. International Data Transfers

Where your personal data is transferred outside the UK or European Economic Area (EEA), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

9. Data Security and Retention

We hold data securely on in-house and remote servers, as well as in paper format under lock and key. We:

  • Encrypt online financial transactions
  • Restrict access to authorised staff and data processors
  • Regularly audit data protection practices

Paper-based personal data is stored in locked filing cabinets within alarmed and access-controlled offices. Access is restricted to authorised personnel, and documents are securely destroyed when no longer required.

We retain personal data according to legal requirements and internal needs:

  • Financial records: 7 years (HMRC compliance)
  • Donor data: 7 years from last interaction
  • Safeguarding records (if any): 25 years
  • Recruitment records (unsuccessful): 6 months
  • Opt-out records: indefinitely to avoid re-contact

10. Cookies and Tracking

Our website uses cookies and similar technologies to:

  • Understand user behaviour
  • Improve site performance
  • Tailor content to visitors

Cookies do not directly identify individuals. You can control cookie preferences in your browser. For full details, see our Cookie Policy.

11. Your Rights

Under the UK GDPR, you have the right to:

  • Be informed about how we use your data
  • Access your data (subject access request)
  • Correct or delete inaccurate data
  • Withdraw consent
  • Object to or restrict processing
  • Data portability (where applicable)
  • Object to automated decision-making and profiling

To exercise your rights, contact:
Shaare Zedek UK, 4 Theobald Court, Theobald Street, Borehamwood, Hertfordshire WD6 4RN

Email: info@shaarezedek.org.uk
ICO: www.ico.org.uk

12. Fundraising Preference Service (FPS)

SZUK complies fully with the Fundraising Preference Service (FPS). If you contact FPS to stop communications from SZUK, we will act promptly to update your preferences.

13. Recruitment and Employment

When you apply for a job with us, we may collect your name, CV, employment history, references and related information. We use this data solely to process your application and will retain unsuccessful applications for up to 6 months.

14. Photos and Videos

We may take photographs or videos at events to use in marketing materials, reports and social media. We will always request consent before using identifiable images. You can withdraw consent at any time by contacting us.

15. Online Community Platforms

If SZUK launches any online forums or communities, such as donor portals or Kids Club spaces, we will:

  • Restrict access to approved users
  • Moderate content where necessary
  • Implement robust security and privacy controls

16. Updates to This Policy

We review this policy annually. Updates will be published on our website. For questions or concerns, please contact us using the details above.

Thank you for your trust and support.