Privacy Policy
We have many policies because they help us keep our staff and volunteers safe. They are also there to help our supporters be confident that we will take their privacy seriously and use their donations wisely.
You're welcome to check out all of our policies, but the one you maybe most interested in that relates to your privacy we put below. At Tools with a Mission, we’re committed to protecting your privacy
This privacy policy will explain how our organisation uses the personal data we collect from you when:
You make a donation (financial or material)
You request regular mailings by post or email
You volunteer or work for us
You contact us requesting resources or information
You provide information via our website or social media links
You make an application for support
You inform us you represent a supporting church or organisation
What data do we collect?
Tools with a Mission collects the following data:
Personal identification information (Name, address, email address, phone number etc.)
Correspondence such as change of address and circumstance letters (e.g. notification of bereavement)
Bank and credit/debit card details required for regular giving instructions
Financial information required by law (donations, Gift Aid status etc.)
Emergency contact information for staff and volunteers
Volunteer date of birth where required for insurance purposes etc
How do we collect your data?
You directly provide Tools with a Mission with most of the data we collect. We collect data and process data when you:
Make a donation (financial or material)
Sign up for regular mailings by post or email
Register online via social media
Place an order for alternative gifts, cards or calendars
Apply to work or volunteer with us
Use or view our website via your browser's cookies
How will we use your data?
The information that we collect about you will only be used lawfully (in accordance with the Data Protection Act 1998 and the General Data Protection Regulation 2018). Tools with a Mission collects your data so that we can:
Process your donations and manage your account.
Post or email you our newsletters, appeals and other information you have given us permission to send you.
We will not pass your data on to third parties unless required by law to do so.
How do we store your data?
Tools with a Mission securely stores your data in cloud-based applications. These are:
Google Filestream
Salesforce CRM
Mailchimp
Sage Accounting
Minimal personal data is held on computer hard drives in the head office. When this is done, the computers are password protected.
Where data is held in paper format, it is stored securely in a fire safe. Wherever possible paper documents are scanned, kept electronically and originals shredded.
We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will review the data we hold on you every five years, but you can ask to be taken off of all or some methods of communication at any time by contacting us.
Non-sensitive details are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Marketing
Tools with a Mission would like to send you information about our activities and resources that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop us from contacting you for marketing purposes. Please contact our Ipswich head office.
Who has access to your information?
Your personal data is restricted to key personnel within Tools with a Mission. Your data is only shared with people who need to use it:
Your donation data is only seen by staff and volunteers recording and acknowledging donations.
Your financial data is only seen by our Finance Manager and auditors.
Volunteer name and address details are only seen by relevant staff and the Volunteer Coordinator and volunteer support team.
A record of who has access to what data is kept in the Data Retention Register.
We will not sell or rent your information to third parties
We will not share your information with third parties for marketing purposes
We may pass your information to our third party service providers for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service.
We may release your information to third parties if we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
What are your data protection rights?
Tools with a Mission would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access: You have the right to request Tools with a Mission for copies of your personal data.
The right to rectification: You have the right to request that Tools with a Mission correct any information you believe is inaccurate. You also have the right to request us to complete information you believe is incomplete.
The right to erasure: You have the right to request that Tools with a Mission erase your personal data, under certain conditions.
The right to restrict processing: You have the right to request that Tools with a Mission restrict the processing of your personal data, under certain conditions.
The right to object to processing: You have the right to object to Tools with a Mission processing of your personal data, under certain conditions.
The right to data portability: You have the right to request that Tools with a Mission transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact our Ipswich head office.
Data collected online: what are cookies?
Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology. For further information, visit allaboutcookies.org.
How do we use cookies?
Tools with a Mission uses cookies in a range of ways to improve your experience on our website, including:
Keeping you signed in
Understanding how you use our website
What types of cookies do we use?
There are a number of different types of cookies, however, our website uses:
Functionality: Tools with a Mission uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
Advertising: Tools with a Mission uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address.
How to manage cookies
You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
Privacy policies of other websites
The Tools with a Mission website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.
Under 18
We are concerned to protect the privacy of children aged 18 or under. If you are aged 18 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
Changes to our privacy policy
Tools with a Mission keeps its privacy policy under regular review and places any updates on its web site: twam.uk/privacy.
How to contact us
If you have any questions about Tools with a Mission’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email: post@twam.uk
Phone: 01473 210220
Post: Tools with a Mission, Hadleigh Road Industrial Estate, 2 Bailey Close, Ipswich, IP2 0UD
How to contact the appropriate authority?
Should you wish to report a complaint or if you feel that our charity has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office:
Phone: 0303 123 1113
Ico.org.uk
Version 3, Reviewed 03/2026, Next review date 03/2029
Safeguarding Policy
We want everybody who applies for tools from TWAM to be treated with respect, honesty and dignity. We hope this will always be the case, but if it is not, we need to know. So below is a guide to who applies to our safeguarding policy and how to report a concern.
Who is a vulnerable person?
Anybody under 18
Older people, especially widows
People at risk of harm or abuse due to physical or mental health problems
People at risk because of poverty, low income or debt
People at risk because of detrimental life events such as loss of a parent or spouse and sudden relationship/household changes
People with limited education, experience or capability when dealing with finances and life changing decisions.
Child-headed families
What is a safeguarding concern?
If a vulnerable person is affected by one of the following experiences while they are applying for our tools, undergoing a project assessment or in any way in contact with our official in-country teams then we need to know. The most important areas of concern are:
Sexual exploitation: Using the power you have over somebody to force them into have sex with you. This is often covered by law.
Sexual abuse: Using force and threat to make somebody have sex with you against their consent. Sexual abuse is generally covered by law.
Sexual harassment: A range of unacceptable and unwelcome sexual behaviours that make a person feel humiliated or ashamed. Often sexual harassment is covered by law.
Bullying: Rude, abusive, or threatening behaviour or misuse of power that intends to make a person feel humiliated or ashamed.
Harassment: A type of bullying related to a person’s identity, or who they are such as it relates to their age, gender, race, tribe, disability, religion etc.
Discrimination: Treating a person unfairly because of their age, gender, race, tribe, disability, religion etc.
If in doubt please ask us for advice, we would rather talk to you than you suffer in silence.
We expect our teams and representatives to treat everybody with respect and honesty and this should include:
To work as a team to avoid safeguarding concerns
Act professionally at all times in their actions, communications and decisions in accordance with the TWAM Code of Conduct.
We expect TWAM employees, volunteers and in-country partners to:
Establish, maintain and develop relationships based on trust and respect.
Exhibit and defend professional and personal integrity and honesty at all times.
Demonstrate sensitivity for the customs, practices, culture and personal beliefs of others.
Comply with TWAM’s Global Safeguarding and Code of Conduct policies
Challenge others if they suspect unlawful or unethical conduct or behaviour.
Promptly report any safeguarding concerns
Not to expose others to the risk of discrimination, neglect, harm or abuse or coerce others to sex acts, criminal acts or bribery.
Not to emotionally abuse another person, such as engaging in behaviour intended to shame, humiliate, belittle or degrade or to act in ways that may be violent, inappropriate or sexually provocative.
How to report a safeguarding concern
If you wish to report a safeguarding concern please report it to your nearest Regional Development Manager
If the concern is about a Regional Development Manager please report it to the Country Leader
If the concern is about the Country Leader in our in-country partner (the organisation you collect tools from) please report it to your UK based Country Coordinator
If the concern is about the UK based Country Coordinator, please contact our UK based Global Safeguarding Officer on safeguarding@twam.uk
What will happen next
Once a concern is reported we will ask the Country Leader or partner (if the concern is not about them) to investigate. They will contact you, or if you are a women ask the designated female safeguarding officer in your country to contact you. Depending on the concern we will report it to the relevant authorities or police. If we suspect criminal activity we will always do this.
Once an investigation has been concluded you will be informed of the outcome and any actions or compensation that are considered appropriate.
