--- title: Compliance Standards in charity third party suppliers | Woods Valldata description: Blog from Fundraising Services experts, Woods Valldata looking at how to assess compliance standards in third party suppliers for charities. image: https://info.woodsvalldata.co.uk/hubfs/Successful%20fundraising%20team%20following%20working%20with%20Woods%20Valldata.jpg --- [![logo](https://www.woodsvalldata.co.uk/wp-content/uploads/2023/04/logo.svg)](https://www.woodsvalldata.co.uk/) - [About](https://www.woodsvalldata.co.uk/about/) - [How we work](https://www.woodsvalldata.co.uk/about/how-we-work/) - [Our people](https://www.woodsvalldata.co.uk/about/our-people/) - [Compliance](https://www.woodsvalldata.co.uk/about/compliance/) - [Careers](https://www.woodsvalldata.co.uk/about/careers/) - [Services](https://www.woodsvalldata.co.uk/services/) - [Response handling](https://www.woodsvalldata.co.uk/services/response-handling/) - [Lottery](https://www.woodsvalldata.co.uk/services/lottery/) - [Affinity](https://www.woodsvalldata.co.uk/affinity-lottery/) - [Aspire](https://www.woodsvalldata.co.uk/services/lottery/aspire/) - [Advantage](https://www.woodsvalldata.co.uk/services/lottery/advantage/) - [Raffle](https://www.woodsvalldata.co.uk/services/raffle/) - [Fulfilment](https://www.woodsvalldata.co.uk/services/fulfillment/) - [Direct Debit](https://www.woodsvalldata.co.uk/services/direct-debit/) - [Data strategy](https://www.woodsvalldata.co.uk/services/data-strategy/) - [Case studies](https://www.woodsvalldata.co.uk/case-studies/) - [Resources](https://www.woodsvalldata.co.uk/resources/) - [Insights](https://www.woodsvalldata.co.uk/resources/?_resource_category=insights) - [Blog](https://info.woodsvalldata.co.uk/blog?__hstc=147199208.9e5ab3d8a0ca3a3f5a12ec2a1f7616ec.1686240030480.1687955986587.1687958199477.32&__hssc=147199208.7.1687958199477&__hsfp=3372006991) - [Events & webinars](https://www.woodsvalldata.co.uk/resources/?_resource_category=events-webinars) - [Glossary](https://www.woodsvalldata.co.uk/glossary/) - [My account](https://www.woodsvalldata.co.uk/my-account/) - [Get in touch](https://www.woodsvalldata.co.uk/contact/) ![woods valldata](https://info.woodsvalldata.co.uk/hubfs/Successful%20fundraising%20team%20following%20working%20with%20Woods%20Valldata.jpg) # How to assess compliance standards in third party suppliers for charities Published by [Ian Scarr](https://info.woodsvalldata.co.uk/blog/author/ian-scarr) on Oct 28, 2026, 8:45:00 AM ## Key Takeaways - Start with the risks to your charity and supporters, then match each risk to evidence-based compliance standards. - Ask for current certificates, audit scope and independent validation—not simply a statement that a supplier is “compliant”. - Check how controls work day-to-day across people, processes, technology, premises and sub-processors. - Build measurable service levels, incident reporting, audit rights and exit arrangements into the contract. - Choose a partner that combines strong governance with a warm, responsive supporter experience. ![Successful fundraising team following working with Woods Valldata](https://info.woodsvalldata.co.uk/hs-fs/hubfs/Successful%20fundraising%20team%20following%20working%20with%20Woods%20Valldata.jpg?width=491&height=276&name=Successful%20fundraising%20team%20following%20working%20with%20Woods%20Valldata.jpg) Outsourcing [response handling](https://www.woodsvalldata.co.uk/services/response-handling/),[Direct Debit processing](https://www.woodsvalldata.co.uk/services/direct-debit/) or [prize-led fundraising](https://www.woodsvalldata.co.uk/affinity-lottery/) can release capacity, add specialist expertise and help your individual giving programme grow. It also means trusting another organisation with supporter data, donations and moments that shape how people feel about your charity. That is why [compliance standards](https://www.woodsvalldata.co.uk/about/compliance/) should be part of partner selection from the first conversation—not a final procurement checkbox. The right supplier should make assurance easy to understand, demonstrate how controls operate in practice and show how those controls protect both income and supporter relationships. This blog looks at 6 key points to consider when outsourcing your fundraising services. ## 1. Begin with the service and the risk We suggest that you start out by mapping out what the partner will actually do. Will they open post, bank cheques, handle card details, create Direct Debit instructions, speak to supporters, manage lottery entries or exchange data with your CRM? If you can identify the type of information, transactions and decisions that move through every stage, you’ll have a proportionate basis for due diligence. What’s more, by mapping out the whole sequence you’ll stop a prestigious certificate in one area from obscuring a gap elsewhere. The [Fundraising Regulator’s due diligence guidance](https://www.fundraisingregulator.org.uk/about-fundraising/resources/due-diligence-and-fundraising) emphasises carrying out and recording checks that are proportionate to the circumstances. Perhaps you could translate that principle into a simple risk register covering areas such as: - Data protection - Payment security - Fundraising regulation - Fraud - Business continuity - Safeguarding - Service quality - Reputational risk ![Young people standing in a circle](https://info.woodsvalldata.co.uk/hs-fs/hubfs/Young%20people%20standing%20in%20a%20circle.jpg?width=528&height=297&name=Young%20people%20standing%20in%20a%20circle.jpg) ## 2. Ask for independent evidence As you know, good compliance standards are specific, current and independently testable. When you’re looking at a new supplier and during your relationship with existing suppliers, you should always ask suppliers for certificates, assurance reports and confirmation of scope, expiry date and auditing body. Not all ‘compliance’ is equal so it’s worth taking that extra time to understand the level compliance your supplier has achieved. When you’re looking for compliance standards for individual giving fundraising, some useful evidence may include: - ISO/IEC 27001 for information security management - ISO 9001 for quality management - ISO 14001 for environmental management - [PCI DSS validation](https://info.woodsvalldata.co.uk/blog/why-pci-dss-level-1-matters) where cardholder data is in scope - Bacs Approved Bureau status for direct debit submissions - The appropriate Gambling Commission permissions (Remote and Non-Remote) where lotteries are involved. A badge alone is not enough. It’s definitely worth checking the legal entity, locations, systems and services covered, and for ISO standards whether the assessment body issuing the certificate is accredited. Additionally, you could ask whether findings were raised, how corrective actions are tracked and when the next assessment is due. Also, the distinction between self-assessment and external independent validation can materially change the assurance you receive. ## 3. Check governance, ownership and culture When you’re looking for an outsourced supplier to help you with your individual giving fundraising it’s worth exploring what happens beyond the certification. Certificates provide valuable evidence, but culture, and a joined-up approach, keeps controls working between audits. The kinds of questions you could ask include: - Who owns compliance at board and operational level? - Is there a dedicated team? - How often are policies, risks, training and incidents reviewed? - Can the people delivering the services for your charity explain the controls confidently? ![Friendly experts at Woods Valldata](https://info.woodsvalldata.co.uk/hs-fs/hubfs/Friendly%20experts%20at%20Woods%20Valldata.jpg?width=519&height=292&name=Friendly%20experts%20at%20Woods%20Valldata.jpg) ## 4. Follow the data—and the sub-processors Do you know how your data is being handled? Supporter data rarely stays in one system. Ask for a clear data-flow map to make sure you’re clear on what is happening with your data. This will help you see where information is received, stored, accessed, backed up, transferred and deleted. The [ICO’s guidance on controller–processor contracts](https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/accountability-and-governance/guide-to-accountability-and-governance/contracts/) says a written contract must define the processing and include requirements covering documented instructions, confidentiality, security, sub-processors, individual rights, assistance, end-of-contract treatment and audits. Therefore, ask for the supplier’s complete sub-processor chain and how changes are notified and approved. ## 5. Examine resilience and service quality together Compliance is also about delivering accurately and on time. So, what happens when things go wrong? The best fundraising services suppliers will have most things covered. Some of the ways you can be reassured that they have things in hands are to request: - Business continuity and disaster recovery plans - Recent test evidence - Recovery objectives - Staffing contingencies - Arrangements for peaks You can then connect these controls to service measures. ## 6. Contract, monitor and improve Due diligence does not end at appointment. It’s a continuous process that you’re both part of. Why not set a review rhythm with your supplier that combines operational performance, supporter feedback, risk, incidents and continuous improvement. The best supplier relationship should give your team more confidence, not more administration. And when assurance is embedded into everyday delivery, fundraisers can spend more time developing campaigns and relationships while supporters receive a secure, accurate and caring experience. ![Partners in Possibility image](https://info.woodsvalldata.co.uk/hs-fs/hubfs/Partners%20in%20Possibility%20image.jpg?width=485&height=273&name=Partners%20in%20Possibility%20image.jpg) ## A safe pair of hands for individual giving Woods Valldata supports charities across response handling, Direct Debits, fulfilment, data services and prize-led fundraising. Our approach combines [independently assessed compliance standards](https://www.woodsvalldata.co.uk/about/compliance/) with teams who understand that every transaction represents a supporter choosing to make a difference. Compliance is embedded across our services, supported by a dedicated team and independently assessed standards and accreditations. Just as importantly, we work as an extension of your team—with care, openness and a focus on creating an excellent supporter experience. [**Contact Woods Valldata**](https://www.woodsvalldata.co.uk/contact/) **to discuss how we can support your individual giving fundraising operations and elevate your ability to achieve more.** Frequently Asked Questions ### What Compliance Standards should a charity supplier hold? There is no single list for every service. Match evidence to the work: data protection and information security for any supporter data; PCI DSS for card environments; Bacs approval for direct debit submissions; and relevant Gambling Commission permissions for managed lotteries. Quality and continuity standards can provide additional assurance. ### How can we check whether a certificate is valid? Ask for the certificate and scope, legal entity, issuing body and expiry date. Where possible, verify it with the certification body or official register. Confirm that the service, system and location you will use are within scope. ### What should a charity ask about data processors? Clarify roles, purposes, data types, locations, retention, security, sub-processors, breach support, individual rights and deletion or return at contract end. Ensure your written terms meet current UK data protection requirements and obtain specialist advice where needed. ### Can a highly compliant supplier still deliver a personal experience? Yes. Well-designed controls support good service providing a better supporter experience: accurate data, timely thanking, secure choices, dependable payments and clear complaint handling all add to a better personal experience for every supporter.   ## About the Author: [![Ian Scarr JUL22](https://info.woodsvalldata.co.uk/hs-fs/hubfs/Ian%20Scarr%20JUL22.jpg?width=192&height=154&name=Ian%20Scarr%20JUL22.jpg)](https://www.linkedin.com/in/helen-halahan-a597bb14/)[Ian Scarr](https://www.linkedin.com/in/ian-scarr-9511a927/) is Chief Executive Officer of Woods Valldata. Ian has led Woods and, following the successful merger with Valldata in 2017, Woods Valldata for the last 25 years. Needless to say, he is passionate about charities and supporting them to achieve more in their fundraising. He advocates a partnership approach to the response handling, prize-led and other services his company provides to the sector which means efficiencies are achieved, innovations are created and charity ambitions are met.      [![New call-to-action](https://hubspot-no-cache-eu1-prod.s3.amazonaws.com/cta/default/7160118/64d43182-b39b-4867-afbe-151dddfa6964.png)](https://hubspot-cta-redirect-eu1-prod.s3.amazonaws.com/cta/redirect/7160118/64d43182-b39b-4867-afbe-151dddfa6964) Tags: [Income Generation for Charities](https://info.woodsvalldata.co.uk/blog/tag/income-generation-for-charities), [Services](https://info.woodsvalldata.co.uk/blog/tag/services), [Direct Debit](https://info.woodsvalldata.co.uk/blog/tag/direct-debit), [Compliance](https://info.woodsvalldata.co.uk/blog/tag/compliance) Please share this blog... - [mailto:?body=https://info.woodsvalldata.co.uk/blog/compliance-standards-in-charity-third-party-suppliers-woods-valldata](mailto:?body=https://info.woodsvalldata.co.uk/blog/compliance-standards-in-charity-third-party-suppliers-woods-valldata) - 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If... [Read the full blog](https://info.woodsvalldata.co.uk/blog/switching-your-outsourced-direct-debit-supplier-to-woods-valldata-is-as-easy-as-1-2-3) ## [Value of continuing meaningful conversations with supporters](https://info.woodsvalldata.co.uk/blog/the-value-of-continuing-meaningful-conversations-with-supporters) So how can charities continue to harness the power of communication to reach and retain supporters? [Read the full blog](https://info.woodsvalldata.co.uk/blog/the-value-of-continuing-meaningful-conversations-with-supporters) ## [Charitable giving remains strong & stable in ‘the new normal’](https://info.woodsvalldata.co.uk/blog/charitable-giving-remains-strong-and-stable-in-the-new-normal) Figures provided by Woods Valldata clients covering February to April illustrate that, despite the... [Read the full blog](https://info.woodsvalldata.co.uk/blog/charitable-giving-remains-strong-and-stable-in-the-new-normal) ![WV logo](https://woodsvalldata.co.uk/wp-content/webp-express/webp-images/uploads/2023/05/WV_logo_2.png.webp) At Woods Valldata, we’re here for you and there for your supporters. We offer an unparalleled range of outsourced fundraising services giving your supporters the best possible experience and helping you grow your fundraising programmes. We’re your Partners in Possibility #### Contact Info Lansdowne House, Bumpers Way, Chippenham, SN14 6NG [01249 653444](tel:01249653444) [charities@woodsvalldata.co.uk](mailto:charities@woodsvalldata.co.uk) #### Quick links - [Services](https://www.woodsvalldata.co.uk/services/) - [About](https://www.woodsvalldata.co.uk/about/) - [Contact](https://www.woodsvalldata.co.uk) - [Careers](https://www.woodsvalldata.co.uk/about/careers/) #### Blog posts ![Group-3](https://woodsvalldata.co.uk/wp-content/uploads/2023/04/Group-3.svg) ![iof-logo](https://woodsvalldata.co.uk/wp-content/uploads/2023/04/iof-logo.svg) ![Lotteries-Council-Platnum-Member-white](https://woodsvalldata.co.uk/wp-content/uploads/2023/04/Lotteries-Council-Platnum-Member-white.svg) ![gc-logo](https://woodsvalldata.co.uk/wp-content/uploads/2023/04/gc-logo.svg) ![PCI-logo](https://woodsvalldata.co.uk/wp-content/uploads/2023/04/PCI-logo.svg) ![27001-Logo](https://woodsvalldata.co.uk/wp-content/uploads/2023/06/27001-Logo.gif) 2023 Copyright Woods Group Ltd (trading as Woods valldata). Company number 03665861, VAT number GB991231322 - [Privacy](https://www.woodsvalldata.co.uk/privacy-policy/) - [Cookies](https://www.woodsvalldata.co.uk/cookie-policy/) - [Terms of use](https://www.woodsvalldata.co.uk/terms-of-use/) - [Site map](https://www.woodsvalldata.co.uk/site-map/) [![Resolution design logo](https://resolutionlabs.co.uk/cdn/resolution-dot-white-logo.svg)](https://resolutiondesign.co.uk) ## Affinity [Affinity Lottery](https://www.woodsvalldata.co.uk/affinity-lottery/) is the ideal solution for charities looking for the joys to be had in acquiring and building relationships with players without the operational administrative burden.  This option enables your charity to increase player acquisition and boost your fundraising from the very first draw – with a prize fund with a £25,000 top prize at no cost or risk to your organisation. 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[Get more info on Affinity Lottery including our ROI calculator](https://www.woodsvalldata.co.uk/affinity-lottery/) ## Aspire Owned by you and managed by us, Aspire Lottery is perfect for charities and not-for-profits looking to increase regular giving income from a different type of supporter.   Your Aspire lottery is unique to you, perfectly matched to your cause and ready to go to deliver increased fundraising income to your charity.  Perfect for: - Quickly and easily setting up your own lottery - Migrating a small to medium sized lottery to a more intuitive platform **[Book a demo.](https://meetings.hubspot.com/julia-seidel?__hstc=147199208.9e5ab3d8a0ca3a3f5a12ec2a1f7616ec.1686240030480.1687955986587.1687958199477.32&__hssc=147199208.1.1687958199477&__hsfp=3372006991)** Find out if Aspire Lottery is your perfect fit. [Get more info on Aspire Lottery](https://www.woodsvalldata.co.uk/services/lottery/aspire/) ## Advantage Advantage Lottery is the best weekly lottery product to take you and your fundraising efforts to a higher level!   It’s customisable and adaptable to fit with the growth needs of your programme and offers greater freedom in how you run your lottery, whilst giving you everything needed to help it reach its full potential.  Perfect for: - Charities who want to make their lottery unique - Migrating a medium to large sized lottery to benefit from Woods Valldata’s experience and expertise **[Chat to us.](https://meetings.hubspot.com/julia-seidel?__hstc=147199208.9e5ab3d8a0ca3a3f5a12ec2a1f7616ec.1686240030480.1687955986587.1687958199477.32&__hssc=147199208.1.1687958199477&__hsfp=3372006991)** Let’s take your lottery to the next level. [Get more info on Advantage Lottery](https://www.woodsvalldata.co.uk/services/lottery/advantage/)