We are committed to protecting and respecting your privacy. This Policy sets out why we collect personal information about individuals and how we use that information. It explains the legal basis for this and the rights you have over the way your information is used.
This Policy covers the Charity in relation to the collection and use of the information you give us. We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check the website occasionally to make sure you are happy with any changes.
If you have any questions about this Policy or concerning your personal information please contact the Data Protection Officer.
The type of personal information we collect
The type and amount of information we collect depends on why you are providing it.
The information may include for example your name, date of birth, email address, postal address and phone number). This list is not exhaustive.
On occasion, we may also ask you for additional information if you are willing to provide this.
How we collect information
If you are a job applicant the information you are asked to provide is as set out in the application form and necessary for the purposes of our considering the application.
In other circumstances, we may collect information from you whenever you contact us or have any involvement with us for example when you:
- donate to us or fundraise for us
- enquire about our activities or services
- volunteer for us
- attend a meeting with us and provide us with information
- take part in our events
- contact us in any way including online, or by email, phone, SMS, social media or post
Where we collect information from
We collect information:
(1) From you when you give it to us directly: You may provide your details when you ask us for information or make a donation, volunteer, attend our events or contact us for any other reason.
(2) When you give it to us indirectly: Your information may be shared with us by other organisations such as fundraising sites like Just Giving if you are fundraising for us. They should only do so in the way they have set out in their own Privacy Policy which you should check when you give them your details.
(3) When you have given other organisations permission to share it: Your information may be provided to us by other organisations if you have given them your permission. This might for example be a charity working with us or might be when you buy a product or service from a third party organisation. The information we receive from other organisations depends on your settings or the option responses you have given them.
(4) When you use our website: When you use our website information about you is recorded and stored. See the information about the use of cookies under that heading below.
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data. These may include:
- providing you with the information or services you have asked for
- processing donations you make, including processing for Gift Aid purposes
- organising volunteering activity you have told us you want to be involved in and in relation to the fundraising for us you are involved in
- sending you communications with your consent that may be of interest including marketing information about our services and activities, campaigns and appeals asking for donations and other fundraising activities and promotions for which we seek support
- when necessary for carrying out obligations under any contract between us
- seeking your views on the services or activities we carry on so that we can make improvements
- maintaining our organisational records and ensuring we know how you prefer to be contacted
- analysing the operation of our website and analysing your website behaviour to improve the website and its usefulness
- processing grant or job applications
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
- Where you have provided information to us for the purposes of requesting information or requesting that we carry out a service for you, we will proceed on the basis that you have given consent to us using the information for that purpose, based on the way that you provided the information to us.
- It is necessary for us to hold and use your information so that we can carry out our obligations under a contract entered into with you or to take steps you ask us to prior to entering into a contract.
- It is necessary to comply with our legal obligations
- Where for the purpose of our processing we rely on the fact that it is necessary for your legitimate interests and that given that you have made the information available to us, would presume that there is no prejudice to you in our processing it.
- To enable the provision of information to a third party to enable them to fulfil part of a request for assistance, for example in the case of emergency care. In so doing, we are again relying on the fact that it is necessary for your legitimate interests that we provide the information or service requested, and given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.
- When it is necessary to protect the vital interests of the individual concerned or other individuals and processing is necessary for a task carried out in the public interest or in the exercise of official authority vested in the charity.
How we keep your information safe
We understand the importance of security of your personal information and take appropriate steps to safeguard it.
No data transmission over the internet can however be guaranteed to be 100% secure. So while we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
Who has access to your information?
We always ensure only authorised persons have access to your information. This means:
- Only our staff, volunteers and contractors, appropriately trained to manage your information.
- Third parties who provide services, for example our hairdresser, chiropodists, physiotherapists and taxi drivers. We select our third party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do.
- Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event.
- Analytics and search engine providers that help us to improve our website and its use.
- Third parties in connection with restructuring or reorganisation of our operations, In such event we will take steps to ensure your privacy rights will be protected by the third party.
We may disclose your personal information if we are required to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights, but is necessary and in the public interest.
Other than this, we will not share your information with other organisations without your consent.
Our use of “cookies”
“Cookies” are small pieces of information sent by a web server to a web browser, which enable the server to collect information from the browser. They are stored on your hard drive to allow our website to recognise you when you visit. Please read our cookies policy.
Children’s Information
We appreciate that our supporters are of all ages. Where appropriate we will ask for consent from a parent or guardian to collect information about children (under 13s)
How long we keep your information for
We will hold your personal information for as long as it is necessary for the relevant activity. By way of example, we hold records of donations you make for at least six years so we can fulfil our statutory obligations for tax purposes.
Your rights
You have the right to request details of the processing activities that we carry out with your personal information through making a Subject Access Request. Such requests must be made in writing. More details about how to make a request, and the procedure to be followed, can be found in our Data Protection Policy.
You also have the following rights:
- the right to request rectification of information that is inaccurate or out of date;
- the right to request erasure of your information (known as the “right to be forgotten”);
- the right to request that were strict the way in which we are dealing with and using your information;
- the right to request that your information be provided to you in a format that is secure and suitable for re-use (known as the “right to portability”); and
- rights in relation to automated decision making and profiling including profiling for marketing purposes.
Cookie Policy
What are cookies:
We and our business partners collect information about your use of our website through cookies. Cookies are information files stored on your computer, tablet or smartphone that help websites remember who you are and information about your visit. Cookies can help to display the information on a website in a way that matches your interests. Most major websites use cookies.
What cookies are used on this Website:
The cookies we and our business partners use on this website are broadly grouped into the following categories:
Analytics – We use analytics cookies to helps us understand how users engage with our website. An example is counting the number of different people coming to our website or using a particular feature, rather than the total number of times the site or feature is used. Without this cookie, if you visited the website once each week for three weeks we would count you as three separate users. We would find it difficult to analyse how well our website was performing and improve it without these cookies.
We use
persistent cookies – these are cookies that are stored until an expiry date set by the website or in your browser.
The different owners of cookies on our websites
Some of the cookies on our websites have been set by third parties. These cookies include those where:
- we show third-party content, such as YouTube videos
- a third party is providing a service, such as analysing the pages that visitors to our sites view or
Third parties are responsible for any cookies they set. They are used to allow that third party to provide a service to us, for example analytics. For more information on these cookies and how to disable them, please see:
1. Internet Advertising Bureau website at www.youronlinechoices.com where you will be able to opt-out of receiving Interest-Based Advertising cookies from some of the third parties listed below; and/or
2. the third party’s individual privacy policy listed below:
How to turn off cookies
You can turn off cookies in your browser settings. If you do turn them off, it is important to remember that you may not be able to use the services on our websites. You can find out more about turning off cookies at the independent website allaboutcookies.org
Please note that we can't always control third party cookies stored on your machine from our website and where this is the case you will need to visit the relevant third party's website directly to manage cookies stored on your machine by them. Please see our "Third Party Cookies" section below.