Any organisation who you give information about yourself to, must be “transparent” about how they collect your information, what they do with it and how they process it. The new regulation ensures that where you are asked to give your consent for the processing of your information, you give your consent freely. This means that organisations must ensure that you have enough information to understand what you are agreeing to and that you give your consent in a clear and positive way.
Your rights as a data subject
The GDPR Regulation sets out the following rights applicable to data subjects:
- The right to be informed;
- The right of access;
- The right to rectification;
- The right to erasure (also known as the ‘right to be forgotten’);
- The right to restrict processing;
- The right to data portability;
- The right to object;
- Rights with respect to automated decision-making and profiling.
What information do we collect?
Personal information is information that can be used to identify you, tell us about you and help us understand your relationship with us. For example, if you make a donation, volunteer with us, register to fundraise or sign up for an event, The Children’s Cancer Unit Charity may, with your full knowledge and consent, collect the following information:
- Your full name
- Your contact details – including full postal address and email address
- Your preferences and interests relevant to The Children’s Cancer Unit Charity
- Other information relevant to your specific enquiry
Where it is appropriate we may also ask for
- Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.
- Any other information that we are requested to collect by law.
How we collect your data
The information we collect is gathered in the following ways.
When you give it to us directly by:
- enquiring about our activities and events
- making a donation to us
- engaging with or contacting us via our social media
- telling us your story
When you give it to us indirectly:
- your details may be shared with us by independent event organisers or by an organisation or club you are involved with
- your details may be passed on via independent third parties such as Just Giving, our Donate button on our Website, Facebook Fundraising.
- These independent third parties will only do so when you have indicated that you wish to support The Children’s Cancer Unit Charity and with your consent. You should check their privacy policies when you provide your information to understand fully how they will process your data.
- we may also collect and observe data about supporters when they use our website, such as which pages are most visited and which activities are of most interest. This information can help us improve our website and services and ensure we provide you with the best experience. Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website. More information can be found in the section below on ‘Our Website’
Why do we need and how do we use your information
Every donation we receive matters to The Children’s Cancer Unit Charity. Your information is really important as it allows us to fulfil a number of actions which ensure your support helps hundreds of local children and families affected by cancer.
Here are some of the ways we use your information to support our work:
When you make a donation, we will use your information to:
- process your donation
- Claim Gift Aid on your donation (if applicable)
- send you a thank you letter and/or receipt for your donation
If you choose to hold your own event to raise money for The Children’s Cancer Unit Charity we will use your information to:
- send you a fundraising pack or supporting materials as needed
- add you to our database in order to confirm you as a fundraiser for raising money for us
- process Gift Aid
- contact you to offer support and provide fundraising materials as appropriate
Providing you with products
If you order The Children’s Cancer Unit Charity merchandise, we will use your information to:
- process payments for product(s) if applicable
- post you the product(s)
- send you a receipt and/or a thank you letter
Payments via JustGiving or using the Donate Button on our Website
If you set up a fundraising page on JustGiving, we will be notified to make us aware that you are raising funds for the charity. JustGiving, will also send us your name and email address. In order to support your fundraising efforts, we will contact you using these details to offer advice, support or provide you with materials as needed. We do not collect any information from your family, friends and supporters who make a donation through your page.
Payments via Facebook Fundraising
- If you make a donation using our Facebook donate button or by creating a Facebook Fundraiser, Facebook will send us information including your first name, surname, donation amount and email address (if it was shared). If you opt to Gift Aid your donation we will also receive your home address so we can claim the Gift Aid.
- If your family, friends and supporters make a donation through your Facebook Fundraising page the only information we will receive from Facebook is their first name and surname, unless they choose to Gift Aid their donation in which case we will receive their home address so we can claim Gift Aid.
If you are aged 16 or under, and would like to participate in an event, make a donation or get involved with us, please make sure that you have your parents/guardian’s permission before giving us your personal information. Some of our events have age restrictions and we recommend that if you are under 16 you ask a parent or guardian to contact us initially. To volunteer for Children’s Cancer Unit Charity you must be age 18 and over.
When we collect information about a child or young person, we will make it clear to the parent/guardian why we are collecting this information and how it will be used.
Vulnerable circumstances policy
We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps ensure that anyone donating to the charity is in a position to make a free and informed decision. For more information about the Institute of Fundraising guidance on treating donors fairly please visit https://www.institute-of-fundraising.org.uk/library/treatingdonorsfairly/
How we keep your data safe
We will always hold your information securely and follow stringent procedures to ensure that any personal data we hold about you is stored and processed under our data protection policy in line with the Data Protection Act 1998, GDPR and any other relevant legislation.
We will retain your information for as long as required to enable us to operate our services, but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely destroyed.
Our website is an important tool for The Children’s Cancer Unit Charity as it allows you to find out more about what we do, how your support makes a difference, how you can support us through fundraising and more. Any information you send us through the website is encrypted using secure socket layer technology (SSL). We enforce strict procedures and security features to protect your information and prevent unauthorised access.
We use Google Analytics to track and monitor website usage. This allows us to monitor what parts of our website are working well and what parts of our website our supporters are most interested in. This information then allows us to tailor the content of our website, ensuring our supporters and service users see more of the content they are interested in. The information we use via Google Analytics is anonymous and does not personally identify you. It does not contain your name, address, telephone number, or email address.
Controlling the information The Children’s Cancer Unit Charity holds about you
We are always very happy to work with you to ensure that you are comfortable with the data we hold and how we use it.
If you do not wish to be contacted by us, please contact us by:
- calling us on 0771 0436 208
- emailing firstname.lastname@example.org
- writing to us at: The Children’s Cancer Unit Charity Pearl Assurance House, 2 Donegall Square East, Belfast, BT1 5HB
If at any time you feel dissatisfied with how The Children’s Cancer Unit Charity manage your data you have the right to complain to the Information Commissioner’s Office.