Kids Cancer Charity

Privacy Policy

At Kids Cancer Charity, we are committed to protecting your privacy and personal information, which is why we want to be completely transparent about why we need the personal information we request and how we will use it.

Developing a better understanding of service users and supporters’ needs through personal information allows us to make better decisions, communicate more efficiently and ultimately helps us to reach our vision – supporting families, children and young people affected by a cancer diagnosis.

In this policy we use the term personal information to mean any information you give us from which you can be identified.   This might include your name, your home address, your personal e-mail contact details, or your telephone number, as well as medical information.

  1. Where we collect information about you from?

We collect personal information about you in the following ways:-

DIRECTLY – When you provide the information to us.

You may give us your information in order to access any of our services, make a donation, sign up to an event, or when you need to communicate with us.  

If you give us information to access one of our services, we never share this information with other organisations without your consent, such as making a referral onto another agency or to a charity providing special treats.

INDIRECTLY – When you give permission to other organisations to share it with us.

Your information may be shared with us by independent event organisers, for example, the London Marathon or fundraising sites like JustGiving.  These independent third parties will only do so when you have indicated you wish to support Kids Cancer Charity with your consent.  You should check their Privacy Policy to understand fully how they will process your information.

We may also obtain information about you from a family member or a friend who contacts us on your behalf or if a fundraiser passes on your details to us.

AVAILABLE PUBLICLY – When your information is available in the public domain.

We may combine information that we already have about you with information available publicly or information available from external sources in order to gain a better understanding of you and to improve our fundraising methods and services.

We also use publicly available information to identify individuals/organisations who may be interested in giving major gifts to charities or organisations like Kids Cancer Charity.

  1. Why we use your information

We will only use your information where we have a legal basis to do so and will always respect your rights.

Where we use your information, it may be because you have consented to us doing so, or because we consider we have a legitimate interest to do so.  Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a fair way that respects your rights.  Other reasons may include using information because we have a legal obligation to do so, or because we have to fulfil contractual obligations.

We only use your information:

  • If you have given us your consent to use the information for a specified purpose such as sending charity information to you by e-mail.
  • If you have given us your consent to provide a service to you or your child, such as Play Therapy, to keep you safe and provide services relevant to your needs.
  • Where it is necessary for us to comply with a legal obligation, for example to claim Gift Aid on a donation.
  • Where it is necessary to enter into, or perform, a contract with you, such as when you apply for a job with us.
  • For our own (or a third party’s) legitimate interests, provided your rights don’t override these interests, for example, fundraising, internal record keeping and reporting.
  1. How we use your information to fulfil your requests and support you
    1. To respond to or fulfil any requests, complaints or queries you make to us.

If you contact us directly, we will use the information you give to us to handle your enquiry or request.  This may include sharing your details with other Kids Cancer Charity personnel in order to process your enquiry, responding to your query or feedback, or sending you relevant information such as fundraising materials or information on cancer related topics.  We may also keep a record of conversations we have with you, feedback you provide and any charity information we send out to you.  We use this information to compile internal reports to help us improve our services and to handle queries more efficiently.  

    1. To process any donations you make, claim any relevant Gift Aid and maintain a record of your past or potential future financial contributions.

This includes keeping a record of any pledges, gift agreements or any other indications that you are planning to donate to Kids Cancer Charity.  We keep a record of any donations we receive for audit or legal purposes, for example we are legally required to keep information related to Gift Aid for six years.  We may need to use your information to prevent fraud.

    1. To provide you with information and support for any services, events, fundraising and campaigning activities or volunteering opportunities you sign up to.

If you have completed a form to register or enquire about an event or activity, or to sign up to one of our campaigns, we will send you details about the event, activity or campaign and provide you with support throughout.  You can contact us at any time if you want to update your communication preferences or if you choose not to receive this information.

We will send information and support to you by post, phone, mobile messaging, email, social media, or any other channels for which you have provided your details.  When you have asked for details for an event, we will send you information including, where relevant, ideas for fundraising and reminders on key information about the activity.

Where appropriate, we will use the information you provide to identify any help we can offer, specific to the activity you have signed up for and to provide necessary information to event organisers.  Where this includes information about your health or other sensitive information, we will only use this information if you have consented to us doing so.

We may also receive information through event organisers or through third party websites such as JustGiving so we know you are fundraising for us.

If you are accessing one of our services, we will send you information relevant to you needs and our staff will agree with you the methods you wish to be contacted by such as phone, letter, email.

    1. To manage recruitment

When applying for a role with Kids Cancer Charity via our online recruitment portal and/or through a recruitment agency, the personal data you provide as part of the recruitment process will only be held and processed for the purpose of the selection processes and in connection with any subsequent employment unless otherwise indicated.  You will be asked to provide certain information including your name, contact details, employment history and qualifications.  This information is mandatory in order to consider your application, communicate with you about your application and where successful, follow up with references or met our statutory and internal monitoring and reporting responsibilities.  We may also view social media profiles of applicants, such as Linkedin, to the extent that it is relevant to your application.  Unsuccessful applicant data will be held confidentially within the recruitment system for a period of two years before it is deleted in order that you can access and re-use data in future applications and we can respond to statutory reporting requests.

  1. How we use your information to tell you about our work
    1. To send you charity information by email, mobile messaging, or direct message on social media, where you have agreed to receive this.

Where you have provided an email, mobile telephone number, or details of your social media profiles and consented to being contacted in this way, we will send you information by those channels – including by direct message through social media – covering ways to give or raise money for us, to campaign for us and to volunteer for us.

    1. To contact you by telephone and post.

Where it is appropriate and relevant, and you have provided us with a telephone number or a postal address, we will occasionally call or write to tell you about ways to give or raise money for us, to campaign for us and to volunteer for us.  We do this as we consider it is a legitimate interest to promote our charitable cause and communicate with you about ways you can support us.  We will not contact you by telephone for marketing purposes if your number is registered with the Telephone Preference Service unless you have agreed to receive calls from us.

    1. To manage your contact preferences

You can tell us to stop contacting you, or change the way in which we do so, by getting in touch with us – call 01792 480500 or email enquiries@kidscancercharity.org .  We will keep a record of any requests to stop receiving marketing from us to ensure that we do not communicate with you in the future, unless you tell us you want to hear from us again.

    1. To make sure we speak to you in a way that is relevant to you, and to understand our supporters more broadly.

We try to ensure that our communications are as effective as possible so that we make the best use of the money we spend on them.  This means communicating with people in different ways, appropriate to them.

On occasion, we will use information about how you have interacted with us previously, for example, the record of your previous donations to us and the type of activity you have been involved with, to tailor our communications with you about future activities.  

    1. Use any images, videos of, or other information you tell us about something you have done for Kids Cancer Charity.

If you share information about the fundraising or campaigning activities you have done for us, or your personal experiences, by post, email or other social media, we may want to use this to help us promote our events and activities in the future.  We will obtain the necessary consent to use this information.

  1. What we do if you choose to tell us about your experience of cancer

Where you have provided information about your experience of cancer, including through a survey, focus group, questionnaire, or when we are talking to you by telephone or email, we will explain what the information will be used for and whether it will be held anonymously or not.   If the information will be held in a way that could be connected to you personally, we will ask your consent to store and use what you tell us.

We will use this information for the purposes explained to you at the time of collection.  For example, to better understand the issues that are important to our supporters which helps shape our communications and activities.  We may compare statistics related to our supporters to information about the general population, to help our understanding. 

Where you provide more detailed information, we may want to use this in our communications including media activity, digital and social media, fundraising material and internal communications to help us raise awareness of childhood cancer and the issues effecting cancer patients.  We would never use your story without obtaining your consent first.   If a suitable opportunity arises for us to use the information you have given us, we will contact you to discuss the use of your story in further detail.  We will fully explain how we would like to use your information and get in touch with you each time we would like to use it outside of the organisation, so that we may obtain your fully informed consent.

  1. Sharing your information with other organisations

We will never share your information with third parties for their own purposes, unless this is explained to you at the time we collect your information and:

  • You give us your consent to
  • We have a legitimate interest to do so, for example sharing information with regulators to protect our rights, property and safety, or the rights, property and safety of others; or
  • We are legally required to do so.  For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf 

        We may share your personal information with others in our organisation if we are satisfied that 

        we have a legitimate interest to do so, or if you have given your consent to the sharing.

  1. How long we keep your information.

We will hold your information for only as long as is necessary from the end of your relationship with the Charity in accordance with our data retention policy.  In some circumstances, this will be shorter.  For example, information related to unsuccessful job applications is destroyed after two years.  In some circumstances, this will be longer, for example, pension information of former employees.  If you would like to know how long we will hold any specific information, then please contact us and we can provide further details.

  1. Your rights

Under certain circumstances, by law, you have the right to:-

  • Request access to your personal information (commonly known as a ‘data subject access request’).  If you want to access your information, send a description of the information you want to see and proof of your identity by post to Kids Cancer Charity, Waunarlwydd Road, Cockett, Swansea, SA2 0GB or email:enquiries@kidscancercharity.org 
  • Ask us to correct personal information that we hold about you, which is incorrect, incomplete or inaccurate,
  • Ask us to erase your personal information from our files and systems where there is no good reason for us continuing to hold it.
  • Object to us using your personal information to further our legitimate interests (or those of a third party) or where we are using your personal information for direct marketing purposes.
  • Ask us to restrict or suspend the use of personal information, for example, if you want us to establish its accuracy or our reasons for using it.
  • Ask us to transfer your personal information to another person or organisation.

Contact us on 01792 480500 or email enquiries@kidscancercharity.org or post to Kids Cancer Charity, Waunarlwydd Road, Cockett, Swansea, SA2 0GB.

If you have given your consent to us processing your personal information, you have the right to withdraw your consent at any time.  To withdraw your consent, please contact us.  Once we have received notification that you have withdrawn your consent, we will no longer process your personal information and, subject to our retention policy, we will dispose of your data securely.  

If you have any questions, please send to enquiries@kidscancercharity.org or post to Kids Cancer Charity, Waunarlwydd Road, Cockett, Swansea SA2 0GB.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) (https://ico.org.uk/for-the-public/personal-information/), the UK supervisory authority for data protection issues.

  1. Updates to this policy

We may update this policy to reflect changes in how we use your information.  You may wish to check this policy each time you provide Kids Cancer Charity with your information.  Where appropriate, we will provide you with notice of any significant changes to how we use your information.