Bowel Cancer West (“we”) adheres to the Data Protection Act 1998 and respects the privacy of all our supporters. We promise to keep any data you share with us, or any data we might receive from other organisations, in a safe and secure location.
This policy explains exactly how we plan to use your personal information when you pass it to us and aim to reassure you that we won’t do anything with it that you wouldn’t reasonably expect. Your personal in information would be your name, email, telephone number or home address.
In developing a better understanding of our supporters through their personal data, this enables us to fundraise more efficiently and ultimately achieve our aims to reduce the number of early deaths by bowel cancer across the south west of England. It is of paramount importance to ensure that all our supporters have a good experience when sharing their information with us.
By the 25th May 2018, we will move to an ‘opt-in only’ communication policy. This means we will only send marketing communications to those that have explicitly stated that they are happy for us to do so via their preferred channel(s) such as phone, email, text message or post. Our communications may include information on how we spent your donation, our latest campaign/appeal and updates on our charitable aims to fund research, training and raise awareness of bowel cancer in the south west. If you would like to receive communications but have not opted in please contact us: email@example.com or write to us at Bowel Cancer West, Plymouth Science Park, Derriford, Plymouth, PL6 8BX
Please note- this policy may be updated at any time so please check this page on a regular basis.
1. Where do we collect information from?
- Write, Phone or Email us.
- Donate to us
- Apply for a Volunteering role
- Apply for a Job with us
- Sign up to an Event
- Respond to one of our Fundraising campaigns
- Pass your bank details to us.
- Complete a Fundraising or Volunteering Event evaluation form
- Complete a Training event evaluation form
- Apply for a Research grant
- Apply for a Training grant
- Sign a petition
- Order materials from us
- Engage with our social media accounts
- Ask us a question about our work
- Seek advice from us
In addition to this, we will also collect aggregated or anonymous information about the services you use and how you use them for example; when you visit our website or view and interact with our content on our social media channels.
We may also receive information about you from third parties where you’ve given them permission to share your information or where we gather information from publicly available sources.
2. What information do we collect?
When you get in touch with us, we may ask you to provide your name, email address, telephone number and address (if required) or your bank account details if (for example) you plan to set up a regular payment by direct debit. We might also ask for other information such as your date of birth and any relevant health information if you plan to do a high-risk event for us.
3. What data we collect and how we use it
We may use your information in a number of ways, such as to:
• Provide you with the services, products or information you have requested or that we feel may be of interest but only after you have consented to being contacted.
• To provide you with information on the work or activities of the charity where you have agreed to receive communications from us.
• For admin purposes (i.e. to contact you about an event you wish to attend or volunteer at or to process a donation) or to support your fundraising
• Keep a record of your relationship with us and to ensure we know how you prefer to be contacted
• Understand how we can improve our services, products or information'
4. Visitors to our website/social media pages:
When you visit the charity pages online, we may collect some information so we can monitor how people use our website (or react to what we post) to help us make improvements. You can use our website without giving us any personal information and will remain anonymous. In this instance we may monitor some or all of the following:
- The areas of the website visited
- Your network location
- The amount of time spent on the site
- Whether you have visited the site before or are a new visitor
- How you landed on our website (i.e. through a search engine, advert or another link)
- Any specific actions taken on the website (i.e. downloading advice or details on an event)
- What kind of device you used
Like most websites, we use ‘cookies' to help improve our site. Cookies are small text files that sites transfer to your computer, phone or tablet that mean our website will remember you. They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. Find out more about cookies on http://www.allaboutcookies.org/
Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on http://www.allaboutcookies.org/ Please note however that turning off cookies will restrict your use of our website.
6. Children’s data
Should we collect and manage information from children, we will aim to manage it in a way which is appropriate to the age of the child. Information is usually collected when children attend our events or fundraise for us. Where possible and appropriate we will seek consent from a parent or guardian before collecting this information. Our events have specific rules about whether children can participate, and we will make sure advertising for those events is age appropriate.
Only if you have agreed to be contacted by us, we may use the information you have provided to contact you occasionally for marketing purposes. This may be by email, text, postal address or by telephone.
All reasonable efforts will be made to keep your details secure and we will never share your details with other organisations to use for their own purposes (as required by law).
If you have indicated that you do not wish to be contacted for marketing purposes, we will hold a record of this to ensure that we do not continue to contact you in this way.
Please be assured that we will never pass the information you have provided on to any third parties for marketing purposes.
If at any point you would like to opt-out of receiving communications from us, or would like to change the channels (such as email or post) that we use to contact you, please contact us at firstname.lastname@example.org or write to us at: Bowel Cancer West, Plymouth Science Park, Derriford,
Plymouth, PL6 8BX
8. Job and volunteer applicants and current and former employees
If you apply to work or volunteer at Bowel Cancer West, we will only use the information you give us to process your application. We may also collect information (such as your CV or references) so we can assess your suitability for the role.
If we need to disclose information to someone outside Bowel Cancer West – e.g., if we need a reference, plan to use an external supplier to run background checks or need to get a ‘disclosure’ from the Disclosure and Barring Service (DBS) - we will make sure we tell you beforehand, unless we are required to disclose this information by law.
If you begin employment or volunteering with us, we will keep a secure file about your employment and will only use it for matters that apply directly to your employment.
If you are unsuccessful in your job application, we will hold your personal information for six months after we’ve finished recruiting the post you applied for.
Once you stop working for us, we will keep this file according to our record retention guidelines. You can contact us to find out more about this.
If consent is required from you, we will keep you as fully informed as possible at that time on what we will do with your information, how long we will keep it and where it may be shared if relevant. This is in line with the requirements of the current Data Protection Act and other relevant legislation. You can alter your preferences at any time as detailed below.
10. Change in contact details
Should your contact details change, we would really appreciate your notifying us. We may also use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations.
11. Accessing your personal data held by Bowel Cancer West
In storing your personal information, you have right to ask for copies of all the information we hold about you, including details of how we use this information. If there are any discrepancies or changes in the information you provide, please let us know so we can make appropriate changes.
You have a right to ask us at any time to stop processing your personal information, and we will not use it for anything you haven’t given consent to. If you have any concerns, please contact us at email@example.com or write to us at Bowel Cancer West, Plymouth Science Park, Derriford,
Plymouth, PL6 8BX
To access your information, please send a description of the information you want to see with proof of identity to Bowel Cancer West, Plymouth Science Park, Derriford, Plymouth, PL6 8BX
We will respond to your requests within all applicable timeframes (in accordance with the Information Commissioner’s Office guidelines).
If you have any questions please send these to firstname.lastname@example.org, or for further information see the Information Commissioner’s guidance here
12. Payment information
At present, we don’t have any online payment facilities. We encourage all payments to be made in cheque (addressed to Bowel Cancer West), by bank transfer (please contact us for these details through email@example.com) or through our JustGiving Page.
13. Links to third party websites
We hold your personal information in accordance with the security provisions of the UK Data Protection legislation. We will always password protect all personal information that we store. We also password protect the charity device that any data is stored on and this is normally limited to three computers owned by the charity. We will only share data between employees of the charity through secure links such as We Transfer.com
If you have any questions about security please contact us on: firstname.lastname@example.org
15. Notification of changes
We may update the terms of this policy at any time, so please do check it from time to time. If we make any significant changes, we will notify you by placing a prominent notice on our website or by contacting you directly as per your consent. By continuing to use our website you will be deemed to have accepted such changes.