This privacy policy tells you about the information we collect from you when you use our website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

Who we are

We are Helen Rollason Cancer Charity. Our address is Yvonne Stewart House, The Street, Hatfield Peverel, Chelmsford, Essex, CM3 2EH. You can contact us by post at the above address, by email at dpo@helenrollason.org.uk or by telephone on 01245 380719.

What data do we collect?

The type of information we collect about you may include:

  • Title and full name;
  • Postal address;
  • Date of Birth;
  • Email and telephone number;
  • Records of your correspondence with us;
  • Financial information such as bank account details (when you make a payment for an event or a donation);
  • Family links;
  • Event participation;
  • A record of donations;
  • Volunteering;
  • Communication preferences.

How do we collect your data?

You directly provide us with most of the data we collect, When you support us (whether as a fundraiser, volunteer, shop customer, client or any other role, we collect personal data when you:

  • Signup to fundraising events.
  • Signup as a client/carer
  • Submit form enquiries
  • Make donations, regular, one-off or in memory
  • Volunteer applications
  • Through social media
  • Online fundraising platforms such as JustGiving

How will we use your data?

We collect and process your personal data for the following purposes:

Service Administration:

  • To fulfil the services or support you have requested from our charity.
  • To manage your participation in fundraising events, volunteer opportunities, or other activities.

Communication:

  • To communicate with you regarding the services you have requested.
  • To respond to your enquiries and keep you informed about our activities, events, and services.

Marketing and Promotion:

  • With your consent, we may use your information to send you promotional materials, newsletters, and information about upcoming events, activities, and services.
  • You have the option to specify your communication preferences, such as email or post.

Financial Transactions:

  • When you make payments for events or donations, we collect and process financial information, including bank account details, to facilitate these transactions securely.

Volunteer Management:

  • To process volunteer applications and manage our volunteer programs effectively.

Record Keeping:

  • We may keep records, as required by law, for activities such as financial donations and clinical contacts. This is done for purposes like HMRC audit or other legal reasons.

How do we store your data?

We take the security and confidentiality of your personal data seriously. Helen Rollason Cancer Charity employs robust measures to ensure that your information is stored securely, including:

Encryption: Your information is encrypted, meaning it can only be accessed using a password or code, providing an additional layer of protection.

Least Privilege Access: Access to systems is granted under the principle of least privilege, ensuring that only authorised personnel with a legitimate need can access your data.

Staff Training: Our staff undergo mandatory data protection training to stay informed about the latest best practices and to reinforce the importance of protecting your data.

Security Auditing: We conduct regular security and access audits to monitor and assess the effectiveness of our data protection measures. This includes reviewing access logs and permissions to identify and address any potential vulnerabilities.

Technology Testing: We employ a company who regularly test our technology infrastructure and review our operational procedures to ensure they meet the highest security standards. This includes staying up to date on the latest security updates and implementing patches promptly to address any potential vulnerabilities.

By implementing these measures, we strive to maintain the integrity, confidentiality, and availability of your personal data. If you have any concerns about the security of your data or would like more information, please feel free to contact our Data Protection Officer at dpo@helenrollason.org.uk

Marketing Preferences:

Helen Rollason Cancer Charity would like to send you information about our work and services that we think you might like to hear about. If you have agreed to receive marketing, you may always opt out at a later date.

You have the right at any time to stop Helen Rollason Cancer Charity from contacting you for marketing purposes.

Data Retention:

We keep personal data for as long as there is a need to keep it in connection with the purposes for which it was collected. The length of time may depend on the reason for which we are processing the data and the type of data being processed. We will carefully and securely dispose of any data after the retention period has expired.

We will not keep your personal information for any longer than is necessary. However, there are some legal requirements that state certain information is kept for a set period of time, such as financial and medical records.

In the event that you ask us to stop sending you marketing communications, we will retain certain details, such as your name, to help us ensure that you are not contacted again.

Your rights as a data subject

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.

If we are processing your personal data for reasons of consent or to fulfil a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider. 

If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.

You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.

 To submit a request regarding your personal data by email, post or telephone, please use the contact information provided above in the Who Are We section of this policy.

Your right to complain

If you have a complaint about our use of your information, we would prefer you to contact us directly in the first instance so that we can address your complaint. However, you can also contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:

 

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Updates to this privacy policy

We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolves. If we want to make use of your personal data in a way that we haven’t previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent.

We will update the version number and date of this document each time it is changed.


Version 1