This policy describes how and why Action Cerebral Palsy uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe. We aim to be clear when we collect your information about what we will do with it.
As a charity, we use personal information on a day-to-day basis in order to operate. Our use of personal information allows us to make better decisions, fundraise more efficiently and, ultimately, helps us to improve public, professional and political awareness of the issues facing children and young people with cerebral palsies.
This policy was last updated on 1st December 2021.
Our contact details
Name: Action Cerebral Palsy
Address: Philip Deane Accountancy Ltd., Units 1 and 2, Field View, Baynard’s Green, Bicester, Oxfordshire OX27 5SG
The type of personal information we collect
We currently collect and process the following information:
- Your name;
- Your contact details (including postal address, telephone number, email address and/or social media identity);
- your date of birth;
- your gender;
- your bank or credit card details where you provide these to make a payment or donation;
- Any personal information you provide as part of a survey or research relating to Action Cerebral Palsy’s work;
- Any personal information you provide us with to help us to promote our fundraising our charitable work;
- if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have);
- information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location;
- information about events, activities and products which we consider to be of interest to you;
- information relating to your health (for example if you are taking part in or attending an event for health and safety purposes, as well as where you share your experiences of cerebral palsy or other neurodevelopmental disorder with us);
- where you have left us a legacy, any information regarding next of kin with which you may have provided us to administer this;
- information as to whether you are a taxpayer to enable us to claim Gift Aid;
- Information you provide us to help us promote our fundraising and charitable activities
- age, nationality and ethnicity information for monitoring purposes; and
- any other personal information you provide to us.
Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive. Examples of this type of sensitive data (known as ‘special category data’) would be information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.
We only collect this type of information about our supporters to the extent that there is a clear reason for us to do so, for example asking for health information if you are taking part in a sporting event, or where we ask for information for the purpose of providing appropriate facilities or support. We will also collect this type of information if you make it public or volunteer it to us – for instance if you tell us you have cerebral palsy when applying for a volunteer role.
Wherever it is practical for us to do so, we will make clear why we are collecting this type of information and what it will be used for.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- provide you with the services, products or information you asked for;
- administer your donation or support your fundraising, including processing Gift Aid;
- assist us with research into how cerebral palsy affects the lives of children with the condition and their families;
- keep a record of your relationship with us;
- respond to or fulfil any requests, complaints or queries you make to us;
- understand how we can improve our services, products or information by conducting analysis and market research;
- manage our events;
- check for updated contact details against third party sources so that we can stay in touch if you move;
- further our charitable objectives;
- register, administer and personalise online accounts when you sign up to products we have developed;
- send you correspondence and communicate with you;
- process applications for funding and for administration of our role in the projects we fund;
- administer our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems;
- testing our technical systems to make sure they are working as expected;
- contact you if enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, to see if we can help with any problems you may be experiencing with the form or our websites;
- display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer);
- generate reports on our work, services and events;
- safeguard our staff and volunteers;
- conduct due diligence and ethical screening;
- monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you;
- process your application for a job or volunteering position;
- conduct training and quality control;
- audit and administer our accounts;
- meet our legal obligations, for instance to perform contracts between you and us, or our obligations to regulators, government and/or law enforcement bodies;
- carry out fraud prevention and money laundering checks;
- undertake credit risk reduction activities; and/or
- establish, defend or enforce legal claims.
We also may receive personal information indirectly, from the following sources in the following scenarios:
- Independent event organisers, for example, the London Marathon, or other fundraising sites like Just Giving or Virgin Money Giving.
- If you sign up as a volunteer through a job site or a volunteering website or organisation.
- From social media, depending upon your settings or the privacy policies for the social media and messaging services like Facebook, Twitter and Instagram. You might give us permission to access information from those services, for example, when you publicly tag the Charity in an event photo.
We use the information that you have given us in order to support you in your fundraising endeavours, acknowledge your donation, process your application, and communicate with you.
We will never pass or sell your information to third party organisations for marketing purposes.
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party;
- we are using a third-party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors; or
- we are required by law to share your data.
These third parties may include:
- business partners, suppliers and sub-contractors who may process information on our behalf;
- if you participate are a volunteer advisory panel, any joint funders of research, host institutions and external members of our committees;
- if you are a legacy giver, we may share information with co-beneficiaries;
- advertisers and advertising networks
- analytics and search engine providers;
- IT service providers.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
Where we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies or legal advisors, and/or, where we consider this necessary, to protect the rights, property or safety of Action Cerebral Palsy, its personnel, visitors, users or others.
We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way.
When we use special category personal data (please see the “The type of personal information we collect” section above), we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information manifestly public, we need to process it for employment, social security or social protection law purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us in writing at: Action Cerebral Palsy, Philip Deane Accountancy Ltd., Units 1 and 2, Field View, Baynard’s Green, Bicester, Oxfordshire OX27 5SG or by email to: email@example.com
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
How we store your personal information
We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details. For example, our online forms are always encrypted and our network is protected and routinely monitored.
How long we keep your information for
We consider various criteria when determining the appropriate retention period for personal data including:
- the purposes for which we process your personal data and how long we need to keep the data to achieve these purposes;
- how long personal data is likely to remain accurate and up-to-date;
- for how long the personal data might be relevant to possible future legal claims;
- any applicable legal, accounting, reporting or regulatory requirements which specify how long certain records must be kept.
After the appropriate retention period, we will then dispose your information by deleting the data from our database and destroying any physical copies of personal information that you may have provided.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.
Your right to object to processing – If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information.
If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably possible.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
If you want to exercise any of the above rights, please contact: Chief Executive Officer, Action Cerebral Palsy, Philip Deane Accountancy Ltd., Units 1 and 2, Field View, Baynard’s Green, Bicester, Oxfordshire OX27 5SG or by email to: firstname.lastname@example.org. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay. You are not required to pay any charge for exercising your rights.
How to complain
If you have any concerns about our use of your personal information, we would like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve. You can make a complaint to us at Action Cerebral Palsy, Philip Deane Accountancy Ltd., Units 1 and 2, Field View, Baynard’s Green, Bicester, Oxfordshire OX27 5SG or by email to: email@example.com.
You can also complain to the Information Commissioner’s Office (“ICO”) if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Changes to this policy
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