Bowel Cancer UK takes great care to preserve your privacy and safeguard any personal details you share with us. We aim to be clear when we collect your information and not do anything you wouldn’t reasonably expect. This Policy explains how we collect and use your personal information. Examples of your personal information would include your name, address and email address.
By understanding more about you and what you want from us, we are able to make sure that the experience you have of helping us is both positive and rewarding. Your personal information can help us to plan more effectively and efficiently so that we are in the best position possible to save lives and improve the quality of life for all those affected by bowel cancer.
By the end of 2017, we will have moved to an ‘opt-in only’ communication policy. This means that we will only communicate with those that have explicitly stated that they are happy for us to do so via their preferred channel (s) (email, text, phone or post) and for their preferred areas of interest (fundraising, research, policy and campaigns and improving people’s understanding of bowel cancer).
By using our website or providing us with your personal information you are agreeing to this Policy. We may update this Policy at any time without notice, so please check it regularly.
- responses to fundraising campaigns
- evaluation forms from training sessions
- signing up to become a campaign supporter
- signing a petition
- applying for a job or volunteering opportunity
- phoning us
- writing to us
- sending us an email.
2. The Data Protection Act 1998
In carrying out our day to day activities we process and store personal information relating to everyone who supports us and / or has expressed an interest in supporting us and we must adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.
3. How do we collect information?
We may collect information about you whenever you interact with us. For example, when you contact us regarding our activities, register as a campaign supporter, sign up for an event, order materials, engage with our social media accounts or make a donation to us, you may specifically and knowingly provide us with your personal information.
In addition, we collect aggregated or anonymous information about the services you use and how you use them, like when you watch a video on YouTube, visit our website or view and interact with our content.
We may also receive information about you from third parties – for example, where you’ve given them permission to share your information or where we gather information from publicly available sources as discussed below.
4. What information do we collect?
When you interact with us, we may ask you to give us your name, address, email address, telephone number if this is needed, or your, bank account details, if for example you are setting up a regular payment by direct debit. Your date of birth and relevant medical information will only be collected if appropriate, for example to register for a challenge event such as running the Virgin London Marathon or doing a skydive.
We may collect some, or all, of this information when you visit our website, depending on how you use it. We also monitor how people use our website so we can improve it. However, you can use our website without giving us any personal information and we won't know who you are.
If you visit our site anonymously, we may however still record information about:
- the areas of the website visited
- the amount of time spent on the site
- whether you are new to the site, or have visited it before
- how you came to our website – for example, through a link in an email or a search engine
- the type of device, browser, network location and internet connection used
- specific actions taken on the website, for example downloading our information resources.
We do this by using cookies, which you can learn more about by going to Section 10 below.
5. How we use your information
We may use your information in a number of ways and for a number of purposes including:
- To provide you with information, products or services that you have requested from us or that we feel may be of interest to you where you have consented to being contacted;
- To provide you with information about our work or our activities where you have agreed to receive communications from us;
- To invite you to participate in interactive features on our website;
- To process donations we may receive from you;
- To fundraise in accordance with our internal policies and procedures;
- For administrative purposes (for example, we may contact you regarding an event for which you have registered or with a query regarding a donation you may have made to us);
- For internal record keeping relating to any donations, feedback or complaints;
- To invite you to participate in voluntary surveys or research;
- To contact you where you have been identified as a contact person for an organisation, (if we obtain your contact details in this way, we will only use them to contact you in your capacity as a representative of that organisation);
- To analyse and improve the operation of our website;
- To analyse the personal information we collect about you and use publicly available information to better understand your interests, preferences and level of potential donations so that we can contact you in the most appropriate way and to ensure that we do not send you unwanted communications.
We may use the information you have provided us with to contact you for marketing purposes by email or text message if you have agreed to be contacted in this manner. We may also send you service communications via email, for example where you place an order for goods or services on our website, or you have made a donation.
If you have provided us with your postal address or telephone number, we may send you information about our work by direct mail or telephone unless you have told us that you would prefer not to receive information in this way.
We promise to make all reasonable efforts to keep your details secure and as required by law, we will never share your details with other organisations to use for their own purposes.
If you have indicated that you do not wish to be contacted for marketing purposes, we will maintain your details on a suppression list to help ensure that we do not continue to contact you.
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 our Data Protection Officer, Simon Hawkins at email@example.com or you write to him at Data Protection Officer, Bowel Cancer UK, Willcox House, 140-148 Borough High Street, London SE1 1LB.
8. Job and volunteer applicants and current and former employees
If you apply to work at Bowel Cancer UK, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose information to someone outside Bowel Cancer UK – 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 apply for a job or volunteering opportunity we will also collect information so we can assess your suitability for the role.
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. After this date we will destroy or delete your information.
If you begin employment with us, we will put together a file about your employment. We keep the information in this file secure, and will only use it for matters that apply directly to your employment.
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.
9. Accessing your personal data held by Bowel Cancer UK
You have a right to ask us to stop processing your personal information, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so. Contact us on 020 7940 1760 or firstname.lastname@example.org if you have any concerns.
You have a right to ask for copies of the personal information we hold about you, and details of how we use that information. If there are any discrepancies in the information we provide, please let us know and we will correct them.
In relation to all of these rights, please email or send a description of the information you want to see and proof of your identity by post to Supporter Services, Bowel Cancer UK, Willcox House, 140-148 Borough High Street, London SE1 1LB. We do not accept these requests by email so we can ensure that we only provide personal information to the right person.
We will respond to your requests within all applicable timeframes (in accordance with the Information Commissioner’s Office guidelines).
In certain circumstances (e.g. where required or permitted by law) we might not be able to provide you with access to some of your personal information, but where appropriate we will notify you of the reasons for this.
If you have any questions please send these to email@example.com, and for further information see the Information Commissioner’s guidance here
10. Payment card information
If you use your credit or debit card to donate to us, buy something or pay to register your place at an event online or over the phone, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. You can find out more information about PCI DSS here.
This is the international standard for safe card payment processes. Our online payment solutions are carried out using a 'payment gateway' which is a direct connection to a payment service provided by a bank. This means that when you input card data into the payment page, you are communicating directly with the bank and the bank passes your payment to us. This means that your payment card information is handled by the bank and not processed or held by us.
Following the completion of your transaction, we do not store your credit or debit card details. All card details and validation codes are securely destroyed once the payment or donation has been processed. Only staff authorised and trained to process payments will be able to see your card details.
If we receive an email containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this. All purchases or donations should be completed through the donation page or shop on our website (bowelcanceruk.org.uk).
We use SagePay as our payment gateway and you can find out more about this here.
Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
For information on how cookies are used on this website, please see our cookies policy.
12. Links to third party websites
We are not responsible for the privacy policies of third party websites. We advise users to read the privacy policies of other websites before registering any personal information.
We hold your personal information in accordance with the security provisions of the UK Data Protection legislation. We use industry standard Secure Server Software (SSL) for your transactions with us. It encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read as the information travels over the Internet.
If you have any questions about security please contact us on 020 7940 1760.
14. Notification of changes
This page will hold the latest information regarding our privacy and fair processing notification and we will refer to it when we ask you for your consent.
We may update the terms of this policy at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website. By continuing to use our website you will be deemed to have accepted such changes.