The information we collect about you
As we get to know you, we collect a variety of different information to help us build a strong relationship. How much information we collect depends on the type of relationship we have.
If you shop with us, donate to us, support our fundraising activities or attend one of our education events we may collect the following information:
- your personal details, including name, address, telephone number, mobile number, email address, date of birth
- details of your donations
- your Gift Aid Status
- bank and credit card details
- records of your correspondence and discussions with us
- your motivations for supporting us
- publicly available information about your charitable activities
- your interests and connections
- if you are taking part in one of our active or sponsored events we may need to ask you to provide special category data, for example information relating to your health, height and weight
- other event-related information (for example dietary requirements and t-shirt size)
- your contact details if you are given as an emergency contact for a participant in one of our events (we do not retain these details after the event)
- if you have attended one of our events or activities it may be photographed or video recorded for promotional purposes
- other information you choose to share with us – eg relationships with other donors and where you work
- your publicly available career overview and whether you are a director of a company
- company details of corporate supporters including address, phone numbers, email addresses, publicly available employee information, date of incorporation, business and charitable activities
- your fundraising story
- how you heard about us/our fundraising activities
- how you use our website
- your social media links/handles
In certain limited cases we may collect 'sensitive' or 'special category' data about you. For example if you enter an event, we may ask you if you have any relevant medical conditions. We will only collect this data about you if there is a clear and valid reason for doing so and we will securely dispose of that data once the purpose for which it was collected has expired.
Information about other people
If you provide personal information relating to other people, you must ensure that it is done with their knowledge and consent and that they understand how their personal information will be used.
Information about under 18s
Some of our fundraising activities, such as the Rudolph Run, are targeted at families. Registering children under 18 for these activities can only be undertaken by someone over 18 and with parental consent. Children’s details may be added to our database if they undertake fundraising activities but we will not contact them with any marketing information.
How we collect your information
- directly from you when you contact us, make a donation, take part in one of our fundraising or education activities or when you make an online shop purchase or sign up as a Gift Aid donor in one of our shops
- indirectly from someone known to you when you give them permission to enter you into one of our events
- from an online or paper survey
- from a funeral director if you have made a donation in memory of someone you know
- from publicly available information such as Companies House, newspaper articles
- from social media – depending on your privacy settings. You should read the Privacy Notices of the individual social media platforms too
- from cookies on our website
The legal bases we use for processing your information
- make a purchase from our online shop
- make a donation
- complete an enquiry form
- register for an event
we will collect and process your information in order to fulfil our contractual obligations for the purpose of:
- sending you your products
- completing and acknowledging your donation
- sending you the information requested in an enquiry form
- administering your entry into/attendance at an event.
As you have shown an interest in supporting Rennie Grove, we would like to build a relationship with you so that you can continue to support our work with local patients and families in the future or continue to attend our education events. We will therefore add your name and contact details to our fundraising database and will use the legitimate interest basis for sending you news and information about fundraising activities or future education events by post, unless you ask us not to.
We only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy, that does not intrude on your privacy, or is inconsistent with your previously expressed marketing preferences.
We will ask for your consent before we send you our monthly enews or fundraising information by email.
You can change your contact preferences at any time here or by calling us on 01442 890222 or emailing email@example.com. Please note: we will action your request as soon as we can but it is possible that you may receive further contact such as mailings which are already in progress for up to 28 days.
How we use this information:
We use the information we collect to build a picture of our supporters and to ensure that our communications with you are relevant and timely and provide a good experience of supporting Rennie Grove Hospice Care. We will segment the data we hold to give you a personalised experience of supporting Rennie Grove based on how you engage with us. Specifically, we may use information to:
- provide you with services, products or information that you have requested
- administer your donation, event entry/attendance or support your fundraising
- thank you for your support
- process a Gift Aid claim
- keep a record of your relationship with us
- record your contact preferences
- send you our newsletters and other information about our charitable or fundraising activities or education events by post if we feel this could be of interest to you. We will email this information where we have consent.
- tell your story for publicity purposes with consent or anonymised
- gain publicity for current or future events by using photographs and videos taken at our fundraising events. Our event web pages and terms and conditions make it clear that photographs and videos from our events will be used in media coverage and publicity materials. For all other photography we ask for publicity consent forms to be completed.
- understand how we can improve our services, products or information
- ensure your safe participation in an event by sharing health and other relevant information you provide when you enter with third party providers who carry out health and safety roles as part of the event
- group people together to make sure the correspondence they receive is relevant
- build a picture of your company and employees to ensure we tailor our contact with you and provide you with the relevant stewardship
- Information on under 18s is only used for the purposes for which it has been provided and is securely destroyed afterwards
- For fraud prevention, credit risk reduction or otherwise as required by law or regulation
We may use geographic, demographic and other information which is publicly available to help us understand you better and make appropriate requests for support so that we can raise more to fund our vital services in the most cost-effective way.
How we keep your information safe
- we store your personal information on databases and in electronic and paper files.
- we use security technology to safeguard personal information and have procedures in place to ensure that both paper records and computer systems and databases are protected against unauthorised access, disclosure, loss or damage.
- staff and volunteers are appropriately trained in data protection and security and only have access to your information if needed for a proper purpose.
- we process all online and telephone donations and payments in accordance with the Payment Card Industry Data Security Standard using Sagepay, a secure payment provider. Find out more about Sagepay’s security here. Rennie Grove Hospice Care does not receive or store any credit or debit card details for online transactions. If you provide your card details over the phone or on a pledge form these will be kept securely until the payment has been processed and then immediately destroyed.
- health information you provide when you enter an active event is not retained by any permitted third party contractors after the day of the event, unless required by law. Unless there is a legal requirement to keep the information, Rennie Grove will ensure paper copies are securely destroyed immediately after the event and all electronic information is deleted within a month.
- in order to provide our products and services we sometimes use approved third party organisations to carry out processing activities on our behalf. These include technology hosts, online payment bureaux, event companies, consulting services, printing companies and mailing houses.We always ensure that your personal data is properly protected and used in accordance with this Privacy Notice and is securely destroyed when no longer necessary.
- where possible we ensure that third party organisations who handle our data, for example our website and our supporter database, are located within the UK and are therefore subject to the same levels of strict data protection legislation. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
- where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
- If we ever have a need to use an organisation that is based outside of the European Union, we will always take proper steps to ensure that your personal information is protected in accordance with this Privacy Notice.
Updating your information
We want to make sure that your personal information is accurate and up-to-date. Please let us know if your details change. You can update your details here or email us at firstname.lastname@example.org or call us on 01442 890222.
We also use publicly available information to keep our information as accurate and up to date as possible. We screen our supporter data against nationally approved registers Mortascreen, a bereavement register and NCOA (National Change of Address), to ensure our information is accurate before we send fundraising appeals and newsletters. This also helps to reduce wasted mail and postage.
If you use the Fundraising Preference Service to withdraw consent to receiving direct marketing, we will update our records accordingly.
How long we keep your information
- sensitive information for example about health conditions or t-shirt size, height or weight is destroyed on conclusion of the event for which it was supplied, unless there is a legal requirement to retain it
- supporter records are kept for a minimum of seven years after the date of the last donation/engagement
- details about legacy pledges are kept indefinitely
- information about financial transactions is kept for seven years.
- anonymised statistical information about website visitors is kept in accordance with Google’s Analytics data privacy and security policy for analytical purposes.
Under current data protection law, you have the following rights:
The right to be informed – in this Privacy Notice we are letting you know about how we handle your personal information.
The right of access – you can request a copy of the information we hold about you and we will respond within 30 days (This is also known as a Subject Access Request).
The right to rectification – if you consider any information we hold about you is inaccurate, you can ask us to correct it, though we may need to verify the accuracy of the new data you provide.
The right to erasure – if we have no lawful basis for keeping your personal data, you can ask us to delete it. Please note that if you ask us to erase your details, we cannot guarantee no future contact unless you give us permission to retain minimal data to inform do not contact lists. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
The right to restrict processing – you can withdraw your consent to direct marketing at any time and we will update your preferences. You can also withdraw your consent to other processing at any time and providing we have no legal basis for retaining your data we will stop processing your data. Please note that this will only affect new activity and does not mean that processing carried out before you withdrew your consent is unlawful.
The right to data portability – in some circumstances you may be entitled to have the personal data you have provided to us sent to you in an electronic form that enables you to make further use of it.
The right to object – you can object to us processing your information if the processing is carried out in our legitimate interests.
Rights in relation to automated decision making and profiling – which we do not carry out
You also have the right to complain to the Information Commissioner’s Office. We hope that if you have a complaint you will come to us first and we will always do everything we can to help you. You can find our complaints procedure here. However, if you would like to complain to the ICO, you can find information on how to do this at www.ico.org.uk.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request that requires us to disclose information to you. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Getting in touch:
If you have any queries or would like to contact us about anything contained in this Privacy Notice, please contact our Data Protection Officer: