CHECT is committed to ensuring that your privacy is protected. Should we ask you to provide certain personal information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
CHECT may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from May 2018.
What information does CHECT collect?
We collect and process the following personal information when you sign up for an event (either directly or via a third party), donate money (either directly or via a third party) or become a member. We also obtain some personal data from other sources, and add some personal data ourselves.
The table below sets out the different types of personal information that we collect and the sources we collect it from. Please note that website information is anonymised and used solely for improving the site. We do not combine this information with any other data to build a ‘profile’.
Type of personal data
Supporter / Member / Supplier information
If any of the personal data we hold about you changes, such as your contact details, please inform us without delay by contacting us (details below).
How does CHECT use my information?
We process your personal data for particular purposes in connection with your membership, your donations to us or attendance at our events.
We are required by law to always have a so-called “lawful basis” (i.e. a reason or justification) for processing your personal data.
The types of processing activities undertaken by us in relation to your personal data and the lawful basis we rely on, are set out below:
Where we process personal data which relates to your health or any other special category personal data (including criminal data), we will only do so on the basis of your consent.
We will also obtain your consent for certain types of direct marketing (please see the Direct Marketing section below for more information).
Our Contracts with you
Where we have a contract in place with you (such as responding to enquiries / complaints), and it is necessary for us to process personal data about you in order to comply with our obligations to you under that contract, this will be our lawful basis for processing such personal data.
We must ensure our activities comply with the law. Therefore we may need to share your personal data if we are required to do so by law, e.g.in connection with a court order. We may use your personal data for other purposes such as fraud prevention, to comply with money laundering regulations and to protect people’s rights, property or safety.
If certain levels of financial donations are made, the Fundraising Regulator’s Code of Fundraising Practice requires all charities in the UK to perform certain checks regarding the individual who has made the donation. More details can be found at www.fundraisingregulator.org.uk
Please note that we may process your personal data without your knowledge or consent where this is required or permitted by law.
Our Legitimate Interests
We may process your personal data for reasons of legitimate interest, provided that your legitimate interests or fundamental rights do not override those interests. Our legitimate interests are:
- to keep our records updated;
- to administer our relationship with you;
- to communicate relevant information to our membership, or to invite members to participate in surveys or research;
- to communicate with active supporters who have donated to / fundraised for us in the last three years;
- to determine how our limited resources might be used in the most effective way;
- to resolve any complaints or disputes with you;
- to protect our security, guard against fraud and other wrongdoing; and
- to ensure optimal functionality and user-friendliness of the website.
It is also in our legitimate interest to process your personal data for the following administrative purposes:
- processing donations and Gift Aid declarations; managing feedback and complaints;
- keeping records of those in receipt of grants;
- if you participate in an event organised by us, providing you with information in relation to that event;
- sending you relevant information about a fundraising event in which you are participating (eg the London Marathon);
- sending In Focus newsletter to members;
- maintaining databases of our volunteers and donors, e.g. to make sure that the personal data they contain is accurate and up to date; and
- helping us respect your choices and preferences, e.g. if you ask not to receive marketing communications, we will keep a record of this).
We may also convert your personal data into statistical anonymised form to better protect your privacy, or so that you are not identified or identifiable from it. Anonymised data cannot be linked back to you and is accordingly, no longer personal data. We may use it to conduct research and analysis, including to produce statistical research and reports, for example to help us understand and improve the use of our website.
If you have opted into receiving communications from CHECT, from time to time, we will contact you to let you know about our campaigns and events, or to ask for donations or other support to enable us to continue our charitable work.
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing. Opt in consent to CHECT communications is obtained from membership forms, when you sign up to receive our email news on the website, when you contact us to become a fundraiser, or via third parties such as JustGiving, Virgin Money Giving, PayPal, GoCardless, CAF, Charitable Giving, Charities Trust and event organisations such as Skyline.
If you are a member of CHECT, or have donated / fundraised for us in the last three years, we will keep you up to date on CHECT news on the basis of legitimate interest, provided you have not opted-out of receiving such communications.
How long is the information kept?
CHECT will only retain your personal data for a limited period of time and for no longer than is necessary for the purposes for which we are processing it. This will depend on a number of factors, including:
- any laws or regulations that we are required to follow;
- whether we are in a legal or other type of dispute with each other or any third party;
- the type of information that we hold about you; and
- whether we are asked by you or a regulatory authority to keep your personal data for a valid reason.
As a member of CHECT, we retain certain medical data which you have provided to us about you and / or your child and which enables us to provide relevant information and support to you. This includes retinoblastoma diagnosis and date of diagnosis, treatment information and level of visual impairment. If at any time you wish to cease your membership, or to remove this information from our systems, you can contact CHECT via any of the means mentioned above.
Once a child member reaches the age of sixteen, CHECT will contact them via their parent / carer to seek permission to process this medical data. If permission is not granted, the data will be retained in an anonymised format.
All supporters’ records are retained for seven years after they have made a donation in order to comply with HMRC obligations on claiming Gift Aid and for accounting purposes.
Where supporters have opted into CHECT news and communications, we will continue to process this information until you advise us that you no longer want to hear from us.
Who can access my information?
Your information can be accessed by employees of the Childhood Eye Cancer Trust, selected volunteers engaged for database work, and from time to time technical support staff at The Access Group (CRM provider), subject always to compliance with applicable data protection laws. All staff, volunteers and the Access Group have signed confidentiality agreements, and we also have a copy of the Access Group’s data protection policy.
In Focus, the magazine sent twice a year to members and selected supporters of the Childhood Eye Cancer Trust is distributed by mailing house Baker Goodchild. Names and addresses of CHECT members and selected supporters are processed by Baker Goodchild twice a year in order to fulfill this commitment. This data is deleted within 30 days by Baker Goodchild, and is not shared with any other organisations. We hold a copy of Baker Goodchild’s data protection policy.
The names of supporters who provide us with a Gift Aid declaration are passed to HMRC in order for the Childhood Eye Cancer Trust to be able to claim Gift Aid back on these donations.
CHECT is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Links to other websites
Controlling your personal information
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by completing this form, emailing us at firstname.lastname@example.org, calling 020 7377 5578 or writing to us at Childhood Eye Cancer Trust, Royal London Hospital, Whitechapel Road, London E1 1BB.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. If you post online or send any inappropriate or unlawful content via any CHECT channels, CHECT may use your personal information to inform relevant third parties.
- Where our processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. If you do decide to withdraw your consent we will stop processing your personal data for that purpose, unless there is another lawful basis we can rely on – in which case, we will let you know.
- Where our processing of your personal data is based on legitimate interest, you can object to this processing at any time. If you do this, we will need to show either a compelling reason why our processing should continue, which overrides your interests, rights and freedoms; or that the processing is necessary for us to establish, exercise or defend a legal claim.
- Where we are processing your personal data for direct marketing purposes, you have the right to object to that processing.
- You have the right to (subject to applicable laws and certain limitations):
- access your personal data and to be provided with certain information in relation to it, such as the purpose for which it is processed, the persons to whom it is disclosed and the period for which it will be stored;
- require us to correct any inaccuracies in your personal data without undue delay;
- require us to erase your personal data;
- require us to restrict processing of your personal data;
- receive the personal data which you have provided to us, in a machine readable format, where we are processing it on the basis of your consent or because it is necessary for your contract with us and where the processing is automated; and
- object to a decision that we make which is based solely on automated processing of your personal data (however, we do not currently conduct any such decision making).
If you would like to exercise any of these rights, please write to: Mr Patrick Tonks, Chief Executive, Childhood Eye Cancer Trust, The Royal London Hospital, Whitechapel Road, London E1 1BB, or email email@example.com.
No fee will be charged unless the request is deemed excessive.
Once we have verified your identity you are entitled to obtain the following information about your personal data held by CHECT:
- The purpose of the collection, processing, use and storage of your personal information;
- The categories of personal information that CHECT holds about you; and
- The planned retention period for your personal information.
You also have the right to lodge a complaint with the Information Commissioner’s Office.
If you have any further questions, please write to us at the above addresses or call 020 7377 5578.
The Childhood Eye Cancer Trust is registered under the Data Protection Act 2018.
Updates to this policy
We may update this policy at any time. When we do, we will post a notification on our website and revise the updated date at the bottom of this page. We encourage you to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we hold.
This Policy was last updated in November 2018.