Head to Toe Charity Privacy Notice
Head to Toe Charity is committed to protecting your personal information and being transparent about what information we hold, whether you are a donor, volunteer, fundraiser or supporter.
The purpose of this notice is to give you a clear explanation about how Head to Toe Charity uses the personal information you provide to us and that we collect, whether online, in person, via phone, email, in letters or in any other correspondence. We ensure that we use your information in accordance with all applicable laws concerning the protection of personal data and information. This notice explains:
- What information Head to Toe Charity may collect about you
- How we will use that information
- Whether we disclose your details to anyone else; and
- Your choices regarding the information you provide to us.
- By using our website or any of our services, or providing us with any personal information, you agree to your personal data being use and disclosed in the manner set out in the notice.
Who we are
Head to Toe Charity is the official NHS charity for Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) and we support NHS services delivered by CPFT across Cambridgeshire and Peterborough. We are registered with the Charity Commission and our registered charity number is 1099485.
Head to Toe Charity is a ‘corporate trustee’ charity, meaning we are legally part of CPFT, although operating as an entity in its own right. Head to Toe Charity staff are employees of CPFT.
Our registered address is: Elizabeth House Fulbourn Hospital Cambridge Road Cambridge, CB21 5EF
The Charity is registered with the Information Commissioner’s Office (ICO) as a Data Controller via Cambridgeshire and Peterborough NHS Foundation Trust under reference number Z6521629. If you have any queries about this notice, please contact the Charity Manager by phone, on 01223 219 708, or by emailing: firstname.lastname@example.org. Alternatively, you can write to us at our registered address.
Collecting personal information
In carrying out our day-to-day activities we process and store personal information relating to our supporters. Personal information is information that can be used to identify you. It can include: your name, date of birth, email address, postal address, telephone number, bank account details, debit/credit card details and whether you are a UK taxpayer so that we can claim Gift Aid (please rest assured we do not collect information about your actual tax payments, just whether you are a taxpayer). We collect information in the following ways:
Information you give us directly.
For example, when you make a donation to us, fundraise for us, register for an event, engage with us on social media or otherwise provide us with personal information. When you register for fundraising or make a donation, we’ll ask for personal information – like your name, address, email and telephone number to store with your account.
When you give it to us indirectly.
Your information may be shared with us by independent organisations such as online fundraising services, fundraisers taking part in events, funeral directors, solicitors and other similar intermediate organisations. Those people will only provide us with information when you have indicated that you want to support Head to Toe Charity, and with your consent. If you have any concerns about the use and transfer of such information you should check their privacy policies when you provide your information to understand how they will process the information you give them.
When you give permission to other organisations to share it.
Depending on the privacy and settings you may apply to social media and messaging apps such as Facebook and Twitter, you might provide permission for us to access information from your accounts with those services. You may also provide information for third party organisations to share your information with us where you require us to contact you when you are interested in making a donation.
From other publicly available information sources.
In some cases, for example to verify your address or post code when we have a legitimate reason to contact you (for example the information on a donation form is illegible), we reserve the right to use publicly available sources of information such as Google and other search engines to ensure the accuracy of the information we hold about you.
Information we get from your use of our website.
We collect information about your website and social media usage and engagement using cookies, page-tagging techniques, and data analytics available through each social media platform (where applicable).
Data Protection law recognises that certain categories of personal information are more sensitive. This is known as ‘sensitive personal data’ and covers health information, race, religious beliefs and political opinions. We do not usually collect sensitive personal data about our supporters unless there is a clear reason for doing so. However, we may also collect sensitive personal data if you make the information public or if you tell us about your experiences relating to a personal health condition, the NHS or CPFT.
This will enable us to provide you with information about a particular healthcare area that may be relevant and of interest to you. We will always make it clear to you when we collect this information from you, what sensitive personal data we are collecting and why. Our staff members are trained to handle your information correctly and to protect your confidentiality and privacy.
- Head to Toe Charity websites collect personal information when you register, supply feedback or complete any form with us. As part of the registration process and continued use of Head to Toe Charity services, you agree that any information you submit to the Charity will always be accurate, correct and up to date.
- We collect and retain information about your transactions, interactions, and communications with us so that we can process your transactions and deal with future queries efficiently and effectively.
- Head to Toe Charity content is managed by the Charity and the CPFT Communications Team.
- If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our forums or social media pages, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
Your debit and credit card information.
If you use your credit or debit card to donate to us, buy something or pay for a registration 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. All donations to us by debit or credit card are made via trusted third-party processors. Your debit or credit card details are never received or stored by the Charity. Those companies who take donations on our behalf are: Blackbaud Merchant Services, PayPal (and Zettle), JustGiving and Virgin Money Giving. These companies ensure your data is processed safely and securely. For further information about how they process and store your data when making a donation please visit their websites.
How might we use your data?
We may use your information for a number of purposes including the following:
- If you make a financial gift
- If you apply for a grant
- If you register to fundraise for us
- If you attend an event
- If you apply for a job or volunteer role
- If you provide feedback, suggestions or make a complaint.
- If you ask us for information relating to our work or services provided.
- To provide you with information about our charitable activities
Please be aware that we may supplement the personal information we collect from you with publicly available information to create a profile of your interests, preferences and level of potential donations so that we can contact you in the most appropriate way and with the most relevant information if you have agreed to being contacted.
To comply with our obligations as a charity, we must take reasonable and appropriate steps to know who our donors are, particularly where significant sums are being donated. This due diligence may include research, or the access of information which is already publicly available, on prospective donors, partners, or volunteers. Any information we do collect for this purpose will only consist of what is necessary for us to meet these requirements and will be processed in line with your rights – see the section ‘Your rights’ below for more information about your rights.
If you give us your information whilst making a donation, registering for fundraising, applying for grant funding or any other charitable purpose we are required to store and process that data for administration and auditing purposes and we will keep your information for as long as is required to enable us to operate our services but will not keep your information for any longer than necessary. Under the UK GDPR and the DPA, we must have a legal reason to collect, keep and use your data. We rely on the following legal basis for processing your data:
We process your personal data for our legitimate interests to allow us to run The Prince’s Trust as a charitable entity effectively and in pursuit of our objectives. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws.
We will always ensure that your personal data will not be used where our interests are overridden by the impact on you. This does not include using your personal information for marketing purposes unless you have agreed we can do so. We rely on obtaining your consent to our use of your personal information for marketing purposes. This is the case, for example, where we seek to obtain your consent to receive email marketing about the Head to Toe Charity. For more information on marketing communications, please see the ‘Marketing materials’ section of this notice.
When you contact us and provide us with your information – for example, when making a donation, registering for fundraising or applying for a grant – we may contact you by post, email, telephone or text for administration purposes relating to the reason you have contacted us. We also like to contact you to tell you how your support has made a difference through the Charity, give you updates and details about our work, let you know about our fundraising and how you can get involved.
We do this by post and email. These are known as marketing materials. It is your choice as to whether you want to receive marketing materials from us; how you want to receive them and the types of material you want to receive. You will only ever get marketing materials from us if you have consented to receive them and only ever by the method(s) you tell us. We will not use your information for marketing purposes if you have indicated to us that you do not wish to be contacted for such purposes.
At the point at which we collect your data – for example, when making a donation, registration forms, Gift Aid declarations – we will ask you what for these contact preferences. This can be digitally, verbally and/or in paper format. If you do not want us to use your personal information for marketing purposes please indicate your preferences at this point. Two years after your most recent contact or donation – unless you tell us otherwise when we contact you – we will archive/suppress your personal information and you will no longer receive marketing materials from us.
You can also change your contact preferences at any time by contacting us on 01223 219708 or emailing email@example.com or by updating your contact preferences using the form on our website. You can also opt-out of our marketing emails by clicking on the ‘unsubscribe’ link at the end of the email.
Keeping your records.
We store your personal information as an account on our Charity’s database and on a financial ledger and, in certain circumstances, in a paper format. We will retain certain information in respect of donations and financial transactions securely for as long as the law requires to for tax and accounting purposes (generally seven (7) years). When your information is no longer required, we will ensure it is deleted and/or disposed of in a secure manner at the appropriate time.
Where we store your information.
Charity Customer Relationship Management database service eTapestry, is provided by Blackbaud Europe, which is based in the US. The latter is covered by the international Privacy Shield Framework. (The EU-US Privacy Shield Framework is designed by the US Department of Commerce and the European Commission to provide companies on both sides of the Atlantic with a mechanism to comply with data protection requirements when transferring personal data from the European Union to the United States in support of transatlantic commerce).
By submitting your personal information, you agree to this transfer, storing or processing at a location outside the EEA. We will take all steps reasonably necessary to ensure that your data is kept secure and in accordance with UK legislation and guidance on restricted transfers Information sharing and disclosure We do not, and will never, buy, sell or swap your personal information with any third parties. We may share your information with parties who provide a service to us and are our data processors.
These are trusted partner organisations that work with us in connection with our charitable purposes, and other entities that act as fundraisers for the Charity, sell Head to Toe Charity products or provide Charity information and marketing (subject to your communication preferences and our internal policies and procedures). Our trusted partners are required to comply strictly with our instructions and data protection laws, and we will make sure that appropriate controls are in place.
We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with Head to Toe Charity policies and procedures. We may disclose your information to third parties where we are under a duty to do so in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to our website or other applicable terms and conditions) or to protect the Charity, for example in cases of suspected fraud or defamation. Under 16s If you are under 16 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information.
When we collect information about a child or young person aged under 16 we will make it very clear as to the reasons for collecting this information and how it will be used. When you register to fundraise for us we will specifically ask for information about your age, usually your date of birth, and will ask for confirmation of consent from a parent or guardian.
We do not have access to patient information. In cases where information about your care/treatment, or the care/treatment of a family member, is relevant to the purpose and aims of your donation, and/or where you wish to share that information with us, we will store that information with your express and documented permission.
Vulnerable supporters We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Charity is in a position to make a free and informed decision.
The accuracy of your information
We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate or incomplete, please advise us and we will ensure it is amended and updated as soon as possible. Your ability to edit and delete your information You can edit your Head to Toe Charity account information and/or communication preferences, including your address and contact details, at any time by contacting us on 01223 219708 or emailing firstname.lastname@example.org.
Your rights to your personal information
- You have the following rights with regard to your personal information:
- The right to be informed – you have the right to be provided with clear, transparent details on how we use your information. This is outlined in this privacy notice.
- The right of access – you have the right to request a copy of the personal information we hold about you
- The right to rectification – you are entitled to correct any inaccurate or incomplete information we may have about you.
- The right to erasure – you may request the deletion or removal of any personal information we may hold on you.
- The right to restrict processing – you may block any further use of your information. We may still store your information but will not use it any further.
- The right to data portability – you can obtain and re-use your information for your own purposes.
- The right to object – you may object to certain types of processing (including direct marketing).
Should you wish to exercise these rights we require you to prove your identity with two pieces of approved identification. Please address requests to: Charity Manager, Head to Toe Charity, Elizabeth House, Fulbourn Hospital, Cambridge Road, Cambridge CB21 5EF and we will respond within 30 days. Please provide as much information as possible about the nature of your contact with us to help us locate your records. Where you have provided your consent for our use of your personal information, you always have a right to withdraw your consent at any time.
Changes to this privacy notice
This notice is correct as of January 2022. We may update the terms of this notice 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(s). By continuing to use our website and any of our services and/or the continued provision of personal information after we have posted the changes to this notice will be taken to mean you are in agreement with those changes.
Complaints, compliments or comments
If you are unhappy with our work or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services. Please get in touch withh us on 01223 219718 or email email@example.com.