Crazy Hats GDPR Policy
- It is very important that you read this policy so that you are fully aware of how and why we are using your personal data.
- This policy is issued on behalf of the Crazy Hats Breast Cancer Appeal (Registered Charity No. 1111286) who are responsible for the content and control of its website.
- We are committed to protecting your personal data and respecting your privacy.
- This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us and tell you about your privacy rights and how the law protects you.
- We may update this policy from time to time so please do check back periodically. We will notify you of any significant changes through an announcement on our website.
- We may collect personal data about you when you interact with us by phone, email, social media, website, when you enquire about our activities, make a donation, participate in an event, sign up for a therapy treatment, buy our goods and work or volunteer with us.
- You may give us information about you by filling in forms on our website, registering for an event, applying for tickets or by corresponding with us by phone, email or otherwise.
- The information you give us may include your name, address, email address and phone number, basic medical information, photograph and credit card information stating if you are a UK tax payer (so that we can claim Gift Aid).
- We do not collect ‘sensitive’ personal data unless there is a legitimate reason (e.g. medical condition that nay have an impact on a potential therapy treatment.
- We may receive information about you from third parties such as Just Giving/Virgin Money that we work with where you have consented to them sending us your personal data. We will handle such personal information in accordance with this policy.
Uses made of your personal data:
We use the personal data collected from users for a number of purposes:
Becoming a member of Crazy Hats:
This is necessary so that we can inform members of the charity’s events, the work we do, our products, services and managing our relationship with you.
Donations and payments
We will use your identity, contacts and possibly, financial data to process payments we have received from you and to ensure that you are thanked appropriately. Please note that when you use our secure card payment system or our secure online donation or payment pages you will be directed to a specialist supplier company who will receive your contact and financial data to process the transaction and we will not retain your financial data in such circumstances.
Where you have provided us with photographs of yourself for use by us for promotion of our charity and events, including sharing on social media, we will store an electronic copy of those photographs but they will not be linked to your membership data. We will always ask permission and seek verbal agreement on such occasions as cheque presentations for your photograph to be taken and used on our social media pages and member updates and newsletters. Should anyone not wish to have their photograph taken their wishes will be honoured.
If you make an enquiry or provide us with feedback, in order to reply to your message, we will respond to you by using the contact data that you provide. This information will be used to answer your enquiry as completely and thoroughly as possible and will not be used for any other purpose unless you have requested to become a member or become involved with the charity.
Advertising, Marketing and Public Relations
We may use your data to form a view on what you think you may want to need, or may be of interest to you and in doing so we will only send you information about our work, services, activities, events or products that are deemed relevant to you; this is necessary in furthering our charitable aims.
We will use your data to fulfil sales made online or through our shop to manage payments, fees and charges in connection with such sales.
Competitions & Promotions
We will use your data to invite you to take part in a prize draw and/or competition(s) to enable your participation in the same.
We will use your date to register and administer your participation in events for which you wish to take part and to contact you in relation to those events.
We use technical and usage data to monitor website use, identify locations, block disruptive use, record website traffic or personalise the way information is presented to you.
If you contact us to report a fault with our website, we will use the information provided for the purposes of rectifying the fault in accordance with our legitimate interests.
We may also use personal data which you provide to us, where the law allows us to, as follows:
- To deal with and/or respond to any enquiry or request made by you prior to entering into any contract or agreement with us or as a result of such contract or agreement.
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where we need to comply with legal or regulatory obligation, including the prevention of crime and credit risk, or where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original use. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for any unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Your updates and preferences:
It is very important that we keep your personal data up to date. You can contact us at any time if your circumstances change.
You can stop receiving emails or texts by clicking on the ‘unsubscribe’ link in our marketing emails, sending us an ‘opt out’ email or by otherwise by contacting us at ant time. We will not use your details for marketing purposes if you unsubscribe, however, if you agree, we will retain your details on our supporters lists to help ensure that we do not contact you.
Where you opt out of receiving marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, experience or other transactions.
You can update your contact preferences by calling us on 01933 442999 or emailing us at: email@example.com
Disclosure of your information to third parties:
Your personal data will only be disclosed to relevant Crazy Hats personnel (employees and volunteers) that have a need for such access for the purpose for which it was collected. We will never sell, or pass on your data to any third party; neither will we pass on or share your details with other charities for marketing purposes.
However, we may need to share your personal data with third parties in the following circumstances:
- Where we have your permission to do so.
- Where we need to share your information with a small number of trusted partners – e.g. a supplier that processes payments securely.
- Where we are under a legal duty to do so in order to comply with any legal obligation.
- Where it is necessary to protect the rights, property of safety of our charity, our staff, volunteers and others.
We require all third parties to respect the security of your personal data and to treat in in accordance with the law. We do not allow any third-party provider to use your personal data for their own purposes and only permit them to process your personal data for specified reasons and in accordance with our instructions.
We are committed to keeping your personal data safe and secure and we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed including the use of a firewall and appropriate security measures in our physical facilities. In addition, we limit access to your personal data to those employees and volunteers who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have procedures in place to deal with any suspected data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will always do our best to protect your personal data, we cannot guarantee the security of your data transmitted through our website – any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
- We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
- To determine the appropriate retention period for personal data we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal requirements.
- By law we have to keep basic information about supporters who purchase products and services from us (including contact, identity, financial and transaction data). In general, we hold personal data for seven years from the date you were last in touch with us.
- Personal data which is no longer required for our legitimate purposes will be regularly reviewed and, where necessary, deleted.
You have the right to:
- Request access to your personal data enabling you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data we collect about you, enabling you to delete or remove personal data where there is no good reason for us continuing to process it or where you have successfully exercised your right to object to process, where we may have processed your personal data unlawfully or where we are required to erase your personal data to comply with local law. Please 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.
- Object to processing of your personal data where we are relying on legitimate interest (or those of a third-party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes although in some cases we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing your personal data, enabling you to ask us to suspend the processing of your personal data, e.g. if you want us to establish the personal data’s accuracy; where our use of the personal data is unlawful but you do not want us to erase it; where you need us to hold the personal data even if we no longer require it as you need it to establish, exercise or defend legal claims; you have objected to our use of your personal data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to a third party.
- Withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdrew your consent. You have the right to opt out or unsubscribe as detailed.
If you wish to exercise any of the above rights, or ask questions about this policy please send a written request to us at: 25, Sanders Road, Finedon Road Industrial Estate, Wellingborough, NN8 4NL
- No fees will be charged for you to access your personal data or to exercise any of the other rights. We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive – we may refuse to comply with your request in these circumstances.
- We may need to request specific information from you to help us confirm your right to access your personal data or to exercise any of your rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
- Any requests will be dealt with as soon as we can usually within a four-week time span. If a request is complex it may take longer. In all cases we will keep you updated.
- We may update this policy from time to time and will notify you by placing a notice on our website.
You have the right to make a complaint at any time to the Information Commissioner’s office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
GDPR Policy Manager: Glennis Hooper