Privacy Policy

Charis Cancer Care Website Privacy Policy

Updated January 2021

Charis Cancer Care understands the importance of privacy and data protection for all of our service users, and anyone we work with and are committed to maintaining high standards, via our privacy policies and protocol. The follow Privacy Policy details how we do this, and what we do with any personal data you provide us with, or any personal data that we may collect from, or about you.

Charis Cancer Care is an independent local Northern Ireland charity, founded in 2008 and working since to provide a range of holistic and complementary therapies to individuals affected by cancer, at every stage of their journey free of charge. We also support families of those living with, or bereaved by cancer. Our role is to listen and help. We provide a warm and nurturing environment, with support from experienced professionals and therapists.

Without the support of local businesses, organisations and the general public, we would be unable to provide the support and care we do, to people across Northern Ireland affected by cancer.

We are a registered charity with The Charity Commission NI; Charity no. 101272, and a registered company with Companies House, our company number is; NI070807.

We respect any personal data you share with us and are committed to maintaining high standards of privacy and data protection.  If you have any questions, please contact us by calling 028 8676 9217 or email to director@chariscancercare.org.

This Privacy Policy applies only to our online activities and is valid for visitors to our website with regards to the information that they shared and/or collect in Charis Cancer Care. This policy is not applicable to any information collected offline or via channels other than this website

Personal Data We Collect

In order to provide our services, we need to collect and process certain personal

information, such as information needed to make a donation, or process a payment for purchase at our online shop. Your data also allows us to better understand our supporters and website users, create and plan fundraising activities more efficiently and effectively, meaning we can continue to be there for people living with cancer and their families.

If we collect personal data from you, we will only do so with your consent and we promise to keep it safe. We will never sell your data and we will safeguard your personal information in line with the Data Protection Act 1998.

Your Rights Under Data Protection Laws

The General Data Protection Regulation provides the following rights to you:

• The right to be informed about the processing of your personal information

• The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed

• The right to object to processing of your personal information

• The right to restrict processing of your personal information

• The right to have your personal information erased, also referred to as the “right to be forgotten”.

• The right to request access to your personal information and to confirm how we process your information

• The right to move, copy or transfer your personal information also referred to as the “right to data portability”.

We are committed to upholding your rights, if you have any concerns or queries please do not hesitate to contact us by emailing director@chariscancercare.org or by telephone on 028 8676 9217

Please note that the exercise of your rightsare dependent on the lawful basis that has been used for each processing activity. You also have the right to lodge a complaint with the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/concerns

Consent

By using our website, you hereby consent to our Privacy Policy and agree to its terms.

Information We Collect From You

Personal information is information that can be used to identify you, tell us about you and

help us understand your relationship with us. For example, if you make a donation,

volunteer with us, register to fundraise, sign up for an event or contact us via our online contact form, with your full knowledge and consent, we collect the following information:

• Your full name

• Your contact details – including full postal address and email address

• Your preferences and interests relevant to activities

• Other information relevant to your specific enquiry

• We may also request your bank or credit card details to process payments or donations where applicable

Where it is appropriate, we may also ask for:

• Information relating to your health (for example, if you are taking part in a fundraising or Charis Cancer Care event which requires us to know any issues that could affect your ability to take part safely)

• Where you heard about Charis Cancer Care, and why you have chosen to support us. We will only ever ask this if you are comfortable telling us.

• Any other information that we are requested to collect by law

Support Services

If your family, a relative or a friend use the services of Charis Cancer Care, the personal information provided to Charis Cancer Care will be used only for the purposes of providing services, training or monitoring the quality of our services.

We will never disclose or sell personal information to any third party without consent, except in the following circumstances:

• To healthcare professionals and organisations involved in the provision of care

• Exceptionally, to the relevant authorities or otherwise as legally required

If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

We will not use your information for other purposes without your permission. If you tell us about your own experience with cancer, or with Charis Cancer Care or the experience of someone else, we will explain how we will use that information. If you don’t want us to use such information for other purposes or change your mind at any time, it will not affect any services we provide.

How We Collect Your Personal Data

The information we collect is gathered in the following ways:

When you give it to us directly by:

• Enquiring about our activities and events

• Making a donation to us

• Registering for an event

• Engaging with or contacting us via our social media

• Telling us your story

When you give it to us indirectly:

• We may also collect and analyse data about visitors to our website www.chariscancercare.org such as most visited pages, most popular events, most engaged with media. We collect and analyse this information as it can help us improve our website and services and ensure we provide you with the best experience. Wherever possible, the information we use for this purpose will be anonymous will not identify you as an individual.

How We Use Your Personal Data

We use the information we collect in various ways, including to:

• Provide, operate, and maintain our website
• Improve, personalize, and expand our website
• Understand and analyse how you use our website
• Develop new products, services, features, and functionality
• Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the website, and for marketing and promotional purposes

The majority of our funding for Charis Cancer Care comes from individuals and fundraisers, and every single donation we receive matters to us, and the clients of Charis Cancer Care. Your information allows us to ensure your support helps all of our services. Here are some of the ways we use your information to support our work:

Donations

When you make a donation we will use your information to:

• Process your donation

• Claim Gift Aid on your donation (if applicable)

• Send you a thank you letter and/or receipt for your donation

Fundraising Events

If you register to take part in an event (by phone, registration form or online) or choose to hold your own event to raise money for us, we will use your information to:

• Process the event fee if applicable

• Send you a fundraising pack or supporting materials as needed

• Add you to our database in order to confirm you as a participant for that event/raising money for us

• Process Gift Aid

• Contact you to offer support and provide fundraising materials as appropriate

Payments

If you use your credit or debit card to donate to us or process a purchase online or to register for one of our events, we will need to collect information to process this payment.  We will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard.

We do not retain your credit or debit card details for longer than necessary. Following the completion of your transaction, all card details and validation codes are securely destroyed once the payment donation has been processed. We also request that you never email your credit or debit card details to us to ensure your information is not compromised in any way.

Payments via Facebook Fundraising

If you make a donation using our Facebook donate button or by creating a Facebook Fundraiser, Facebook will send us information including your first name, surname, donation amount and email address (if it was shared). If you opt to Gift Aid your donation we will also receive your home address so we can claim the Gift Aid.

If your family, friends and supporters make a donation through your Facebook Fundraising page, the only information we will receive from Facebook is their first name and surname, unless they choose to Gift Aid their donation in which case we will receive their home address so we can claim Gift Aid.

Sharing Your Personal Data

We promise that we will never sell your information to a third party. We respect and understand the importance of protecting your personal information, and strive to maintain high levels of data protection.

We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example, to the police or a government body), or to protect us in the case of suspected fraud or defamation. We do not share your information for any other purposes.

Accuracy of Information

To help us ensure that any communication you wish to receive from us reaches you, it’s important that all the information we hold about you is accurate and kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.

Under 16s

If you are aged 16 or under and would like to participate in an event, make a donation or get involved with us, please make sure that you have your parent’s/guardian’s permission before giving us your personal information. Some of our events have age restrictions and we recommend that if you are under 16, you ask a parent or guardian to contact us initially.

When we collect information about a child or young person, we will make it clear to the parent/guardian why we are collecting this information and how it will be used.

Data Security and Retention

We will always hold your information securely and follow stringent procedures to ensure that any personal data we hold about you is stored and processed under our Data Protection Policy in line with the Data Protection Act 1998, GDPR and any other relevant legislation.

We will retain your information for as long as required to enable us to operate our services, but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely destroyed.

Our Website

Our website is an important tool for Cancer Focus NI as it allows you to find out more about what we do, how your support makes a difference, how you can support us through fundraising and more. Any information you send us through the website is encrypted using secure socket layer technology (SSL). We enforce strict procedures and security features to protect your information and prevent unauthorised access.

Log Files

Charis Cancer Care follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Cookies

Like any other website, Charis Cancer Care uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. To make full use of our website you need to accept cookies. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information. The information we collect through cookies is anonymous and does not personally identify you. It does not contain your name, address, telephone number or email address.

You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites.

We use Google Analytics to track and monitor website usage. This allows us to monitor what parts of our website are working well and what parts of our website our supporters are most interested in. This information then allows us to tailor the content of our website, ensuring our supporters and service users see more of the content they are interested in.

The information we use via Google Analytics is anonymous and does not personally identify you. It does not contain your name, address, telephone number or email address. If you would rather that your visits to the website are not recorded, please consider looking at Google Analytics opt-outs. To do this, please visit;

https://tools.google.com/dlpage/gaoptout

Our website contains links to other websites belonging to third parties and we participate in social networking sites including, but not limited to, Facebook, Twitter, Instagram, Linked In and YouTube. We may also include content from these sites on our website. However, we would advise that we do not have control over the privacy practices of these other sites. You should make sure when you leave our site to visit another site, that you have read and understood their Privacy Policy in addition to our own.