BCUSG Data Protection Privacy and Communications Policy

BATH CANCER UNIT SUPPORT GROUP
DATA PROTECTION, PRIVACY AND COMMUNICATIONS POLICY

The Charity’s data protection, privacy and communications policy

Bath Cancer Unit Support Group (BCUSG) take the privacy of our supporters and volunteers very seriously. This policy states how we collect data, how we store it, how we use it and how those who give us their details can request that their data is used by BCUSG.

At BCUSG we are committed to protecting your privacy. This policy describes how BCUSG collects and uses personal information about people who visit our website and give us their data over the phone, face to face, and in writing. The terms of this policy may change, so please check it from time to time.

If you have any questions about this policy please contact:

The Chairman OR The Data Protection Officer
Bath Cancer Unit Support Group Bath Cancer Unit Support Group
19A Westwood Road 10 Horseshoe Walk
Trowbridge Widcombe
Wiltshire Bath
BA14 9BR BA2 6DE

Tel: 01225 769393 Tel: 01225 429658
Mob: 07714 087102 Email: treasurer@bcusg.org
Email: chairman@bcusg.org

BCUSG is a Registered Charity Number 292643


How do we collect information?
We obtain personal information from you when you enquire about our activities, register with us, send or receive an email, make a donation to us, ask a question about our fundraising or otherwise provide us with personal information. We may also receive information about you from third parties; for example from a friend who wants to tell you about our website or the fundraising activities we carry out.
What information do we collect?
The personal information we collect might include name, date of birth, email address, postal address and telephone number.

We also gather general information about the use of our website, such as which pages users visit most often, and which services, events or facilities are of most interest. We may also track which pages users visit when they click on links in BCUSG emails. We may use this information to personalise the way our website is presented when users visit it, to make improvements to our website and to ensure we provide the best service for users. Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our website. Please see the section below on Cookies.
How do we use this information?
We will use your personal information for:
• Dealing with your enquiries and requests
• Fundraising
• Sending copies of our Newsletter Support line to update you on our activities and the projects which we have supported/are supporting
• Administering orders and accounts relating to our suppliers
• For Administrative purposes
• For contacting volunteers in relation to fundraising and other activities
If you enter your contact details in one of our online registration forms, we may use this information to contact you even if you don’t “send” or “submit” the form. We will only do this to see if we can help with any problems you might be experiencing with our website.

We may need to share your information with our service providers.

Your choices
You have a choice about whether you want to receive information about our progress and fundraising activities. We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted. You can change your marketing preferences (such as email or post at any time), by contacting:

The Treasurer
Bath Cancer Unit Support Group
10 Horseshoe Walk
Widcombe
Bath
BA2 6DE
Tel: 01225 429658
E-mail: treasurer@bcusg.org
The Bath Cancer Unit Support Group Privacy Statement
• Your personal information is only used for the purpose for which we collect it
• Only information that we actually need is collected
• Your personal information is only seen by those who need it to fulfil their functions
• We will not pass your personal information on to any other organisation without your consent unless we are required to do so by law
• Personal information is retained only for as long as it is required for the purpose collected
• By law we must keep certain records for a minimum period of time, for example in relation to Gift Aid claims and H M Revenue and Customs’ requirements
• We will, where necessary, keep your information up to date
• Your information will be protected from unauthorised or accidental disclosure
• We will provide you with a copy of your personal information on request (please see below for information on access rights and requests)
• Inaccurate or misleading data will be corrected as soon as possible
• These principles apply whether we hold your information on paper or in electronic form.

Access Rights and Requests
You have the right to see what personal data we hold about you. To obtain a copy of the personal information we hold about you, please write to us or submit your form to:

The Treasurer
Bath Cancer Unit Support Group
10 Horseshoe Walk
Widcombe
Bath
BA2 6DE

E-mail: treasurer@bcusg.org
Right to prevent processing of your personal data
You have a right to object to BCUSG processing your personal information if it is likely to cause or is causing you damage or distress. Such a request would have to be made in writing and you must set out why the processing is having this effect.
This can be sent to the Data Protection Officer at the postal address or e-mail address provided above.
Under 16s
BCUSG is concerned to protect the privacy of children aged under 16. Where appropriate, we will seek consent from a parent or guardian before collecting personal information about a child aged under 16. For any raffle and gaming products, due to Gambling Commission regulations, we cannot allow people under the age of 16 to take part. At school we have to issue students with their own privacy sheet once they reach 13 years of age.
How do we protect personal information?
BCUSG takes your privacy seriously and we follow best practice to protect your information and ensure it remains confidential. We keep personal data held online behind firewalls to prevent unauthorised access. We keep personal data in password-protected files. We have clear policies and procedures on who can access your information online on computers and in paper files.

Will we disclose the information we collect to outside parties?
We do not share or sell donor details with other charities or other third parties
We will only disclose data when obliged to disclose personal data by law, or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation, or we have your consent.

We will not sell any information about your web browsing activity.
Use of Mobile Phone Data
BCUSG values your support. We would like to keep you up to date with information and fundraising appeals on our charitable work via your mobile phone and also by writing to you. If you have texted us, we will retain a copy of your mobile phone number, together with any other personal details you have given us, such as your name and address.

If you would prefer us not to contact you by mobile phone, or if you would prefer us not to contact you by mail you may email our supporter services at treasurer@bcusg.org.
Cookie Usage
A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Cookies help us to provide you with a better experience by allowing us to understand what areas of the website are of interest to our visitors (e.g. via Google analytics).

Our cookies aren’t used to identify you personally. They collect anonymous information on the pages visited and we do not use advertising cookies. Most browsers will allow you to turn off cookies. Please note however that turning off cookies will restrict your use of our website. To learn more about cookies and how to manage them, visit AboutCookies.org.

When you first visit our site, you are given the option to opt-out of cookies but please be aware that this may negatively impact on your ability to view and use content on our website.

Policy for a Data Breach
A Data Breach is defined as the accidental or unauthorised destruction, loss, alteration, disclosure of or access to personal data.
The procedure to be followed relating to a potential breach under the GDPR legislation is:
– The Data Protection Officer, Chairman, Treasurer or Secretary must be notified of any suspected or potential breach so that they can try to determine if an actual breach has occurred
– The Data Protection Officer will investigate and assess the potential breach considering the impact on the individuals or organisation concerned
– The Trustees will be notified clarifying:
o the nature of the Personal Data breach
o the number of individuals/personal data records concerned
o a description of the likely consequences of the personal data breach
o a description of the measures taken or proposed to be taken
o an action plan will be agreed
o individuals concerned will be notified without undue delay
Your consent
By providing us with your personal information, you consent to the collection and use of this in accordance with the purposes described in this policy.
Links
Our website may include links to websites run by other organisations. BCUSG is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully
Changes
If your personal details change, please help us to keep your information up to date by notifying the relevant department.
If you are supporter and which wish to update us of your information please contact us at the address below:.

The Secretary
Bath Cancer Unit Support Group
11 Widbrook Meadow
Trowbridge
Wiltshire
BA14 9SD
Email: secretary@bcusg.org

We may change the terms of this privacy statement from time to time. If we do so, we will post the changes here so please check from time to time. By continuing to use our website you will be deemed to have accepted such changes.
Data Protection Regulator
Further information and advice about data protection is available from:
The Office of the Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Tel: +44 (0) 01625 545 745
Website: www.ico.org.uk

Should we put in that any breaches will be reported to ICO within two days of the breach?