Matthew’s Way Data Privacy Policy
This Privacy Policy applies to information we (“Matthew’s Way Brain Tumour Charity”) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it.
If you have any comments or questions about this notice, feel free to contact us at info@matthewsway.org.uk
What is meant by personal information?
Personal information is any information that can be used to identify an individual. For example, it can include information such as their name, date of birth, email address, postal address, telephone number, as well as information relating to their health or personal circumstances.
What information do we collect and how do we use it?
The following explains when we will collect data, the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
Enquiries about our organisation and the work it does: We use contact information and the information from web forms, emails, mail and telephone to send individuals information or materials that they have requested. We will keep a record of all communications that take place in relation to an enquiry. We have a legitimate interest in collecting and holding this information so that we can respond in the way that you would expect.
When applying for a personal grant: We will collect information about the applicant, responsible carer (where applicable) and medical referrer, such as their name and contact details. We will also collect information about the applicant such as their age and health. Information about an individual’s health is deemed to be ‘special category’ personal data and we use this and any other personal data for the purposes of assessing applications and providing an effective grants administration service on the lawful basis that the applicant gives their explicit consent when making the application. The personal data and special category personal data will be stored, processed and used to enable us to:
- ask for additional information in support of the application
- assess an application and perform any necessary due diligence
- inform applicants of the outcome of their application
- make one-off or staged payments to successful applicants
- satisfy ourselves the funds we have provided have been successfully used for the purposes they were intended
- maintain a means of communication between us and those named on the application
When applying on behalf of an organisation: We will collect information about the applicant including their name, job title, place of work, role within the organisation. We will keep a record of all communications that take place in relation to an application. We have a legitimate interest in collecting and processing this data in order to offer an effective grants administration service. The personal data will be stored, processed and used to enable us to:
- ask you for additional information in support of your application
- assess an application and perform any necessary due diligence
- inform applicants of the outcome of their application
- make one-off or staged payments to successful organisations
- satisfy ourselves the funds we have provided have been successfully used for the purposes they were intended
- maintain a means of communication between us and those named on the application
When we make a grant: We will record the contact details of the recipient and the payment details. We have a legitimate interest in recording this information in order to support our grants administration process.
When making a donation to us: We may record your contact details and payment information. We have a legitimate interest in collecting this information in order for us to fulfil your intention of donating money. We may also retain this information to supply to HMRC where we are able to claim gift aid on a donation – HMRC require title, first initial, surname, house name or number and postcode for every donation claimed against.
Fundraising on our behalf: We may record your contact details, a summary of the fund raising event and the amount that was raised. We have a legitimate interest in collecting this information in order for us to communicate with you about your fundraising.
Entering into a Contract for Goods or Services (“the Contract”) with Matthew’s Way Brain Tumour Charity: We will record the name, job title, place of work, role within the organisation and a record of all communications that take place in relation to the Contract.
Users 17 and under
Other than for the processing of applications, we do not knowingly collect or solicit personal information from anyone aged 17 or under or knowingly allow such persons to provide us with their personal information without parent or guardian consent. If you are aged 17 or under, please get the permission of your parent or guardian before using our website and if you wish to apply for a grant then please ask a parent or guardian to make the application on your behalf. In the event that we learn that we have collected personal information from anybody aged 17 or under and do not have the consent of a parent or guardian, we will delete that information as quickly as possible.
Data minimisation
We will ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed.
Accuracy
We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. We will take reasonable steps to ensure the accuracy of personal information and if you tell us about a change, your record will be updated as soon as possible. If we hear about a change relating to an applicant for a personal grant via a person named on the application (e.g. a carer or health care professional), their record will be updated as soon as possible.
When do we share your data?
We will only pass your data to third parties where we are required by law to share your data.
How long will we keep your data?
To ensure that personal data is kept for no longer than necessary, we will put in place a Retention & Archiving Policy for the personal data we process and review this policy annually.
The Retention and Archiving Policy will consider what data should/must be retained, for how long, and why.
Information security
By submitting your personal data, you agree to our storing and processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
Although we will do our best to protect your personal data, we cannot guarantee the security of your data whilst it is being transmitted to us; any transmission is at your own risk. Once we have received your information, we will take all reasonable steps to prevent unauthorised access.
Rights you have over your data
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to exercise the rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
Links to other sites
Our website may contain links to other websites. This privacy policy applies only to our site, so you should always be aware when you are moving to another site and read the privacy statement of any site which collects personal information.
We do not pass on any personal information about you to any other site when you link to another site.
Website cookies
Our website does not use cookies.
Your consent
By providing us with your personal data, including sensitive personal data such as on your health, you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement.
Changes to this privacy policy
We may change this privacy policy from time to time and will publish the most current version on our website. Regularly reviewing this policy ensures you are always aware of what information we collect, how we use it and under what circumstances.