Privacy notice
At Solving Kids’ Cancer UK, we value our supporters and the families we seek to help and as such, take your privacy seriously. We are committed to treating your personal information with great care, and so take steps to protect it using secure systems and processes. We are also committed to being transparent about what we do with your information. This privacy notice sets out the following:
How we obtain information about you
There are a variety of ways in which we may collect your personal information:
When you give it to us
This may be through one of the following ways:
- Making an online enquiry
- Requesting support for your family
- Requesting our newsletters and updates
- Telling us your story
- Participating in a Solving Kids' Cancer UK event (e.g., our Carol Concert, Family Fun Day, and parent conferences/symposiums)
- Signing up to a third party event for us
- Making a donation (including through third party platforms)
- Making a purchase from our shop
- Fundraising on our behalf
- Ordering fundraising materials
- Completing a Gift Aid Declaration Form
- Pledging a donation via a sponsorship form
- Responding to an advertisement
- Applying for a job or volunteering opportunity
- Applying for a grant
When you give permission to other parties to share it
This may include:
- Hospitals (overseas or in the UK)
- Other charities that Solving Kids' Cancer UK may partner with
- Independent event organisers like Discover Adventures and Skyline
- Fundraising platforms like JustGiving, Virgin Money Giving, Give as you Live and Supported Business Limited (who provide QR codes)
- Your child’s Clinical Nurse Specialist or Social Worker (in relation to family support grants and support bags)
- Your family or friends
These independent third parties will only do so when Solving Kids’ Cancer UK is identified as the recipient of this information.
When your information is available publicly or from other external sources
We may identify and collect contact details for individuals based within organisations (e.g. schools, universities, sports clubs and other groups), to promote specific fundraising events, activities or initiatives. We use the charity’s legitimate interests to collect this information. We will inform you that we are holding your information at the earliest opportunity and will honour any request to stop processing this information.
What information we collect
When you interact with us, we routinely ask you to provide your name and contact details, such as your address, phone number and email address. Where appropriate, we may also request your credit/debit card or bank details e.g., when making a donation; health and personal information relating to your child; information relating to your personal circumstances and/or requirements; or your date of birth.
How we use your information
How we use your information largely depends on why you are providing it. We may use your information to:
- Carry out internal administration and compliance activities
- Provide and personalise support to fundraisers and families
- Provide event information to fundraisers taking part in challenge events
- Respond to your questions and queries
- Report on financial matters
- Acknowledge donations
- Claim Gift Aid on eligible donations
- Provide information about our work and services
- Promote our work and fundraising campaigns
- Keep a record of your relationship with us
- Update you about the charity’s work and impact
- Send you our newsletter (where you have provided consent)
- Process and handle purchases via our website shop
- Process orders for fundraising materials
- Process donations
- Comply with financial regulations and the law
- Target communications to the most appropriate groups
- Carry out analysis and research
- Design, promote and administer events (including virtual events) that we run, including our annual conferences
- Make payments to you as a grant or reimbursement of expense
- Facilitate a second opinion
Who we share your information with
We may share information relating to a child and their family, including a child’s medical information, to facilitate access to treatment or to engage organisations that we work in partnership with to provide supplementary support to families. We will always ask for permission to do this. This may include hospitals, clinics, travel agencies, charities and other organisations. Some of the organisations we routinely work with include:
- Memorial Sloan Kettering Cancer Center
- Atrium Health Levine Children’s Hospital
- Hospital Sant Joan de Deu
- Guy’s and St Thomas’ Hospital
- Band of Parents
- St. George’s Society of New York
- Macmillan Cancer Support
- Wings Travel Management
We also engage service providers to carry out work on our behalf, who will only have access to the specific information they need to undertake the service requested.
Where you have signed up to take part in an event for us, for example, the Royal Parks Half Marathon, we will share your information with the event provider that is necessary to facilitate your registration.
Where you have given us your marketing consent or we have another lawful basis to email you, we will share your name and email address with Mailchimp, a platform we use to send emails.
Where we are in receipt of a Gift Aid declaration form, we will share information with HMRC that is necessary to enable a Gift Aid claim.
We may also share your information with other third parties that we work with to organise and run events, including Solving Kids' Cancer (US), and our professional advisors.
Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personal information will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity, the following will apply:
- Your data will be made available to our website provider.
- The data available to them may include any of the data we collect as described in this privacy notice.
- Our website provider will not transfer your data to any other third party or transfer your data outside of the UK without putting in place appropriate measures to ensure this information is handled securely.
- This processing does not affect your rights as detailed in this privacy notice.
In other circumstances, we will only disclose personal information if required by law.
How we protect your information
The personal information you provide to us is stored on our secure electronic systems within the UK. Some information may be stored in paper files, which are held securely in our London office in lockable cabinets. Where we have shared your information with organisations and service providers mentioned in the above section and they are based outside the UK, your personal information may be transferred outside the UK and in a jurisdiction not being subject to an adequacy decision of the UK Secretary of State. We will ensure that there is a legal basis for such transfer so that your personal information is treated in a manner that is consistent with UK laws and other applicable laws and regulations on data protection. An appropriate measure to ensure secure transfer of your personal information may be having appropriate standard contractual clauses in place with such organisations and service providers. If you require further information about this, please contact info@solvingkidscancer.org.uk.
How long we will keep your personal information
We will always keep your personal information for the period required by law. We will also keep your personal information where we need to do so in connection with legal action or an investigation involving Solving Kids’ Cancer UK. Otherwise, we will only keep your personal information for the period necessary to fulfil the purposes outlined above and in any event for no more than seven years thereafter.
The lawful bases for processing your information
We rely on the following lawful bases for processing personal data (as set out in Article 5, 6 and 9 of the UK General Data Protection Regulation).
Consent
We process your personal data where you have provided your consent for us to do so. For example, for us to hold information relating to your child’s medical condition(s) and to send you email updates about our work and fundraising activities. You have the right to withdraw this consent at any time, and we will always honour this. If you withdraw your consent, this will not affect the lawfulness of processing based on the consent prior to its withdrawal.
Performance of a contract
We process your personal information where we have an agreement with you, for example where you have: requested our support to access treatment for your child; made a donation; signed up to take part in a fundraising activity or event; registered to attend our neuroblastoma parent education conference; or made an order for an item through our online shop or fundraising resources.
Legal obligation
We process your information when we are legally required to do so, for example, to retain Gift Aid records for the required period.
Legitimate interests
We process your information based on our legitimate interests, for example: to share information about speakers at our events with other attendees and prospective attendees; to conduct valuable analysis and research to determine our performance and inform our service development; to contact individuals in their business capacity who may be interested in a specific fundraising initiative or event; to target our communications; to claim Gift Aid on eligible donations; for financial reporting; to process queries; to support fundraisers organising their own events or who have organised their own place in a third party event; and thanking donors. Where we rely on our legitimate interests we conduct an assessment to ensure our interests are not overridden by your privacy rights and freedoms. You have a right to object to processing under such grounds.
Accessing, amending and deleting your personal information
You have the right to request a copy of the personal information we hold about you. We may request proof of your identity (to ensure we do not inadvertently pass personal information to a third party). We will endeavour to respond to your request as soon as possible and no later than within one month. If you believe any of the personal information we hold on you may be incorrect, or you wish information to be deleted from our systems please let us know. In certain circumstances, you may also have the right to object to the processing we carry out, to ask us to restrict our processing activity or to request that we transfer your data to another controller.
Solving Kids’ Cancer UK is the controller of your personal data. You can exercise any of the above rights by contacting us via email at info@solvingkidscancer.org.uk, via post at Solving Kids’ Cancer UK, Coram Campus, 41 Brunswick Square, London WC1N 1AZ or on 0207 284 0800.
If you are not satisfied with the manner in which we have handled your personal information, you have the right to complain to a statutory authority. In the UK, this is the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Links to external sites
Our website may contain links to other websites. We are not responsible for the content of these websites and if you follow links to other sites, any information you are provided there will be subject to the privacy policies of those particular sites.
Changes to our Privacy Notice
From time to time we may make changes to this privacy notice. We will always indicate the date the latest privacy notice was published. If any significant changes are made to how we use your personal information we will endeavour to notify you.
We endeavour at all times to comply with all relevant data protection legislation. If you have any queries about data protection and/or this privacy notice, please contact us at info@solvingkidscancer.org.uk or on 0207 284 0800.
This privacy notice was last updated in February 2023.