Last updated: May 2018
At Child Bereavement UK we value the families we support, the professionals we train and our supporters. We take your privacy very seriously, treating any information you give to us with great care. We will ensure any personal information you provide to us is protected using secure systems and processes.
We endeavour at all times to comply with the EU General Data Protection Regulation (GDPR), the Privacy and Electronic Communications Regulations (PECR) and other relevant legislation.
This policy explains how we collect and use the personal information you provide to us. By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy.
Child Bereavement UK is a registered charity (registered in England and Wales: 1040419 and Scotland: SCO42910). We support families and educate professionals when a baby or child of any age dies or is dying, or when a child is facing bereavement.
Any questions you have in relation to this policy or how we use your personal information should be sent to firstname.lastname@example.org or addressed to:
The Data Protection Officer
Child Bereavement UK (Head Office)
Clare Charity Centre
Buckinghamshire HP14 4BF
What personal information do we collect?
There is a variety of ways in which we may collect your personal information; for example, when you make an enquiry about our activities, access our direct family support, sign-up for a newsletter, request training information, become a volunteer, take part in our events, make a purchase from our shop or when you make a donation.
Information we routinely collect may include details such as your name, address, phone number and email address. We also collect and hold information about the activities that you take part in. This may include:
- Financial details when you make a donation
- Details of purchases though our webshop or catalogue
- Event or training registration and attendance
- Gift Aid status
- Gifts in Will information
- Details of correspondence sent to you or received from you
- Responses to surveys sent to you
Additional data will be collected in relation to families who access direct support from the charity, in accordance with our family bereavement support service record keeping policy, to ensure safe and consistent support can be delivered. The details of information storage, consent, confidentiality and safeguarding will be discussed at the outset of any direct support work. This information is only accessible to staff authorised to see it and not to other staff or volunteers.
Due to the nature of our charity’s activities, we hold personal information relating to children and young people when they access direct support. These details are only held with the explicit consent of the child’s parents/guardian or a young person themselves if they are Fraser competent. Their details are kept securely with restricted access and handled with the greatest respect for privacy.
In some circumstances, we may collect data which is classified as ‘special categories of personal data’ under the GDPR. An example would be data about ethnic origin. We only hold this information for specific purposes and with your explicit consent. This information is only accessible to staff authorised to see it and not to other staff or volunteers.
We may receive your information from a third party when you give a gift, fundraise for us or sign up for an event (for example JustGiving, Eventbrite or Payroll Giving). These organisations will have their own data protection and privacy policies which you should be aware of before signing up.
How do we use your personal information?
We use the personal information you give us, where relevant, to:
- provide safe and consistent support to families
- process your donations and orders, and to ensure they are recorded correctly
- process Gift Aid donations
- keep records of your relationship with us. For example; what events you have attended, what enquiries or complaints you have made, what areas of our work you have supported, or what resources you have ordered.
- provide you with information about our work and services including news, events, volunteering opportunities, fundraising appeals, services, training and resources, and to tailor this kind of information according to your location and interests.
- conduct market research and for reporting purposes
- check on your preferences from time to time to ensure they are up to date
Using your information for marketing purposes
Families receiving direct support from the charity will not receive marketing information unless they consent to receive this information by email, post or phone (marketing information may include news about the work that we do, upcoming fundraising campaigns, events, volunteering opportunities and services). This will be discussed with them at closure of family support sessions.
Being able to communicate with you is important, as your support helps to rebuild lives. Child Bereavement UK relies on donations and support from others to continue its work in support of children and families. Being able to contact you for marketing purposes is an important part of our fundraising activity and purpose. We provide direct marketing and fundraising communications to supporters which includes news, fundraising appeals, volunteering opportunities, events, training information, resources and services.
We may send you postal communications and occasionally call you (unless you have already told us you do not wish to receive post or phone calls). We rely on our legitimate interests to do this and have balanced our interests with yours. It is always your choice and you will always have a clear and easy way to opt-out.
We will only send you marketing emails when you have given us your consent to do so. You can stop receiving these at any time by clicking on an ‘unsubscribe’ link at the bottom of any email you receive from us.
From time to time we conduct research and analysis using publicly available sources. We might use external data sources to increase or enhance the information we hold about you. This may include obtaining details of changes of address, your date of birth, telephone numbers and other contact details, information related to your capacity to give and your demographic. This helps us to ensure communications are relevant and timely, and provide an improved experience for our supporters. It also ensures we target our resources more effectively through gaining an insight into the background of our supporters and helping us to build relationships that are appropriate to their interests and capacity to give.
This information may be taken from publicly available sources, such as public registers, company websites, Companies House, information from the electoral roll, newspapers, magazines and social media posts.
We will never sell your information or share it with other organisations for their marketing purposes.
How to stop receiving marketing communications
You can stop receiving marketing communications from us at any time. You can click on the unsubscribe link at the bottom of any email you receive from us or you can contact us directly by calling 01494 568949 or emailing email@example.com or writing to us at Child Bereavement UK, Clare Charity Centre, Wycombe Road, Saunderton, Buckinghamshire HP14 4BF
How do we protect your personal information?
Child Bereavement UK is committed to the security of your personal information. We take appropriate technical and organisational security measures to safeguard personal information. Child Bereavement UK uses commercially reasonable physical, administrative and technological safeguards to preserve the integrity and security of all information collected through this website and related sites. Child Bereavement UK uses industry standard high encryption security measures to protect the loss, misuse and alteration of the information under our control. All information processed on our website is transmitted using Secure Socket Layer (“SSL”) technology. SSL encrypts your information to avoid the decoding of that information by anyone other than Child Bereavement UK.
Information in relation to families who receive direct support is securely locked down so it is only available to Bereavement Support staff and not to other Child Bereavement UK staff or volunteers.
Who do we share your personal information with?
We engage service providers to work on our behalf, who will be employed under strict contractual arrangements and only have access to the specific information they need to undertake the service required. For example, delivering mailings, making telephone calls to our supporters, sending emails and processing credit card payments. We will only provide those companies with the information they need to deliver the specific service and we ensure that your data is treated with the same level of care as if we were handling it directly.
Otherwise, we will only disclose your personal information to another party if required to by law. Sharing of information under safeguarding policies will be discussed with all families at initial contact.
Where do we store your personal information?
Personal information you provide to us is stored on our secure electronic systems within the UK. Your information may be transferred to one of our reputable service providers who may store and process this information outside the European Economic Area (EEA).
We ensure that personal information is not transferred to countries outside the European Economic Area (EEA) without suitable safeguards; namely that suppliers/service providers are certified under the EU-US Privacy Shield framework, or sign data processing agreements consisting of the standard contractual clauses under Directive 95/46/EC of the European Parliament and of the Council of 1995.
How long will you keep my information?
We will retain your information for as long is necessary for the relevant activity, and meet any legal or regulatory requirement. If you cease to have an active relationship with us or request to receive no further contact, we will retain some basic information in order to avoid sending you unwanted materials in the future.
To comply with professional standards all information in relation to family support work will be securely stored for the period of time stipulated in the most recent NHS record keeping policy.
We may keep information relating to gifts in wills indefinitely so that we can administer these gifts and communicate appropriately with the families of those leaving Child Bereavement UK a legacy.
How can you access your personal information?
Under the GDPR you have the right to request a copy of the personal information we hold about you. This is known as a Subject Access Request. If you would like to submit such a request please write to us at: Administration Department, Child Bereavement UK, Clare Charity Centre, Wycombe Road, Saunderton, Buckinghamshire HP14 4BF or contact us at: firstname.lastname@example.org
We may request proof of your identity, this is to ensure we do not pass personal information to anyone else other than the person making the request. The statutory time for our response is one calendar month, but we will endeavour to respond sooner.
How can you amend or remove your personal information?
If you believe any of the personal information we hold about you is out of date or incorrect, or you wish it to be deleted please contact us at: email@example.com
Any request to have your information deleted will be assessed on a case-by-case basis, as we may be under a requirement to retain it.
From time to time we may make changes to this policy. If any significant changes are made regarding how we collect and use your personal information we will update this policy.
This policy was last updated: 08/2018
If you have any questions regarding this policy, please email: firstname.lastname@example.org