CLAN Cancer Support Privacy Notice
This Privacy Notice is reviewed periodically and was last revised on 31st May 2018. Any future changes to the processing of personal data as described within this Privacy Notice will be communicated in the method by which we usually contact you.
1. What this Privacy Notice covers
At CLAN Cancer Support (‘CLAN’ or ‘we’), we are committed to protecting your personal information and not doing anything with your information you wouldn’t reasonably expect. This Privacy Notice explains what personal information we collect about you, how and why we use it, who we share it with and how we protect your privacy.
When using the term “personal information” in our Privacy Notice, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold.
Please note that this Privacy Notice does not cover links to any other websites referred to either here or throughout our website. We encourage you to read the Privacy Notices on such websites prior to disclosing any personal information.
Should you have any queries or concerns over information which we hold about you or how we handle your information, please contact our Data Officer at CLAN Cancer Support, CLAN House, 120 Westburn Road, Aberdeen, AB25 2QA or email firstname.lastname@example.org.
2. When CLAN collects information
We collect some personal information from you, for example when you use CLAN’s cancer support services, sign up as a volunteer, make a donation, sign up to one of our events or campaigns, fundraise on our behalf, enter into competitions or raffles, sign up to our newsletter, find out about our fundraising activities or otherwise give it to us directly. It is in the legitimate interest to both you and to CLAN that we process your personal information when meeting our legal, statutory and contractual obligations. CLAN will seek your consent for any direct marketing purposes or when we process special category information (see section 3).
We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
Your information may be collected by independent event organisers, or fundraising sites such as Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated to them, with your consent, that you wish to support CLAN. We suggest you refer to their own Privacy Policies when you provide your information, to understand fully how they will process such data.
3. What information do we collect?
When you access CLAN’s cancer support services, the personal information we collect may include your name, address, email address, telephone number, date of birth, gender, emergency contacts including name and telephone number, any additional requirements, information about your cancer experience, desired outcomes and caring duties, communication preferences and information regarding which CLAN and third-party bases and services (e.g. Social Work services) you access. We may collect special category information such as your health or ethnicity. Such information is collected through Article 6 (6) legitimate interest and under Article 9(2) consent. We will retain it securely for a period of up to 8 years, after which time it will be securely destroyed.
We may also collect feedback on our services and testimonials from you. Feedback and testimonials can be received verbally, in client feedback forms, via emails, in ‘thank you’ cards and on CLAN’s social media platforms. We process this information under consent if it is identifiable or legitimate interest if non-identifiable and retain it securely for a period of up to 8 years, after which time it will be securely destroyed.
Children & Families Service
We collect a minimal amount of information from children and ensure this is managed in a way which is appropriate to the age of the child. This may include special category data about children who speak to one of our Children and Family Support Workers or who attend one of our group activities. We will seek appropriate consent from a parent or guardian before collecting information about children and we would only have access to information that the parents/guardians or child themselves choose to share. Such information would be stored and used in accordance with legal and professional standards and only shared with a third party in circumstances where legally or professionally required such as Child Protection concerns. We process this information on a legal basis and retain for 5 years from the date of the child turning 18, 30 years if part of child protection, or 100 years if the child is in care.
Persons aged 16 years or under must have their parent/guardian’s permission before providing any personal information to us.
If you apply for a volunteering opportunity with us we will collect information to assess your suitability for the role. We will only use the information you give us to process your application and to monitor recruitment statistics and undertake relevant checks.
CLAN will put together a file about your volunteering role which will be kept secure, used only for matters that apply directly to your role with us and kept after your role with us has ended in accordance with our record retention policy. You can contact us to find out more about this. We process this information under a legal basis and retain for a period of up to 8 years from date of termination from the role, after which time it will be securely destroyed.
Names of event volunteers may be passed on to third party event organisers, however we will not pass on your details without your consent.
Income Generation - Fundraising
The personal information we collect might include your name, address, email address, telephone number, medical conditions which may affect your participation in a fundraising event (where relevant) and information regarding what web pages are accessed and when.
If you make a donation to CLAN online, purchase an event ticket online or make a donation by credit/debit card, your card details are not held by us, but are collected by our third-party payment processors who specialise in the secure online/point of sale capture and processing of card transactions. If you have any questions regarding secure transactions, please contact us.
We process this information under legitimate interest, it is retained securely for up to 8 years, and destroyed thereafter.
Income Generation – Funders
We collect information about funders which allows us to prepare and submit funding applications and reports as part of ongoing grant management. This sometimes includes personal information of funders’ staff and Trustees and may include names, addresses, email addresses and telephone numbers. We process this information under legitimate interest and retain for up to 8 years.
4. How CLAN may use your information
We may use information collected to:
- produce anonymised statistics for use in funding applications, reports and in other ways which promote CLAN and its services;
- process a donation that you have made;
- claim Gift Aid on a donation that you have made;
- support your fundraising activity;
- process your booking for an event;
- to carry out our obligations arising from any contracts entered into by you and us;
- deal with entries into a competition or raffle;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- send you communications which you have requested and that may be of interest to you. These may include information about the services CLAN provides, volunteering opportunities, campaigns, appeals, other fundraising activities, promotions of our associated organisations goods and services;
- create internal reports for staff, volunteers and Board Members, or external reports for stakeholders;
- process a grant or job application.
We review our retention periods for personal information on a regular basis. CLAN is legally required to hold some types of information to fulfil its statutory obligations (for example the collection of Gift Aid or financial information). We will hold your personal information on our systems for as long as is necessary for the relevant activity.
Sharing your story
Some people choose to tell us about their experiences with cancer to help further our work. They may take on a role as an Ambassador or volunteer or attend our events. This may include them sharing special category information related to their health and family life in addition to their biographical and contact information.
We use some of the information provided, including gender, ethnicity or the type of cancer people have experience with, to look for opportunities where you may wish to get involved and work with us, for example, sharing your story with us. We will also monitor the types of people who are involved to ensure that the views we hear are representative of all people affected by cancer.
If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.
Support for individuals affected by cancer
We offer various services to provide support to people living with cancer and their family and friends. We collect personal data to provide those services, this includes through our Staff, Volunteers and Therapists. This information is managed separately from other data provided to the charity.
CLAN's staff, therapists, counsellors and trained support volunteers will have access to special category data about your health when you speak to them. However, this information will only be what you choose to share with them. They will use this information to answer your questions and give support. We collect anonymised data on who visits or uses our Wellbeing Centres to monitor how well our services meet the needs of people in the local area. We may also use it for training, quality monitoring or evaluating the services we provide. Our Therapists and Counsellors collect information on how they are supporting you in the form of session notes. These are stored securely and in a manner that conforms to all relevant legal and professional requirements.
CLAN’s staff, therapists, councillors and support volunteers are all bound by a Confidentiality Agreement and adhere to relevant Codes of Professional Conduct at all times. We will only share your details in exceptional circumstances where legally or professionally required.
We may also collect and retain your information if you send feedback about our services or make a complaint.
5. Event Registration
We use third-party provider Ticket Tailor, to register and sign-up attendees to our fundraising events. We gather your data through this website using their secure technologies. For more information, please see the Ticket Tailor Privacy Notice.
We use MailChimp, a third-party provider, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see the Mail Chimp Privacy Notice.
7. Event Volunteering
8. Funding Applications, Reports & Paperwork
Successful grant application paperwork, which may include personal information, will be retained for 7 years following the successful outcome. Big Lottery Fund paperwork will be kept for a minimum of 10 years following the completion of the grant expenditure, in line with their requirements. Grant paperwork relating to capital items will be kept indefinitely.
A copy of unsuccessful grant applications and records relating to these, which may include personal information, will be held until the funder announces new funding rounds or for a maximum period of 8 years – whichever is shorter. This information will be further processed when creating new applications unless the funder requests processing to stop. If required to stop processing, CLAN will destroy records immediately in a secure manner. We process this information under legitimate interest.
9. Security of your personal data
To help protect your personal information we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. When you give us personal information, we take steps to ensure that it’s treated securely.
CLAN will not sell your information to third parties and we will not share your information with third parties for marketing purposes.
10. Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences, although doing so may result in a loss of functionality when using our website. For more information on how to switch off cookies on your computer, visit our full Cookies Policy.
11. Visitors to our website
When someone visits www.clanhouse.org we use third-party services such as Google Analytics to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various sections of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
12. Access to personal information
CLAN will be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to CLAN for any personal information we may hold you should put the request in writing to the address below. The Information Commissioner’s Office (ICO) provides a downloadable template for this purpose. For more information follow this link to the ICO website.
Verification of your identity will be requested before any information is released.
13. You’re in control of your data
As well as the right to request a copy of the personal information we hold, you can request that we delete or stop processing your data, ask us to update any information that we hold about you, or withdraw consent.
If you would like to stop receiving marketing from us, you can review and amend your preferences at any time by clicking on “Unsubscribe” in newsletters, emailing us at email@example.com stating which marketing you want to unsubscribe from, or by writing to us at:
CLAN Cancer Support
120 Westburn Road