At The Tom Bowdidge Youth Cancer Foundation we are committed to protecting any personal
information that we collect about you and being transparent about what we do with it. This policy
covers all the methods we use to collect information and covers what we collect, why we collect it
and your rights regarding the information we hold for you.
We have written this policy in accordance with the Data Protection Act 1998, the General Data
Protection Regulation and any subsequent policies. If you have any queries about it then please
contact the Chief Executive Officer at The Tom Bowdidge Youth Cancer Foundation, 9 Firmins Court,
West Bergholt, Colchester, Essex, CO6 3BQ, email [email protected] or
call us on 01206 242287. By using our website, social media or providing your personal data to us
you are consenting to our collection and use of the information as set out below.
What information do we collect and why?
We will only collect the information that we need, this may include information to help us operate
and improve our services and information.
- We collect information when you give it to us directly, this includes when you use any or all
of our support services, communicate with us to enquire about our work or fill out a form on
our website e.g. to register for an event, tell your story, register for our newsletter, use our
shop or make a donation. We also collect information from people we meet at events.
- We may also receive information about you from third parties, for example through
fundraising sites such as Just Giving or Virgin Money Giving, event organisers and through
conferences or events you have attended where you have given your consent for your
details to be passed on. We only receive this information with your consent, so check their
- We sometimes get information about you from your family and friends, for example if they
register you for an event
- Before contacting or meeting an individual or organisation we may seek information from
publicly available sources, e.g. the internet or companies house, so we can make the best
use of their time. We may also seek information from publicly available sources to
demonstrate due diligence on accepting donations as set out by the Charity Commission,
Fundraising Regulator and to ensure we are in line with our donation acceptance policy.
- Information we collect as you use our website, including your IP address (the location of the
access to the rest of your computer and you can disable them if you don’t want them to be
- Depending on your settings or the privacy policies for social media platforms including
Facebook or Twitter, you might give us permission to access information from those
accounts or services.
What information do we collect?
We collect personal information which includes your name, date of birth, e-mail address, postal
address, telephone number, fax number and credit/debit card details. We may also collect
information relating to your health and your interests or hobbies. Non-personal information includes
your IP address which helps us to understand how our website is performing, which pages are
popular and how we can improve what we offer.
We may ask for sensitive information, including data related to your ethnicity, health, sex, gender
and how you identify. This is to ensure we can provide the support and information you request and
to ensure our work is reaching the people it needs to reach.
Links to third party websites
Our website contains links to other websites that we think may be of interest to our website users.
We cannot be held responsible for the privacy policies for these websites.
How do we use this information?
The type and quantity of information that we ask for and how we use it depends on why you are
providing it. We will use your personal information to:
Provide you with the services, products or information that you have asked for
- To keep a record of our contact with you for administrative purposes or legal purposes, let
you know about changes to our polices and if we need to respond to complaints or other
- To understand how we are performing and how we can improve our services to better
support those who need us
- To process transactions, donations and claim Gift Aid
- To send direct marketing, including communications about our campaigns, fundraising and
volunteering opportunities. This is only after you have told us that you would like to receive
this information and you can change your mind at any time.
- To be able to carry out your wishes in relation to a gift in your will
- If you become a media volunteer and share your story with us, we will never share
identifiable details without your permission, but sometimes may use some of your story to
Who do we share your information with?
We will not sell your details, however may occasionally share your information with carefully chosen
third parties who our working on our behalf, including mailing houses who distribute our
We may also need to share your information if required to do so by law.
How do we store and protect your information?
We are committed to ensuring all personal data we collect is stored securely and have security
measures in place to protect the data we collect and store. This includes using secure server
software (SSL) to encrypt all financial details collected and ensuring only appropriately trained,
authorised staff can access personal or sensitive data. We take every measure to ensure the
information you give us is kept secure, accurate and up to date and that you are not contacted for
any other reason than specified. We will only keep your information for as long as we need it and
will always dispose of it securely when we do.
Some of our suppliers may run their operations outside the European Economic Area (EEA).
Although they may not be subject to the same data protection laws as companies based in the UK,
we take steps to make sure they provide an adequate level of protection in accordance with UK data
protection law. By submitting your personal information to us you agree to this transfer, storing or
processing at a location outside the EEA.
While we will do our best to ensure your data is kept secure, we cannot accept any responsibility for
any loss, disruption or damage to your data or your computer system while you are using our
You have rights over your data and how we use it, this includes:
- The right to ask for a copy of the information we hold about you – please note we may
charge £10 to cover the costs involved in sending this
- The right to have inaccurate information changed and for information to be erased or
destroyed – we will do this if it is not necessary for the purpose you provided it to us for (e.g.
making a donation or registering for an event)
- The right to stop your data being used for direct marketing
- If you would like to exercise these rights then please contact the Chief Executive Officer at
The Tom Bowdidge Youth Cancer Foundation, 9 Firmins Court, West Bergholt, Colchester,
Essex, CO6 3BQ, email [email protected] or call us on 01206
If personal details change, please do let us know.
Changes to this policy
We may make changes to this policy from time to time and any changes will appear on this page.
If you have any questions about this policy or how we use your data, please contact the Chief
Executive Officer on 01206 242287 or by email [email protected] further
information please see the Information Commissioner’s Guidance at https://ico.org.uk/
Date last updated:
14 April 2018