Ayrshire Cancer Support

Children and Young Peoples Service Privacy Notice

Author - Gillian Birrell

Chief Executive - Sandra McCall

Implementation Date - December 2021

Version Number - 1

Updated - N/A

Review Date - December 2024

Responsible Person - Louise Graham

Your Privacy is Important to Us

Guidance on how Ayrshire Cancer Support uses your personal information

What this Privacy Notice covers

At Ayrshire Cancer Support, 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.

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 Ayrshire Cancer Support. We suggest you refer to their own Privacy Policies when you provide your information, to understand fully how they will process such data.

Personal information is any information that can be identified as being about you.

Special category data is more sensitive than other personal information because it is more open to misuse than other personal information, there are extra protections around it.

Special category data includes information about your

• Race or ethnic origin.
• Political opinions.
• Religious or philosophical beliefs.
• Trade union membership.
• Genetic data.
• Biometric data (when used to identify someone).
• Health.
• Sex life.
• Sexual orientation.

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.

What Information We Collect

Therapeutic services

When you access Ayrshire Cancer Support’s children and young people’s therapeutic 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 Ayrshire Cancer Support 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.

To enable us to provide you with access to our therapeutic services it is necessary for us to collect this information. If the information is special category we will only collect it where we also have your consent to do so. We will retain it securely for a period of up to 3 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 feedback forms, via emails, in ‘thank you’ cards, visitor books and on Ayrshire Cancer Support’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 3 years, after which time it will be securely destroyed.

We will share your personal information if we are worried about the health and safety of you or someone else. In this case we may contact your local social work office or the Police; sometimes we might be asked to share information at a Team Around the Child (TAC) meeting or a Children’s Hearing.

We would have to share your personal information if a court or law asked us to.

Volunteers

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.

Ayrshire Cancer Support 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.

Ayrshire Cancer Support has a legal obligation to process this information. Under this obligation we must retain it for a period of up to 3 years from date of termination from the role, for those volunteers involved in delivering a service, and 1 year for all other roles, after which time it will be securely destroyed.

Income Generation – Fundraising

The personal information we collect with your consent 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 Ayrshire Cancer Support online, purchase an event ticket online or make a donation by credit/debit card, we use PayPal to process these. We do not store credit card details, nor do we share financial details with any 3rd parties. If you have any questions regarding secure transactions, please contact us. 

We process this information under legitimate interest, and it is retained securely.

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 12, 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 un-paid carers. We collect personal data to provide those services, this includes through our Staff, Volunteers, Counsellors and Therapists. 

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.

Ayrshire Cancer Support’s staff, therapists, counsellors and support volunteers are all bound by a Confidentiality Agreement and always adhere to relevant Codes of Professional Conduct. 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.

Event Registration

We use third-party provider Eventbrite, to register and sign-up attendees to our events. We gather your data through this website using their secure technologies. For more information, please see the Eventbrite Privacy Notice.

Other ways Ayrshire Cancer Support 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 Ayrshire Cancer Support 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 Ayrshire Cancer Support 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 application.

Ayrshire Cancer Support 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.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. 

Visitors to our website

When someone visits www.ayrshirecs.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.

Our approach to processing children’s personal data

Recital 38 of the UK GDPR states that:

 “Children require specific protection with regard to their personal data as they may be less aware of the risks, consequences and safeguards concerned and their rights in relation to the processing of personal data. Such specific protection should, in particular apply to the use of personal data of children for the purposes of marketing or creating personality or user profiles and the collection of personal data with regard to children when using services offered directly to a child. The consent of the holder of parental responsibility should not be necessary in the context of preventive or counselling services offered directly to a child.”

Ayrshire Cancer Support will always ensure that we will provide the specific protection for children’s personal data to safeguard their rights. We will rely on the legal basis of consent and facilitate meaningful and informed participation by children and young people. From the outset of the design of our services and our data processing, for children and young people, we ensure that their rights are central to planning and delivery.

When we are planning to process children’s personal information, we will form the outset think about how we are going to provide the specific protection children require. This will be central to how we design our processing.

How we store your data - Keeping your personal information safe and secure

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.

Ayrshire Cancer Support will not sell your information to third parties and we will not share your information with third parties for marketing purposes

The way we use and store your information is protection by data protection laws; the six principles in data protection are:

1.   Your personal information will be handled lawfully, fairly and in a transparent way.

2.   We will only collect personal information for valid purposes that we have explained to you and will not use it in any way that conflicts with those purposes.

3.   We will ensure that the personal information we hold is relevant to the purpose we have told you about.

4.   We will make sure your personal information is relevant and kept up to date.

5.   We will only keep your information for as long as it is needed for the purpose we told you about.

6.   We will keep your personal information safe and secure.

What happens if my personal information is lost, made public, or used in a way that it shouldn’t be?

If we lose control of your personal information or suspect that this has happened, we will notify you quickly. If you might be exposed to serious risk as a result of this, we will tell the Information Commissioner’s Office within 72 hours.

You can find information and advice about personal information and data protection from the Information Commissioner’s Office (Scotland).

Your rights around the personal information we keep about you

You have the right:

• To get information about how and when we collect and use your personal information.
• To request access the personal information we are keeping about you.
• For us to correct your personal information if it’s wrong, incomplete or out of date.
• To have your personal information destroyed in certain circumstances.
• To put restrictions in certain circumstances on how we process your personal information.
• To object to us using your personal information.
• To withdraw your consent at any time to us using your personal information.
• To make a complaint about the way we process your personal information.

Access to personal information

Ayrshire Cancer Support will be as open as we 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.
• Let you have a copy of the information in an intelligible form.

To make a request to Ayrshire Cancer Support 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 visit the ICO website https://ico.org.uk/your-data-matters/your-right-to-get-copies-of-your-data/.

Verification of your identity will be requested before any information is released.

If you have concerns about how we handle your 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 (CEO) at Ayrshire Cancer Support, 5 Dundonald Road, Kilmarnock, KA1 1EQ or email admin@ayrshirecs.org.

You also have the right to make a complaint about how we handle your personal information to the Information Commissioner’s Office https://ico.org.uk/make-a-complaint/