This policy sets out the way we process your information and describes our privacy and data protection policy for how we use the personal information you provide to us and that we collect, whether online, via phone, email, in letters or in any other correspondence.
We comply with our obligation under the General Data Protection Regulation (GDPR) by keeping your personal data up to date, by storing and destroying it securely, by not collecting or retaining excessive amounts of data, by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We will refer you to this page when we ask you for your consent and we will keep it updated to reflect the things we do with people’s personal information. This means you can be confident when sharing your information with us that it will only be used in the ways we describe here.
If you have any queries about this notice please email firstname.lastname@example.org or write to us at Melanoma Focus, Salisbury House, Station Road, Cambridge CB1 2LA or call us on 01223 324359.
• Registered Charity Number: 1124716
• Data Protection Registration Security Number: CSN6140646
• This policy was last updated on: 20/04/2022
How do we collect information?
We will collect personal information from you when you enquire about or take part in our activities such as meetings and fundraising events, when you apply for professional membership, purchase from our online shop, take part in online surveys, donate to us or otherwise provide us with personal information via direct emails or webforms.
What personal information do we collect?
When you engage with us the types of information collected might include: your name, date of birth, job title, place of work, email address, postal address, contact number; your opinion about a product, service or issue; and, for some purposes, PayPal information, and Gift Aid authority and, for expense claims, personal bank details.
What sensitive information do we collect?
If you provide us with information regarding your medical condition or treatment or your reasons for becoming a participant, supporter or fundraiser we will retain that information to ensure the relevance of our communications with you. It will be kept securely and confidentially.
Is my data kept securely?
Melanoma Focus has adopted secure data systems that can only be accessed by authorised people within the charity, all whom have received training on data protection.
How we use personal information
Personal information provided to us will be used for the purposes outlined at the time of collection or registration, in accordance with your preferences. We will not share your information with a third party outside the charity without your permission.
Personal data collected and processed by us may be used for the following purposes:
• Administration of professional memberships and events
• Administration of donations, legacies, fundraising and events
• To provide you with information about our work or our activities that you have agreed to receive via a mailing list sign up or other form of consent
• Fulfilment of orders for goods and services you have requested
• To record limited data from the Melanoma Helpline in a separate confidential area with only Helpline personnel permitted in order to review how calls are handled and to understand the history in the event of repeat calls
• Research and statistical analysis, based on aggregated data
• Communication with you about our services, information, research projects we fund, membership, meetings and conferences, fundraising, other activities and events that we think may be of interest to you
• Ensuring marketing communications you receive from us are relevant, such as messages tailored for our existing and potential supporters
• For internal record keeping, including the management of any feedback or complaints
We may host encrypted personal data on third party websites such as social media platforms to allow us to analyse our supporters in order to target similar audiences with our communications. Such analysis will be performed only through encrypted and protected data processing methods for the purpose of obtaining aggregated information and will not result in the publication of personally-identifiable information.
We use Google Analytics to measure people’s experience of our website. This allows us to find out which pages are most popular and which browsers people use, helping us learn how we can improve the experience of visitors to our website.
How we share data
Personal data collected and processed by us may be shared with the following groups where necessary: contractors, advisors and agents we employ on defined tasks; and employees.
We will only share the data to the extent required to fulfil our obligations to you. We will control the ways in which those working with or for Melanoma Focus use such data, including how they can access and use it and how long they retain it.
We will not sell or share your personal information or allow any other organisation to use it.
How long do we keep data?
Melanoma Focus will keep data in accordance with GDPR guidelines. We will review the retention of data records on a regular basis to ensure that they remain accurate and relevant. Records will be updated, securely deleted or archived when it is no longer appropriate to keep them.
Your marketing permissions
Melanoma Focus acts upon your choices as to the types of communication you want to receive and how you want to receive them. We will contact you by email or text if you have indicated that you are happy for us to do so. We may send you relevant postal communications and call you occasionally unless you have indicated to us that you do not wish to receive these. We do not use automated calling, nor do we employ call centres.
There are some communications that need to happen regardless of your marketing preferences in order to fulfil our promises to you as a professional member, event attendee or buyer of goods or services from the charity. Examples of this type of communication are:
- Financial transaction notification messages
- Membership-related mailings such as renewal reminders
- Event confirmation and relevant information
You can choose how Melanoma Focus communicates with you. You may update your preferences by emailing email@example.com, by writing to us at the address above or by responding directly via a communication you have received from us.
Accessing your personal data held by Melanoma Focus
You have the right to ask us for a copy of the personal data held about you (known as a ‘subject access request’). You can also ask us to correct any inaccuracies you become aware, delete your data or withdraw your consent. To enquire about personal date held by us please email firstname.lastname@example.org or write to us at the address above.
Links to third party websites
We use the following third-party providers which all have their own privacy and data protection policies which we recommend you read:
- Online fundraising platforms including: JustGiving, Give as you Live and Wonderful
- Social media platforms: Facebook, Twitter, Instagram and LinkedIn
- Payment platforms: Stripe, Go Cardless and PayPal
- Event marketing platform: Eventbrite
- Marketing automation system: Mailchimp for email campaigns
This Privacy Notice does not apply to any third-party websites or services. We cannot be held responsible for the privacy notices of third-party websites and we advise users to read the privacy notices of other websites before registering any personal data.
About this page
This page will be updated from time to time to reflect any adjustments to how we handle your data. By using this website, you are deemed to have accepted any changes. If you have queries about any information on this page, please contact us.
This website is provided by Melanoma Focus for general information purposes only. Whilst we have endeavoured to ensure the accuracy of the information and keep it up to date, we make no guarantee or warranty, express or implied, as to the accuracy, timeliness or completeness of any information or material on our website. Any reliance you place on such information or material is entirely at your own risk.
Melanoma Focus has no control over, or responsibility for, the content, nature or availability of any website to which our website is linked, nor do such links necessarily imply our endorsement or recommendation of the information or views they express. You use such websites entirely at your own risk.
Please contact us if you have a concern about any information contained on this website or on the websites to which it is linked.