Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Email: tbc.coffeedownload@gmail.com

What Information We Collect, Use, and Why

We collect or use the following information to provide services and third party referrals:

• Names and contact details
• Gender
• Information about lifestyle, interests or personal history
• Records of meetings and decisions
• Website user information (including user journeys and cookie tracking)
• Information relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details
• Payment or banking details
• Donation history
• Tax payer information (for Gift Aid purposes)
• Visitors to our sessions and website

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details
• Website and app user journey information
• Records of consent, where appropriate

Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. You can find out more about lawful bases on the ICO’s website.

Your data protection rights include:

• Right of access — You have the right to ask us for copies of your personal information.
• Right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Right to erasure — You have the right to ask us to delete your personal information.
• Right to restriction of processing — You have the right to ask us to limit how we can use your personal information.
• Right to object to processing — You have the right to object to the processing of your personal data.
• Right to data portability — You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Right to withdraw consent — When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the details at the top of this notice.

Our lawful basis for collecting and using personal information — for providing services, receiving donations, and service updates — is consent. We have permission from you after we give you all the relevant information. You do have the right to withdraw your consent at any time.

Where We Get Personal Information From

Directly from you.

How Long We Keep Information

Under the GDPR and the Data Protection Act 1998, all data must not be kept longer than is necessary for a particular purpose.

Accounting records (keep for 6 years from the end of the financial year they relate to):

• Bank statements and reconciliations
• Invoices (sales and purchases)
• Receipts for expenditure
• VAT records (if registered)
• Gift Aid declarations and claim records
• Grant agreements and correspondence
• Annual accounts and working papers

Permanent records (keep indefinitely):

• Governing documents (constitution, articles of association)
• Trustee/director meeting minutes
• Annual reports and accounts
• Major contracts and agreements
• Insurance policies (especially employers’ liability)
• Minutes of management meetings, board meetings and general meetings should be retained for a minimum of 3 years.

Grants: Records kept for 7–10 years after the grant ends. Check each grant agreement before destroying records, as requirements vary.

Membership: When a member leaves the charity, their data will be retained for a maximum of 1 year before being destroyed, unless requested earlier.

For more information please contact us using the details above.

Who We Share Information With

We may share personal information with charities and voluntary organisations where relevant to the support we provide.

How to Complain

If you have any concerns about our use of your personal information, please contact us:

Email: contact@touchedbycancer.org.uk

If you remain unhappy after raising a complaint with us, you can complain to the ICO:

Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline: 0303 123 1113 Website: ico.org.uk/make-a-complaint