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Privacy policy

This policy sets out how we obtain, use and protect any personal information you provide to us, whether online, via phone, text, email, in letters or in other correspondence.

Introduction

Police Care UK is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 2018 (incorporating the General Data Protection Regulations (EU 2016/279)) and the Privacy & Electronic Communications (EC Directive) Regulations 2003.

Any information provided as part of research we undertake with a University will be used in accordance with their policies and standards for the use of personal data in academic research.

This page will explain:

- what information Police Care UK may collect about you
- how Police Care UK will use information we collect about you
- when Police Care UK may use your details to contact you
- whether Police Care UK will disclose your details to anyone else
- your choices regarding the personal information you provide to us
- the use of cookies on the Police Care UK websites and how you can exercise your choices in relation to those cookies.

Police Care UK websites and emails contain hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including policies on their use of cookies, and we urge you to review them. They will govern the use of personal information you submit, or which is collected by cookies whilst visiting these websites. We cannot accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

Police Care UK is a National organisation, and is registered in England and Wales, and in Scotland. Our registration details are:

As a charity in England and Wales (No. 1151322).
As a charity in Scotland (No. SC047767).
As a Company limited by guarantee in England and Wales (No. 08426630).
As a data controller with the Information Commissioner's Office (No. Z7559309). Our data controller is Gill Scott-Moore, Chief Executive.
We are also registered with the Fundraising Regulator and comply with the Code of Fundraising Practice as part of our commitment to fundraising excellence.

Our registered address:

Nova Scotia House
70 Goldsworth Road
Woking
Surrey
GU21 6LQ

About the data we collect

Reasons for collecting your personal data

You might contact Police Care UK to:

- register for or apply for assistance
- refer someone to us for assistance
- make a donation
- purchase an item online
- enquire about volunteering with us
- support one of our campaigns
- sign up to one of our activities
- register for one of our events
- access online content
- sign up to our e-newsletter
- enter a competition
- participate in one of our message boards or forums
- take part in research activity
- get in touch by telephone, sms, email, or post
- engage with us via social media channels

This list is not exhaustive but does represent the list of circumstances under which we believe you will be providing information to us.

Types of personal data we collect

Depending on your interaction with Police Dependants’ Trust, we might collect the following types of information about you:

- your contact details, such as name, postal address and email address
- your date of birth
- your financial information such as bank account details
- your Gift Aid declaration
- a record of our communications with you
- your communication preferences
- your giving history
- your interests, and reasons for your support
- information collected as part of registering or applying for assistance
- referring someone to us for assistance
- your next of kin details, such as when you are participating in a Challenge Event or registering to volunteer
- your experiences or views on research topics
- photography and videography, such as images at events, case studies and other marketing materials
- referees who can attest to your character and employment history when applying for jobs or to volunteer

Collection of sensitive information

Under data protection law, certain categories of personal information are recognised as sensitive, including health information, employment history, race, religious beliefs.

We do not usually collect “sensitive personal data” about our supporters, e.g. health status, unless there is a clear reason for doing so – such as participation in a marathon or similar fundraising event or where we need this to ensure that we provide appropriate facilities or support to enable you to participate in the event.

If you are simply browsing our website as an anonymous visitor, Police Dependants’ Trust may still collect certain information from you, such as your IP addresses (an IP address is a number that can uniquely identify a specific computer or another network device on the internet).

Police Dependants’ Trust will sometimes collect sensitive personal data in connection with our welfare services (for example medical history relating to your injury), volunteering, or applying for a job with us. In these cases we will obtain your consent to process this data, or alternatively ensure that we have a valid legal basis for doing so, such as when it is in the substantial public interest.

Clear notices will be provided in these circumstances so that it is clear what information we need and why we need it.

Personal information from people aged under 18

We are committed to protecting the privacy of the young people that engage with us through our welfare, communications, and fundraising programmes. This may happen on particular areas on our website, at events, at schools, or as part of a cadet programme.

We recognise that children need particular protection when collecting and processing their personal information because they may be less aware of the risks involved.

Under our welfare programmes, we have a legitimate interest to process personal information relating to a child as it forms part of our commitment to supporting the families of those who suffer harm as a result of their policing role.

Where processing a child’s personal information is related to communications or fundraising activities, we will only do so:

(where the child is under 13 years old) with the consent of an adult with parental responsibilities
(where the child is over 13 years old) with their informed consent

If a person is under 18, we will always notify them that they need to obtain consent from a parent or guardian before providing any personal information. When we collect information person aged under 18 we make it very clear as to the reasons for collecting this information and how it will be used.

Other peoples' information

As part of our recruitment of staff, volunteers, and supporters, we are sometimes given information about other people (such as next of kin). This information is used for the purposes it is provided for only, and is never used for marketing or fundraising purposes. Once this information is no longer needed (example, the fundraising event is complete), this information is destroyed and removed from our systems.

It is our policy to ask whether permission has been sought, but we rely on the declaration of the person supplying it for the purposes of processing personal information relating to others.

Where does this information come from?

Most personal data we process is given to us directly by our beneficiaries, supporters, customers, volunteers or research participants in the course of their interactions with us.

Information may also be supplied about you from your employer, or connected agents, for the purposes of verification of eligibility as a registered beneficiary.

We may also receive your personal information when you donate to Police Dependants’ Trust through third-party services such as Justgiving, BT MyDonate or Virgin Money Giving.

We occasionally use external lead-generation organisations to provide us with the contact details of people who’ve expressed an interest in our work, and agreed to receive communications from us. In addition, we sometimes conduct research using third party sources, as set out in the “Analysing your information” section below.

In some situations, we may update our supporters’, customers’ and volunteers’ personal information using information from public registers or other agencies. For example, we might do this to check we have a valid and deliverable postal address for you, or to check if you are on Telephone Preference Service (TPS) or Fundraising Preference Service (FPS).

Using your personal information

In simple terms, your personal data may be used to help us effectively deliver our charitable services or to help us raise funds for those charitable services. If you are engaging in research we are undertaking with a university, your personal data may be used for scientific or historical research purposes, statistical purposes or archiving purposes in the public interest.

We have summarised below the different reasons why we do this (these are often referred to as ‘purposes’). How we use your data for these purposes will depend on the nature of our relationship with you.

Registering or applying for support from Police Care UK

Examples of purposes for which we collect, store, and process your data:

- If you have registered for support from us we will use the information you provide us to help you
- To provide you with aftercare services once you have been supported by us
- To communicate with you regarding our wider work and how you might support Police Care UK in other ways
- Instigating any agreed work on your behalf in accordance with our charitable purpose

Volunteering

Examples of purposes for which we collect, store, and process your data:

- To enable us to recruit volunteers and Ambassadors
- To support and train volunteers and ensure their safety
- To enable us to communicate with volunteers regarding their volunteering work, the wider work of Police Care UK and how they might support in other ways
- To connect you with other volunteers locally and Nationally to better support the wider work of Police Care UK.

Marketing and fundraising

Examples of purposes for which we collect, store, and process your data:

- To send you marketing including behind the scenes news, updates about our work, general information about assistance, volunteering and various ways you can support Police Care UK, including fundraising, events and campaigning
- To efficiently raise the fundraising income to allow us to be here for those who suffer harm as a result of their policing role
- To manage, facilitate and record financial transactions associated with fundraising
- To manage events and fundraising activities
- To manage Friends’ scheme membership including renewal
- To ensure that as many supporters as possible maximise the value of their donation through Gift Aid
- To accurately record your interactions with us and to respond to your requests in a timely manner

Legacies

Examples of purposes for which we collect, store, and process your data:

- If you have got in touch with us about leaving us a legacy, we will manage and administrate your legacy pledge

Events

Examples of purposes for which we collect, store, and process your data:

- To process registration fees and administer events
- To collect and store images and videography with the purposes to promote future fundraising events

Media & PR

Examples of purposes for which we collect, store, and process your data:

- Contacting you about press enquiries and case studies to help promote our work

Analysis, targeting, and segmentation

Examples of purposes for which we collect, store, and process your data:

To better understand our supporters and allow us to serve you messages and marketing that are optimised for you and tailored to you, and to find more people like you

Donations

Examples of purposes for which we collect, store, and process your data:

- To process your donation and send you a thank you letter
- We may also use your personal information for the recovery of Gift Aid (where you have completed a Gift Aid declaration)

Retail trading and online purchases

Examples of purposes for which we collect, store, and process your data:

- To fulfil orders for goods and services

Enquiries

Examples of purposes for which we collect, store, and process your data:

- To enable us to record, consider and reply to enquiries

Research

Examples of purposes for which we collect, store, and process your data:

To send you surveys
- To carry out research in relation to our supporters and services

Employment

Examples of purposes for which we collect, store, and process your data:

- To enable Police Dependants’ Trust to select and recruit staff

Photography / Videography

Examples of purposes for which we collect, store, and process your data:

To archive and store images and videos for historical interest and event promotion

Responding to offensive or inappropriate content

If you post or send offensive, inappropriate or objectionable content to or anywhere on Police Care UK platforms or channels, or otherwise engage in any disruptive behaviour on any Police Care UK service, we may use your personal information to stop such behaviour.

Where Police Dependants’ Trust reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if you live there) (e.g. because content you have posted may be defamatory), we may use your personal information to inform relevant third parties such as your employer, internet provider or law enforcement agencies about the content and your behaviour.

Financial transactions

If you donate to us, or buy something from us, we’ll process your debit or credit card details. We will also pass your card details securely to our payment-processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standard and don’t store the details on our website or databases.

If you have kindly added Gift Aid to your donation to Police Care UK we must record the fact that you are a UK taxpayer and we have to maintain a record of the amount of Gift Aid we have claimed.

When you purchase an item through us, we will collect certain information from you including your name, address, phone number, email address and payment details, so that we can process and send you your item or contact you if we have any queries regarding your purchase.

Where you purchase something from our online shop you will be asked to create an account which you can use to purchase additional products or support us in the future.

Analysing your personal information

It’s important for us to know why you choose to support Police Care UK, as this helps us to give you the information that is most relevant for you. We’ll analyse your data in order to better understand your preferences, to improve our services, and to tailor our marketing communications to you. The information we’ll use to do this might include things like your interests, preferences, and level of potential donations so that we can see who may be interested in supporting us or who may be able and willing to give more.

If you are engaging in research activities that the Police Care UK are undertaking with a university, then your personal information will be protected and kept separately from the data being used in analysis in accordance with the Research Ethics standards of that university.

In some instances, we may add publicly available information to our analysis. This might include information that is contained in the Companies House or Charity Commission Registers, press and web articles and LinkedIn.

Police Care UK uses the Mosaic postcode-based segmentation tool from Experian Ltd to understand the demographic make-up of geographical areas of the UK. This allows us to get a better understanding of the types of people who live in different parts of the country.

Police Care UK also carries out click-through email tracking, which allows us to analyse when an email has been interacted with (e.g. opened or when links within it are clicked). This helps us to better understand the impact of our communications and success of our campaigns.

How the law applies to Police Care UK use of personal information

We are required under law to make sure that we have a valid ground for processing your data. The law sets out six different grounds for when personal data can be processed (plus additional ones where sensitive data is used) The four legal grounds that are most relevant to Police Dependants’ Trust’s use of your personal information are:

- Consent
- Legitimate Interest
- Contract
- Legal Obligation

Overview

Police Care UK will only process your personal information if any of the following apply:

We have asked you for your express consent and have a record of this (for example, we will ask for your consent to send you marketing communications by email)

We have a legitimate interest to do so. Our use will be fair and balanced and never unduly have an impact on your rights (for example, it is in our legitimate interests to analyse the data you provide so that we can improve our services and tailor our communications to you)

We have a contract with you which we can only fulfil by using your personal information (for example, if you purchase something from our shop)

We have a legal obligation to use or disclose information about you (for example, we are required by law to keep a record of Gift Aid declarations for six years).

Contractual relationships

In some cases, we will be under a contractual obligation to provide you with goods and services, which means that we have to process your data in order to fulfil those obligations. Some examples of this include if you are a Friend, registering for assistance, or purchasing something from our shop.

Legitimate interests

This legal ground for processing means that we can process your personal information if we have a genuine and legitimate reason for doing so, and that reason is not overridden by your rights and interests as an individual.

We have considered and balanced our legitimate interests against individuals’ privacy rights in these scenarios and we do not believe that any adversely affect the rights or interests of our beneficiaries or our supporters. If you would like to find out more or ask us to stop processing your data in these ways, you can do this at any time by contacting us.

Examples of the legitimate interests processing activities we undertake are:

To allow us to support those who suffer harm because of their policing role

Processing activities:

- To verify eligibility based on employment and injury
- To assess suitability for appropriate support
- To provide you with aftercare services as a registered beneficiary
- To conduct home visits to assess suitability and need

To raise income to support those who suffer harm

Processing activities:

- To process your donations and Gift Aid where you have asked us to do so
- To send you marketing communications by post

For administration activities

Processing activities:

- To provide you with information necessary to an event you have signed up for
- To provide you with information about any fundraising activities you have agreed to take part in
- To follow up with you about your enquiry

To conduct research

Processing activities:

- To conduct supporter satisfaction research
- To invite you to take part in surveys or research to help improve our services
- To conduct desk research to help identify high value supporters
- As part of research activity being undertaken between Police Care UK and a university

To analyse data to better understand our supporters and tailor our communications to them

Processing activities:

- To analyse your data in order to better understand your preferences, to improve our services, and to tailor our marketing communications to you
- To use public sources to add to our analysis
- To conduct segmentation to allow us to make our marketing communications more relevant to you, and to enable us to identify potential new supporters

To recruit and manager volunteers

Processing activities:

- To assess volunteer applications and recruit volunteers
- To communicate with volunteers about information that is essential to their role, and about the wider activities of Police Care UK
- To process volunteers data to effectively administer their close relationships with Police Care UK and provide them with appropriate care and support

Storage and retention of data

Police Care UK operations are based in the UK and we store your information on secure systems that are maintained and controlled by Police Care UK within the United Kingdom, or by approved third-party suppliers whose security credentials and data security processes have been vetted by us.

How we store your personal information

Access to information provided is restricted to only those who need access to it. This means your information is treated confidentially within Police Care UK.

Some organisations which provide services to us may transfer personal data outside the EEA for processing purposes, but we’ll only allow them to do so if your data is adequately protected (for example, if they are certified under the EU/US Privacy Shield scheme, or if we have a prescribed contract in place with them). We also ensure that your data is destroyed by these organisations once their processing on our behalf has been completed. We do not allow any organisation acting on our behalf to retain or share your information.

Sometimes, as part of our welfare programmes, we share information which has been anonymised (for example, our welfare support service includes a helpline run by a third party. We provide them with your case number for verification – we do not provide them with anything else).

Sometimes, as part of our research programmes, we share information which has been anonymised (for example, we might provide your age, force area, circumstances around your injury on duty – we would not provide them with identifiable information without seeking your consent first).

Where we are conducting research with a university, we will store personal information in adherence with the Research Ethics standards of that university, ensuring that the personal information is stored securely and separately from research data.

Retaining your personal information

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of donations for at least seven years.

If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.

Where you contribute material to us, e.g. user generated content or in response to a particular campaign we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

Examples

If you donate to us, we’ll keep your financial information for up to seven years after your last interaction with us.

We will keep some data indefinitely:

your name and giving history – it’s important for us to retain this information as a majority of our legacy income comes from people we weren’t aware would leave us a gift in their will. Sometimes this legacy is left decades after the supporter’s last interaction with us. Knowing that the individual was a supporter in the past is important for us to know in case that will is contested.

Your name and registration for assistance – it’s important that we retain information relating to people applying for support so that we can provide the best possible assistance based on their individual circumstances, can account for our decisions on assistance (they may form part of any inquest or care investigation), and to minimise risk from fraudulent claims for support.

In these cases, we’ll only retain data that is necessary for these purposes, and we will delete or anonymise other parts of the record.

If you decide you no longer wish to hear from us, we’ll need to keep a note of that on our suppression list indefinitely.

If you’d like more information on our retention policy, please contact us.

Your data protection rights

The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. If you wish to change how we communicate with you, or update the information we hold, then please contact us.

Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected.

When Police Care UK is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask us to stop using your personal information for direct marketing purposes. Simply contact us and we will amend your contact preferences:

Police Care UK
Nova Scotia House
70 Goldsworth Road
Woking
Surrey
GU21 6LQ

hello@policecare.org.uk
0300 12 0030 (lines open Monday to Friday between 9am and 5pm)

You can opt out of our direct-marketing emails by clicking on the unsubscribe link at the bottom of our messages, or opt out of SMS by texting NOINFO to 70066. This is charged at your standard text rate.

Presuming that these rights are not overridden by our legal obligations (or legitimate exemptions such as where we only process personal data for research purposes with a university), or where our legitimate interests are not overridden by your rights and interests as an individual, you have the following data protection rights:

Right to be informed

You have the right to be told how your personal information will be used. This policy document, and shorter summary statements used on our communications, are intended to be a clear and transparent description of how your data may be used.

Right of access

You can contact us asking what information we hold on you and to request a copy of that information. We have 30 days to comply once we are satisfied you have rights to see the requested records and we have successfully confirmed your identity.

Right of erasure

You have the right to be forgotten (i.e. to have your personally identifiable data deleted). We’ll be required to keep an appropriate record (such as a suppression list) so that we can make sure you don’t receive future communications. In some instances a legal basis will override the right to erasure. An example of this would be the legal requirement to record financial transactions for six years.

Right of rectification

If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.

Right to restrict processing

In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

Right to data portability

Where we are processing your personal data under your consent the law allows you to request data portability from one service provider to another. This right is largely seen as a way for people to transfer their personal data from one service provider to a competitor.

Right to object

You have an absolute right to stop the processing of your personal data for direct marketing purposes.

Right to object to automated decision making

In a situation where a data controller is using your personal data in a computerised model or algorithm to make decisions that have a legal effect on you, you have the right to object. This right is more applicable to mortgage or finance situations; Police Dependants’ Trust does not undertake complex computerised decision-making that produces legal effects.

Filming and photography

Please note that Police Care UK (or our authorised service providers) or our commercial partners may film or photograph participants, volunteers and spectators and use such footage or photographs. This may include attending or taking part in events hosted by us or by a third-party such as the Virgin Money London Marathon.

We do this in order to publicise the event for commercial and/or fundraising purposes including, but not limited to: television broadcasts, advertising, publications, marketing material, merchandising, social media, personalised direct mail and other media that may be made available to the public. Secondly, to enable our commercial partners to publicise their involvement and/or association with the event.

No personal details (including names) of any under 16-year-old participants will be used in any publicity materials without the written consent of their parent or legal guardian, but we may use images where children are incidentally included (for example, images of mass participation in the warm-up exercises, or on the starting line).

Notification of changes to this policy

This Privacy Policy may change from time to time. For example, we will continue to update it to reflect new legal requirements. Please visit this website page to keep up to date with the changes to our Privacy Policy.

What to do if you are not happy

In the first instance, please talk to us directly so we can help resolve any problem or query:

Police Care UK
Nova Scotia House
70 Goldsworth Road
Woking
Surrey
GU21 6LQ

hello@policecare.org.uk
0300 012 0030 (lines open Monday - Friday 9am - 5pm)

You can also register with the fundraising preference service (FPS). This service is run by the Fundraising Regulator and allows you to stop email, telephone, addressed post, and/or text messages from a selected charity or charities by using the online service at public.fundraisingpreference.org.uk or by calling 0300 303 3517. Once you have made a request through the FPS, we will ensure that your new preferences take effect within 28 days.

You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at www.ico.org.uk

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