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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.

Last updated: 1st August 2019

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.

Changes to this privacy policy

The Policy may change from time to time. For example, we have recently updated it to reflect new legal requirements of the EU General Data Protection Regulation (also known as the 'GDPR'). We also review the policy in line with changes to the Code of Fundraising Practice, changes to the DMA Code, changes to best-practice guidance issued by the Information Commissioner's Office, and as part of our annual policy review programme.

Please visit this website section periodically in order to keep up to date with the changes in our Policy.

Who is Police Care UK?

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

  • a charity registered in England and Wales (No. 1151322)
  • a charity registered in Scotland (No. SC047767)
  • a company limited by guarantee registered in England and Wales (No. 08426630)

We are also:

  • a data controller with the Information Commissioner's Office (No. Z7559309). Our data controller is Gill Scott-Moore, Chief Executive
  • registered with the Fundraising Regulator and comply with the Code of Fundraising Practice as part of our commitment to fundraising excellence
  • registered with the Data & Marketing Association and comply with the DMA Code as part of our commitment to excellent marketing practice

Our registered address is:

Nova Scotia House
70 Goldsworth Road
Woking
Surrey
GU21 6LQ

About the data we collect

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.

The types of data we collect

Depending on your interaction with Police Care UK, 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 Care UK 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 Care UK 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, as part of a cadet programme, or by applying for welfare assistance.

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 or referees). 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 or the reference has been validated), 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 Care UK through third-party services such as Justgiving, Virgin Money Giving, or Charities Aid Foundation (CAF).

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, or have been identified as potentially interested in our work. 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), Mailing Preference Service (MPS) 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 our membership schemes, including renewal
  • To ensure that as many supporters as possible maximise the value of your 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
  • To use publicly available information to find potential new supporters

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
  • To send promotions and offers on similar goods and services available

Enquiries and complaints

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

  • To enable us to record, consider and reply to enquiries
  • To enable us to record, consider and reply to complaints
  • To review our policies, procedures and training following complaints

Research

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

  • To send you surveys related to our charitable activity and share the findings of data collected
  • To conduct quantitative and qualitative analysis for publication
  • To carry out research in relation to our supporters and volunteers

Employment

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

- To enable Police Care UK 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, and pay by card, 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 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 public registers like Companies House and the Financial Conduct Authority, press and web articles in print and/or digital publications, or from social media platforms like 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.

In addition to cookies on our websites (covered by our cookies policy), 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.

Sharing your personal information

We will only use your information within Police Care UK for the purposes for which it was obtained. Police Care UK will not, under any circumstances, share or sell your personal data with any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

We will comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime), subject to such bodies providing us with a relevant request in writing.

We may need to share your information with “data processors” such as our service providers, associated organisations and agents, or suppliers, who help us to prepare and send the materials relating to our projects and fundraising activities such as our:

  • email service providers
  • marketing agencies and fulfilment houses
  • fundraising agencies and service suppliers
  • welfare support providers

In these situations, the relationship between Police Care UK and the third-party data processor will be governed by a contract and strict security requirements will be in place to protect your personal information. They will only act under our instruction, will not be allowed to use your data for their own purposes, will undergo rigorous vetting to ensure that they keep your data secure, and will be supervised to ensure your personal data is destroyed when no longer needed.

For the purposes of our welfare activities, where Police Care UK has agreed to fund work, adaptations, or the procurement of goods and services in line with our charitable activities, Police Care UK may share your personal information, including potentially sensitive information. This will be limited to personal information that is relevant only to the welfare activity in question, and will be agreed with you in advance.

How the law applies to Police Care UK's 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). 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).
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