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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

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Reclaim Gift Aid

Gift Aid It!Add 25% more to your donation at no cost to you. A Gift Aid declaration allows Police Care UK to claim tax back on eligible donations. It means that for every £1 you donate to Police Care UK we can claim back 25p, at no extra cost to you.

By ticking the "Yes" box, I agree I would like Police Care UK to reclaim the tax on all qualifying donations I have made, as well as any future donations, until I notify them otherwise. I understand that if I pay less Income Tax and/or Capital Gains Tax than the amount of Gift Aid claimed on all my donations in that tax year I may be asked to pay any difference. I understand that Police Care UK will reclaim 25p of tax on every £1 that I give.

What is Gift Aid?

Gift Aid does not cost you a penny more, but can add an additional 25p to every £1 you donate. When Police Care UK receives a donation from a UK taxpayer, we're entitled to claim an amount of tax (calculated at the basic rate of income tax in that year) paid on that donation. Once you have given your permission for us to do this on your behalf, there is no need for you to do anything else.

All that is required is that you must be a taxpayer and that would have paid or will pay sufficient Income and/or Capital Gains Tax to cover all the Gift Aid claimed on all your donations in that tax year. Please note that it is your responsibility to pay any difference.

The amount of tax we claim will be 25% of the total value of your donations in that tax year. Furthermore, if you are a higher taxpayer, you are also entitled to claim the difference between the basic rate which we will claim and the amount of tax you have actually paid. For further details on how you can do this, please contact your tax office. If your tax situation changes and your gifts will no longer be eligible for the Gift Aid scheme please contact us and we will amend your record accordingly.

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