We know privacy policies can feel like heavy reading, but this one matters. It explains clearly what information we collect about you, how we use it, and how we keep it safe. We’d encourage you to take a few minutes to read it in full, if anything is unclear, we’re always happy to help.
1 Scope
1.1 Police Care UK is committed to processing all personal information about for service users, supporters or volunteers, visitors and staff.
1.2 Data will be processed to comply with legal and regulatory obligations under the UK General Data or Data Protection Act 2018, and the Privacy & Electronic Communications (EC Directive) Regulations 2003, and Police Care UK will be clear about how personal information is processed.
1.3 The following policy statement sets out the basis on which any personal information collected or provided, will be processed.
1.4 Police Care UK is a national charitable organisation and is registered in England and Wales (1151322) and regulated by the Charity Commission / Scotland (SC047767) and regulated by the Office of the Scottish Charity Regulator and Registered as a Company limited by guarantee (08426630) and regulated by Companies House. Our registered address is Nova Scotia House, 70 Goldsworth Road, Woking, Surrey, GU21 6LQ.
2 Data collection
2.1 Data is collected and processed when individuals make use of services regardless of whether contact is as a supporter of the charity, a staff member, a volunteer or a visitor. Police Care UK processes this data in the role of data controller. The charity is responsible for deciding how personal information is held and used. The charity is required, under data protection legislation, to advise on the information contained in this privacy notice.
2.2 Police Care UK may collect your personal information in the following circumstances:
- A person or organisation uses the charity’s website following an enquiry or a referral for services or products
- When purchasing or ordering products or services
- When applying to volunteer or work for the charity (including sending us your CV)
- Following a donation, an offer to fundraise or registration for an event
- A person or company registered as an visitor or contractor
- Following a request for publications, newsletters or other information
- A recipient of training or events.
3 Special categories of data
3.1 Police Care UK collects special category data, which is necessary for the support provided and to meet legal requirements as a Charity. Collection of special category data also enables the charity to eliminate gender bias and develop an inclusive culture that values all. Special categories of particularly sensitive personal information requires higher levels of protection. Therefore, Police Care UK needs to have further justification for collecting, storing and using this type of personal information and this is done with either your consent, or as permitted by UK data protection legislation.
3.2 The special category information we collect includes:
- Details of trauma suffered, mental health, any physical conditions and medication
- Disability
- Details of any criminal convictions.
4 How this information is collected
4.1 Personal information is collected:
- Directly from beneficiaries or service users
- Directly from supporters; g when volunteering, donating or supporting various fundraising activities
- Directly from partners; g a third party who provides treatment to beneficiaries
- Directly from other healthcare professionals; e.g. a GP, nurse or social care
- From publicly available sources; networking, social media, internet services, direct referrals, other Police bodies
- From guests, contractors or visitors.
4.2 Personal information may be combined with other information collected from third parties (e.g. for fundraising purposes). Police Care UK will notify people or organisations when this information is received and the purposes for which the information is intended.
5 What data is collected?
5.1 Only information that is needed will be collected – including data that will be useful to help improve the services Police Care UK offer. Examples of information that may be collected is as follows:
- Personal information:
- Name
- Address
- Email address
- Contact telephone numbers
- Referrer details (name, address, email, contact telephone and relationship to the referee)
- Date of Birth
- Next of kin
- Photo ID
- Police force details
- GP details (name, address and contact details)
- Financial information
- Record of communications with us
- Donation history
- Online identifiers e.g. IP addresses (the location of the computer on the internet).
- Non-personal information such as pages accessed and files downloaded. This helps to determine how many people use the charity’s website, how many people visit on a regular basis, and how popular the website pages are. This information doesn’t include address or personal information, it simply allows the charity to monitor and improve services.
6 How is the data used?
6.1 Any processing for marketing or promotional activities undertaken are fully compliant with UK and European data protection regulation and the Privacy of Electronic Commutations regulation (PECR).
6.2 The personal data collected is required to:
- Fulfil requests – such as practical, emotional and financial support, donations, participation in campaigns and provision of information
- Process transactions for treatments, donations or other payments and verify financial transactions including claiming Gift Aid on donations
- Provide a personalised service when visiting the website – this could include customising the content and/or layout of the website and webpages for individual users
- Record any contact
- Send information and communications about activities carried out by the charity including assistance the charity offers to individuals and how the charity can be supported (e.g. our campaigns, volunteering and fundraising)
- Carry out any obligations arising from contracts entered into with the charity
- Investigate, and respond to, complaints, incidents, near misses, legal matters or any other issues
- Send information and communication regarding volunteer roles.
6.3 Personal data processing will vary dependent on the way Police Care UK is engaged with but also on the services used.
6.4 For Employees and Volunteers more information about data processing is available from the HR team.
7 The Legal Basis to process
7.1 The personal data that is used is limited to the information required and is processed mainly using the legal basis to perform the tasks or services agreed with the individual or company as needed for legal requirements. Consent or permission will be sought for processing medical information (or special category data) necessary to assess and provide treatment.
7.2 There will be instances where information will be processed using legitimate interest, for example in promoting services, where this is of interest. Legitimate interest may also include using data to build relationships or individual support, but primarily legitimate interest will be used for marketing activities and promotions.
7.3 Personal data may be collected from business and corporate stakeholders and collaborative partners for legitimate interests. Almost entirely, these contacts are corporate or business individuals and while this is still categorised in the UK as personal data, it can be used for business-to-business purposes, as stipulated by UK and European data protection regulations and the Privacy of Electronic Communications Regulation (PECR).
8 Keeping information safe and secure
8.1 Police Care is committed to keeping personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.
8.2 In addition, access to your personal information will be limited to those employees, agents, contractors and other third parties who have a business need to know. Third parties will only process your personal information on the instruction of Police Care UK and the data continues to be subject to a duty of confidentiality.
8.3 To prevent any unauthorised access or disclosure, suitable physical, electronic and managerial procedures are in place to safeguard and secure the information collected.
9 Marketing
9.1 The charity is dependent on fundraising and any donations received and would hope users or supporters of the charity’s services would be interested in helping where possible.
9.2 Various marketing activities are undertaken but only when individuals or organisations have indicated interest in assisting and where agreement has been received by the charity. A variety of methods for marketing will be used including post, telephone and electronic channels (electronic marketing channels include the use of email / text message and social media).
Individuals and organisations can choose which channel of communication is preferred, but usually this would be via an email address.
9.3 Marketing activities are undertaken with:
- Supporters and donors
- Individuals who have subscribed to the newsletter
- Individuals who volunteer for the charity
- Beneficiaries of services
- Where money has been raised through charity partners such a Just Giving, Blackbaud, Access, Hands On Payroll Giving and others.
9.4 The research is conducted internally and, at times, in collaboration with specialist agencies to gather publicly available information about potential supporters. Information may be sourced from Companies House, the Electoral Register, company websites, ‘rich lists,’ social networks such as LinkedIn, political and property registers, and news archives.
9.5 Marketing profiling is undertaken with:
- Wealth Screening & Analysis – Trusted third-party partners may assist in wealth screening to help us identify potential supporters. Publicly available data may also be combined with donor-provided information to analyse giving potential and tailor event invitations, communications, and services.
- Due Diligence – To ensure compliance with the charity’s Gift Acceptance Policy and money laundering regulations, publicly available sources may be used to assess donor backgrounds.
9.6 The research helps in better understanding the charity’s supporters, enabling more focused conversations about fundraising and volunteering with the aim to provide a donor experience that aligns with individual interests and engagement preferences.
9.7 Any marketing undertaken is not meant to cause any distress or to be intrusive and is conducted in compliance UK and data protection regulations and PECR. In any case where an approach is made or content shared for promotional purposes and option to opt out from such contact will be given.
10 How cookies are used
10.1 Police Care UK make use of Cookie technology and therefore capture data using Cookies; a cookie consists of a piece of text sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser. For specific detail about the types of cookies used please refer to our Cookie Policy
11 Links to other websites
11.1 The Police Care UK website, email newsletters and promotions may contain links to other websites of interest operated by third parties.
11.2 These third-party websites have their own privacy policies, including policies on their use of cookies, and you are urged to review them. Third parties will govern the use of personal information you submit, or which is collected by cookies whilst visiting these websites. Police Care UK cannot accept any responsibility or liability for the privacy practices of such third-party websites and the use of such websites is at the individual’s own risk.
12 Third party access
12.1 Access to personal information is only allowed when required by law or is required as part of fulfilling service obligations, for example with a counselling provider in the provision of the treatment to a beneficiary.
12.2 Where third-party service providers are used to help fulfil services, the third-party is required to take appropriate security measures to protect personal information in line with Police Care UK’s policies. A third-party service provider is not allowed to use personal data for its own purposes and the charity only permits them to process personal data for specific purposes and in accordance with instructions.
12.3 We use third party providers to:
- Administer beneficiary services such as treatment or grants
- Administer staff and volunteer records
- Help manage and host marketing promotions and events
- Host and administer the website
- Host databases in care, fundraising / marketing
- For IT security and systems
- For legal advice and guidance in matters related to care, data protection and employees.
12.4 Specific details about where data is shared or any third parties used in each area of our organisation please contact: [email protected]
13 International Data Transfers
13.1 As a UK based charity, where able, data will be stored and processed in the UK or EEA.
13.2 Please note that data may be exported to, as well as stored and processed in, countries outside of the country of residence, including, without limitation, the United States.
13.3 For data subjects residing in the UK or EEA, this means that personal information may be exported, stored, and processed outside of the UK or EEA. Whenever personal data is transferred out of the UK or EEA, Police Care UK ensure a similar degree of data privacy and protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- Personal data will only be transferred to countries that have been deemed to provide an adequate level of protection for personal data by the UK and European Commission; including the EU-US Data Privacy Framework as approved under the UK – US Data Bridge: or
- Where service providers are used who are not in territories approved by the UK or EU commission, additional safeguards will be implement such as a detailed review of security measures and the use Standard Contractual Clauses (SCCs) approved by the UK and or European Commission.
13.4 To receive information on the recipients of data or if you want further information on the specific mechanism used by Police Care UK when transferring your personal data out of the UK or EEA, please contact [email protected].
14 How long is personal information kept?
14.1 Personal information will only be retained for as long as necessary to fulfil the purposes it is collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
14.2 The length of time is determined by operational and legal considerations. Legacy income for example, may be kept for an extended period, to carry out legacy administration and communicate effectively with the families of people leaving legacies.
14.3 In general terms the charity will retain personal data of:
- Beneficiaries for the duration of services support and up to 7 years after
- For supporters or donors we will keep your data for up to 36 months after your last engagement with the charity or sooner should you request your data to be deleted
14.4 Details of retention periods for other aspects of personal information are available in the Register of Processing Activity or by request at: [email protected].
15 Controlling personal information (Your Rights)
15.1 It is important that the personal information held is accurate and current. Please keep the charity informed if any personal information changes.
15.2 Under certain circumstances, there are rights under UK Data Protection Act 2018 (DPA) in relation to personal information. Individuals may have the right to:
- Be informed of how data is used as provided by this Policy
- Access the information held about you. Your right of access can be exercised in accordance with data protection law
- Object to the charity processing or ask it to restrict the processing of personal information for any of the purposes listed in this Policy, at any time
- Ask for any out-of-date or incorrect personal information to be updated and corrected, free of charge
- Ask for personal information to be erased or deleted (in certain circumstances). However, these requests might be subject to certain limitations such as legal requirements
- Request a transfer of personal information (again in certain circumstances).
15.3 To exercise any of the above rights or to review, verify, correct or question anything detailed in this policy or unhappiness with any aspect of how personal data is used by Police Care UK please contact: 0300 012 0030 or email [email protected], or write to: Nova Scotia House, 70 Goldsworth Road, Woking, Surrey, GU21 6LQ.
15.4 Police Care UK will respond to any request promptly and look to resolve any query within 30 days and free of charge. However, Police Care UK reserves the right to refuse or charge an administrative fee for the furthering of any of the above requests if they are done so in a frivolous, vexatious or excessive manner. The individual will always be notified if such a charge is being applied.
16 Complaints
16.1 Individuals have the right to make a complaint at any time and Police Care UK appreciate the chance to deal with any concerns in the first instance. To register a complaint please email [email protected].
16.2 Dissatisfaction by the response entitles the individual to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. The Information Commissioner’s Office can be contacted by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk.
