Privacy Policy for CHAS | Children's Hospices Across Scotland

This policy includes:

What personal data we collect and how we use it.
Where we collect information about you from.
How we keep your data safe and who has access.
Keeping your information up to date.
Right of access and correction of your information.
Changes to this Policy.

If you have any questions, comments or suggestions, please let us know by contacting the Support Services Team, 2nd Floor, Buchanan Tower, Cumbernauld Road, Stepps, Glasgow, G33 6HZ or email support@chas.org.uk.

What personal data we collect and how we use it

The type and quantity of information we collect and how we use it depends on why you are providing it.

Supporters

If you support us, for example, make a donation, volunteer, register to fundraise, sign up for an event or buy something from our shop, we will usually collect:

Your name.
Your contact details.
Your date of birth.
Your bank or credit card details.

Where it is appropriate we may ask for:

Information relating to your health (for example if you are taking part in a high-risk event).
Your motivation for giving, including whether this relates to any personal experience of CHAS. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.

We will mainly use your data to:

Provide you with the services, products or information you asked for.
Administer your donation or support your fundraising, including processing gift aid.
Keep a record of your relationship with us.
Manage your marketing preferences.
Understand how we can improve our services, products or information.

Whatever it is about CHAS you are interested in, we really want to be as tailored as we can in our communications to you. We also want to speak to you in the way you'd prefer - be it by email, on the phone or in writing. To help us do this, we will sometimes analyse things like what you are interested in and where you live to help us engage with you in a meaningful way. This is important because it cuts down on broad-ranging communications and helps us ask for donations or give information based on what we know you would like to hear about.

Direct marketing

With your consent, we will contact you to let you know about the progress we are making and to ask for financial and non-financial support. We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to request no contact (Opt-Out) from us. If you don't want to hear from us, that's absolutely fine, please just get in touch to let us know and we will make sure your wishes are followed. When you give us your information, or you get in touch with us we will assign a CHAS number and you can email it to support@chas.org.uk.

We do not sell or share personal details with third parties for the purposes of marketing. But, if you attend an event run in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.

Where we collect information about you from

We collect information in the following ways:

When you give it to us directly.

You may give us your information in order to sign up for one of our events, tell us your story, make a donation, purchase our product or communicate with us. Sometimes when you support us, your information is collected by an organisation working for us (e.g. professional fundraising agencies), but we are responsible for your data at all times.

When you give it to us indirectly.

Your information may be shared with us by independent event organisers; for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated that you wish to support CHAS and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to other organisations to share it.

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

You may also provide permission for third-party organisations to share your data with other third parties, including charities. You may do this when you buy a product or service, register with a website that runs competitions or register with a comparison site.

The information we get from those services depends on your settings or the responses you give, so you should regularly check them.

When we collect it as you use our websites or apps.

Like most websites, we use 'cookies' to help us make our site - and the way you use it - better. Cookies mean that a website will remember you. They're small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier - for example by automatically filling your name and address in text fields.

In addition, the type of device you're using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you're using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The website uses a cookie for Google Analytics. It does not capture or store personal information, but merely logs the user's IP address which is automatically recognised by the web server. This is used to record the number of visitors to our site and volumes of usage.

For more information about Google Analytics visit the Google Analytics website.

Similarly, the site uses cookies for Hotjar - an analytics and feedback tool which helps us to improve the usability of our site. Hotjar sets persistent cookies (up to 365 days) for analytics purposes and to display the correct content to our visitors. You can read about what cookies are stored by visiting Hotjar's website. Hotjar also records visitor information including mouse clicks and movements, scrolling activity and user input on our website - this information is anonymous. Recordings are automatically destroyed after 365 days.
You can opt out of Hotjar collecting your information at any time by following these instructions.

If you do not wish to accept cookies on to your machine you can disable them by adjusting the settings on your browser. However, this will affect the functionality of the CHAS website.

How we keep your data safe and who has access

We ensure that there are appropriate technical controls in place to protect your personal details; for example, our online forms are always encrypted and our network is protected and routinely monitored.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Keeping your information up to date

Where possible we use publicly available sources to keep your records up to date. We really appreciate it if you let us know if your contact details change.

Your right to know what we know about you, make changes or ask us to stop using your data.

You have a right to ask us to stop processing your personal data. If it's not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.

You have a right to ask for a copy of the information we hold about you, although we may charge £10 to provide this. If you spot any mistakes, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see, and proof of your identity by post to CHAS, 2nd Floor, Buchanan Tower, Cumbernauld Road, Stepps, Glasgow, G33 6HZ. We do not accept these requests by email.

If you have any questions please send these to support@chas.org.uk.

Changes to this policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on the CHAS website or by contacting you directly.

Updated March 2018

Privacy policy