Privacy Policy

Thank you for your continued support of the charity, without your help we cannot carry out our charitable aims. Whether you work for us, volunteer for us, donate to us, fundraise for us, sponsor us or work with us your support is vital to our success.

Whenever and however you get in touch with the Paul Popham Fund, Renal Support Wales, you share information about yourself. We collect information about our supporters in order to make sure we are as effective as we can be in, helping you help us achieve our aim of supporting all Kidney Patients in Wales to lead a better quality of life.

It is important for you and for us that we protect your privacy. Please take the time to read our Privacy Policy to understand what we do with your personal information that you share with us.

Contacting Us
If you have any queries about our privacy please contact our Charity Manager at Paul Popham Fund, Renal Support Wales, The Den, 64 Walter Road, Swansea SA1 4PT or via email: enquiries@paulpophamfund.co.uk or by calling on 0333 2001 285.

Who we are
We are Paul Popham Fund, Renal Support Wales, a UK registered charity (charity number: 1160 114 in England and Wales). Our registered, and only office is:

The Den, 64 Walter Road
Swansea SA1 4PT

How we collect your personal information
Every time you get in touch with us by post, email, telephone, through our website, face to face and occasionally via social media, we collect or update basic information about who you are, for example, your name. If you have been in contact with us previously, we may have already collected this information. We hope you will be happy to tell us your first name, surname and your title if you use one. We like to be polite and friendly when we are in touch with you, and this information helps.

In addition, we like to ask for:

• your address
• your telephone numbers
• your email address

With your consent, we may collect some sensitive personal information such as health information, your children’s information, or, for certain purposes, information about any criminal convictions (eg job or volunteer applications).

When your personal information is given to us indirectly
Occasionally, other organisations, people or companies we work with, event organisers, friends, family, voluntary services, job sites may send us information about you. When we receive this information we will make sure you are aware your details have been passed on and we will make you aware of who gave us your information, when we get in touch. When we first get in touch, we will also check with you that you would be happy for your personal details to be stored onto our database and mailing list and that you wish to be considered a supporter. We will also make sure that you have access to our privacy policy and understand how we collect, process and store your personal information. We may pass your information to third party suppliers who we partner with to deliver some of our charitable activities. If we need your consent to do this then we will always ask you first. For instance if you are a patient and we think you may like to be involved in the development of one of our projects, or to feature in one of our media stories.

What we use your information for
There are various reasons for which we may collect your information. These include:

• If you register an interest or take part in an event or fundraise for us;
• If you give to us a financial gift;
• If you apply for a job or volunteer role;
• If you are a patient or carer and contact us for support, advice or information from us;
• If you contact us on behalf of a patient you treat;
• If you work for a Dialysis or Renal Unit and would like to receive support for a project;
• If you would like to make a suggestion or complaint.

Children and young adults’ information
When we know you are under 18, we will ask your parent or guardian if we can keep and use information about you. This is so that we can help you raise money for us, include you in stories about our work or to thank you for your support. We will only send you things relevant to how you are helping us by post. If we need to call or email you, we will ask your parent or guardian first.

How we keep it safe
We are committed to ensuring that your personal information is kept safe. To prevent your personal information from being lost, misused, accessed by unauthorised individuals, modified or disclosed, we invest in the appropriate means. We manage all information that we hold in accordance with legal requirements.

How we use and process the information
We may process your personal information for our legitimate charitable interests. This enables us to deliver on our aims and help kidney patients lead a better quality of life. These interests include some or all of the following:

Processing information internally
• Updating our records to make sure we have the correct information, or if we require additional information about you;
• Processing sales transactions, financial gifts, or other payments and verifying financial transactions;
• Responding to any enquiries or issues;
• Updating our Befriending Team about your circumstances so we can support your request;

Creating great relationships with our supporters
• We will use your information to tailor our communications with you;
• Contacting you with information and support for any fundraising events and activities you have registered for;
• Contacting you with information about any projects that you participate in;
• To help us use our resources more efficiently, we use profiling and analysis techniques so that we can tailor our approach to our supporters and stakeholders, ensuring they receive appropriate information about the aspects of the Charity’s work that interest them. Sometimes we use publicly available information to do this;
• Asking you to financially support our work;
• Keeping you up-to-date about our work and events;
• Inviting you to participate in surveys, campaigns or projects to find out more about the demographics, interests and behaviours of our supporters.

Reviewing our organisational activities
• Enhancing or reviewing our activities to improve our supporters’ experience with us;
• Conducting analysis using, where possible, anonymised information.

Other
• When we consider your job or volunteer application;
• To process grant applications and award grants and promote projects funded by Paul Popham Fund, Renal Support Wales;
• Contacting Trustees for support in reviewing grant applications;
• Contacting professional contacts to discuss partnership and collaboration opportunities;
• To engage with parliamentarians, policy-makers and public bodies;
• Using information for auditing purposes;
• Troubleshooting and fixing.

Whenever we process your personal information for these purposes we will uphold your Personal Data rights. You have the right to object to this processing if you wish, and can do so by contacting us via email enquiries@paulpophamfund.co.uk or phone on 0333 2001 285.

We will ask for your explicit consent to collect, process and store your information, for the following purposes:

• Direct marketing via email
• Direct marketing via SMS
• Contacting you via telephone if you are registered on the Telephone Preference Service (TPS)
• Patient engagement activities
• Developing case studies

Legal requirements
There are occasions when there are statutory, legal or regulatory reasons which guide the collection and storage of your information. For example, we are required to keep and use some of the information we have collected, processed and stored about you to supply information to Her Majesty’s Revenue and Customs (HMRC) or other relevant statutory or regulatory bodies. We may also have to supply information in the event that we are requested to do so, in order to assist police enquiries or respond to court orders.

Processing your sensitive personal information
We may process some of the sensitive personal information you provide, (eg information about your health, your children or your religion) where you have given us your consent to do so.

This information helps us:

• To ensure we are matching volunteer Befrienders to patients and/or carers in providing a supportive Befriending Service
• To support your fundraising activity and provide you with an excellent experience
• To make you aware of opportunities to participate in or provide support to a project
• To create media case studies
• To consider which volunteer roles may be most suitable to you

Who has access to your personal information
We will never sell your personal information. Unless required for statutory obligations, we will never share your personal information with third parties for their own purposes. However, we know that sometimes it is better and more cost effective to employ trusted suppliers to help us deliver the best service in certain areas of our work. Where possible, information is anonymised before being shared with the suppliers to ensure that you are not identifiable from the information. All personal information is treated as confidential, we will not discuss personal information with volunteer befrienders or with staff within renal units or with staff within any organisation associated with renal disease however we may use statistical information and facts to help develop our Befriending Service to make sure we are providing the best possible service for patients and carers and we may also pass statistics and facts to renal units or staff within those units or organisations associated with real disease who are focused in providing the best possible service for all kidney patients in Wales.

These third parties include:

• Suppliers that meet the highest professional standards and help us deliver the best service in certain areas of our work. Our trusted suppliers only use your information to carry out the work requested by Paul Popham Fund, Renal Support Wales. They cannot give, sell or rent your personal information to anyone else for any reason. Examples of our suppliers include events’ organisers, designers, print and fulfilment partners.
• Any organisations who acquire any rights in us through merging with or acquiring Paul Popham Fund, Renal Support Wales;
• Any professional or legal advisers that assist us in developing our organisation and complying with legal obligations;
• Law enforcement bodies and/or regulatory entities, in order to comply with any legal obligation or court order.
• Renal Units and organisations that support Renal Units based in Wales.

Where trusted suppliers operate outside of the European Economic Area, we only share personal information if we are entirely satisfied that they have sufficient protections in place to keep your personal information safe and that they are complying with the applicable privacy laws in their countries.

How we will communicate with you
We like to be able to keep you updated with news about the work we do, invite you to events, opportunities to get involved in projects, services and patient activities and to let you know about how you can support our work. We do this through a tailored approach based on how you have previously interacted with us, offered your support to us and your motivation for supporting us.

We may do this by post, email, telephone and SMS. We rely solely upon your consent to send you this information by email or SMS. We actively check our supporters’ telephone numbers against the Telephone Preference Service. This means that if you are registered with the service, we will not call you unless you have given us consent to do so.

Changing the communications you receive from us
You can let us know at any time if you wish to change your preferences or stop the communications you receive from us by emailing us at enquiries@paulpophamfund.co.uk or by calling 0333 2001 285.

How long we will store your personal information
We keep your personal information in accordance with applicable regulations. We destroy or anonymise personal information that we hold when it is no longer needed for the purposes outlined above.

For individuals who have not made a financial gift, we will keep your personal information for five years. For individuals who have made a financial gift, we will keep your personal information for eight years. For individuals about whom we hold sensitive data (such as health information or children’s information) we will keep information for two years before asking you to reaffirm your consent. If you have been involved in one of our Befriending Service in any way, we will keep your personal information related to the service on a permanent basis.

You can request a copy of all personal information that we hold about you at any time (see ‘Your Rights’ section below).

Use of Cookies
‘Cookies’ are small data files stored by the browser on your computer or a mobile device. Websites are able to read and write to these files, storing data such as personalisation details or user preferences. You cannot be personally identified from information captured in cookies and our aim is purely to improve your user experience.

Third party websites
Our website contains links to other websites that we think may interest you. We cannot be responsible for the content and data protection practices of third party websites, even if you access those using links from our website, or they provide a link to our site. We recommend that you check the Privacy Policy of each website that you visit and contact its owner or operator if you have any concerns or questions, before sharing any personal or financial data.

Your rights
You are in control of how we, and any other organisation, use and keep your personal information. You can request a copy of all personal information that we hold about you at any time. If you know that any of your personal information is inaccurate, you can ask us to correct it or erase it. You may also ask for your personal information to be erased if you have changed your mind about us holding it.

You can request that we send an electronic copy of all your personal information to yourself or another organisation. You can ask us to stop processing your personal information and/or withdraw your agreement to us processing it if you had previously provided consent, unless we are required to process it for legal reasons.

Updates to this privacy policy
We will check this policy at least once a year to make sure it is up-to-date and accurate. As a result, we may need to make some changes to our Privacy Policy from time to time, which will be made clear on our website or by contacting you directly.

This version of the Privacy Policy was published on 25th May 2018.

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