James Hopkins Trust takes your privacy seriously. We are committed to protecting your personal information. This policy sets out how James Hopkins Trust uses the information that you provide us with in order to help us provide care and support for Gloucestershire’s families who have a young life limited or life threatened young child.
About us: James Hopkins Trust is a Gloucestershire based charity which provides free nursing respite night or day either in the family’s home or at our respite centre, Kites Corner. We value and respect our relationships with everyone involved in our community and treat everyone’s personal details with care.
We will not sell your data to any third parties, but we may sometimes share your information with our subsidiaries, with trusted service providers and selected partners who fund-raise or work on our behalf. We ensure that any third parties with access to your data are held to strict standards for data use and security.
Who we are
The full legal information for each entity is:
- James Hopkins Trust, a charity registered in England and Wales (1000870)
- James HopkinsTrading Ltd is a company registered in England and Wales at Goodridge Court, Goodridge Avenue, Gloucester, Gloucestershire, GL2 5EN; Reg. Co. number 03581932
- James Hopkins Nurses Ltd is a company registered in England and Wales at Goodridge Court, Goodridge Avenue, Gloucester, Gloucestershire, GL2 5EN; Reg. Co. number 3610705
Our Data Controller is the Trust Manager, who can be contacted on 01452 612216.
Your Information – what we collect and how we use it
Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, mobile telephone number, fax number, bank account details, credit/debit card details and whether you are a UK tax payer so that we can claim Gift Aid (please rest assured we do not collect information about your actual tax payments, just whether you are a tax payer). We collect personal information about you when you ask about our activities, register with us (for example, for a publication), make a donation to us, register for an event, engage with our social media, order products and services (such as publications and email newsletters), or otherwise give us personal information.
If you do nothing other than read pages or download information from our website, we may gather information about this use, such as which pages are most visited and which events or activities are of most interest. This information can be used to help us improve our website and services and ensure we provide you with the best service. Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website. More information can be found in the section below entitled “Our website”.
We do not usually collect “sensitive personal information” about you unless there is a clear reason for doing so, such as participation in an event where we need this information to ensure we provide appropriate facilities for you. We will make it clear to you when collecting this information as to what we are collecting and why.
If you have given us your consent, we will contact you with information and updates on our work, products (such as raffles and newsletters) and how you can support us, (such as fundraising). This may be by post, email, and telephone or text message, depending on your preferences. We will also continue to ask about your marketing preferences, to ensure that you are still happy to be contacted by us and by which means.
What the Law says about protection of personal information
The Law on Data Protection is derived from various pieces of legislation (can be found in a number of places). These include the Data Protection Act and the incoming General Data Protection Regulation (the ‘GDPR’) which will become enforceable in May 2018. The GDPR states that personal data (information relating to a person that can be individually identified) can only be processed if there is a legal ground to do so. Activities like collecting, storing and using personal information would fall into the GDPR’s definition of processing. The GDPR provides six legal grounds (reasons) under which personal information can be processed (used) in a way that is lawful. For the processing to be permitted by law (lawful), at least one of the legal grounds must apply.
The four legal grounds that are most relevant to James Hopkins Trust’s use of your personal information are:
- Legitimate Interest
- Legal Obligation
How the law applies to James Hopkins Trust’s use of personal information
James Hopkins Trust will only process (use) your personal information if we have:
- asked you and have a record of your express and recent consent for us to do so;
- a ‘Legitimate Interest’ to do so in order to support our charitable purposes. Our use will be fair and balanced and never unduly have an impact on your rights.
- a contract with you that we can only fulfill by using your personal information, e.g. to send you an item that you have requested;
- a legal obligation to use or disclose information about you, e.g. we are required by law to keep records of gifts that are given to us with Gift Aid for 4 years; and we are compelled to disclose information relating to safeguarding. In extreme situations, such as an accident or medical emergency, we may share your personal details with the emergency services if it is essential for the preservation of life (yours or another persons’) for us to do so. This is the ‘vital interest’ ground for using your personal information. After the emergency, we will always try to inform you about how we had to use your information in that extreme situation.
We will not unduly prioritise our interests as a charity over your interests as an individual. We will always balance our interests with your rights. We will only use personal information in a way and for a purpose that you would reasonably expect in accordance with this Policy.
James Hopkins Trust will not rent, swap or sell your personal information to other organisations for them to use in their own marketing activities.
James Hopkins Trust will always ask for your consent before we communicate with you for certain purposes. For example, we will only email or phone you about our fundraising activities if we have an accurate record of your recent and freely given consent to do so.
You can withdraw your consent at any time by phoning 01452 612216 or emailing email@example.com
There are times when it is not practical to obtain and record consent. At those times, we will only process personal information if that processing would meet another legal ground e.g. Legitimate Interests, in which case we would only process in accordance with the law’s strict rules on legitimate interest processing.
What is Legitimate Interest?
This legal ground for processing means that organisations can process your personal information if they 1. Have a genuine and legitimate reason for doing so and 2. That use does not harm any of your rights and interests as an individual.
James Hopkins Trust’s Legitimate Interest
We do not unduly prioritise our legitimate business interests as a charity over your interests as an individual. We always respect your rights. Which is why we carry out a balancing exercise of the rights of the charity with the rights of our supporters.
We believe that the best way to look after the interests of our supporters is to consider their unique interests and expectations. As a result, we have established the following categories of James Hopkins Trust’s supporters. This provides us with an additional method for assessing that we use your personal information in a way that matches your relationship with us; your interests; and your expectations about your rights.
The four groups for our data protection supporter needs assessments are, supporters that have:
- received nursing respite from James Hopkins Nurses Ltd
- provided financial donations
- demonstrated an interest in our cause by contacting us for more information, e.g. to find out more about one of our products, services or campaigns.
What we have a Legitimate Interest to do
We believe that James Hopkins Trust supporters are connected to our cause and want to know how they can continue to help us to achieve our charitable aims. Unless you tell us not to, we think you are content for us to process (keep and use) your personal information for the following lengths of time. As of May 2018, we promise not to keep your personal information for longer than we specify below. This is not the length of time that we will continue to contact you – this could be a shorter period of time (see below for an explanation on our personalised approach to communications).
- James Hopkins Trust Family
These are supporters that have received nursing respite. We think that they would like to remain in contact with us throughout their lifetime and we will therefore keep their personal information to allow for this.
- Financial Supporters of James Hopkins Trust
These are supporters that help or have helped us with financial gifts. A supporter’s pattern of giving can often change over time. We have found that our financial supporter’s cycle of giving is on average 6½ years. That means the supporter may, for this period of time, stop providing financial support e.g. stop regular-giving. This can be for a wide number of reasons, including because they choose to support us in a different way. Irrespective of their financial circumstances, these supporters still hold the same principles and values; and continue to be connected to James Hopkins Trust and our cause. This is evidenced by the fact that many of this group of supporters restart regular-giving, and other financial support, within 6½ years from their last donation. We believe that supporters of our cause never stop believing in the importance of improving the lives of Gloucestershire’s families who have a young life limited or life threatened young child. However, we will stop using the personal information of these supporters after 6½ years from the time of the last donation.
- Demonstrated an interest in James Hopkins Trust via an enquiry
These are supporters of our cause, who have demonstrated an interest in our cause by contacting us for more information, e.g. to find out more about one of our products, services or campaigns. We think someone that has reached out to us to find out more about James Hopkins Trust and what we do, would like us to provide that information; perhaps a little more information; and even some support in fulfilling their initial query or request. To support this, we keep your personal information for a period of 2 years.
Supporters demonstrate their support in a number of ways and so could be in more than one, or even all, of the above categories. We will review and refresh these categories and the timescales on a rolling basis to ensure that as times and needs change we continue to do the very best by our supporters.
It is always your choice. If you don’t think this is quite right for you, you can tell us to change your communication preferences and our use of your information. You can do this at any time by phoning 01452 612216 or emailing firstname.lastname@example.org
Legitimate Interest to process your information
We aim to be clear about what information we collect, to enable you to make meaningful choices about how it is used.
When it is necessary we will contact you for administrative purposes, e.g. to contact you regarding a payment. We will also hold the minimum personal information required to support our ability to respect your preferences for communication with us.
To help you to understand when and why James Hopkins Trust would use Legitimate Interest to process your personal information we provide the following examples:
- To send postal communications (as explained above)
- To improve security of our websites and systems.
- To prevent fraud when transacting on our website.
- To process your donations.
- To fulfill transactions; process and deliver your order(s). To take payment and arrange delivery, we need to collect personal information, including your payment details, your full name, delivery address and contact details.
The above list of examples are on the basis that the processing will not be done if it harms your rights and interests as an individual, or if you tell us that you’d like us to stop. You can do this at any time by phoning 01452 612216 or emailing email@example.com
In order to communicate with you more effectively, better understand your preferences and ability to support our work, we may analyse your data.
We like to find out about your personal motivation for supporting James Hopkins Trust and your experiences as a supporter. This helps us to give you the information about products and services most relevant to you. In some instances, we may carry out research and/or analysis of the personal information that you have provided to us and add publicly available information (such as public records or social media) to help us tailor our communications to you, this may include wealth screening. We do this to create a fuller picture of our supporters, to improve our service and to manage our contact with you in an appropriate and cost-effective way. This information could include things like your interests, preferences and the level of any potential donations.
James Hopkins Trust do not share, sell or swap your information with other organisations for their own marketing outside of our group.
In some circumstances it is necessary for James Hopkins Trust to give relevant staff at our service providers’ access to your personal information. This access is only granted to the extent necessary for them to perform their services for us. We require all service providers to comply with strict rules to protect the information you have given us.
Changes to your data
From time to time we may contact you to ensure that the information you have provided us with remains accurate and up to date. In some circumstances we may use external data lists to avoid misdirecting our communications with you, this includes FPS and TPS.
Should you wish to change your preferences you can do this by writing to us at James Hopkins Trust, Kites Corner, North Upton Lane, Barnwood, Gloucester, GL4 5JQ, by phone on 01452 612216 or by email addressed to firstname.lastname@example.org
Like all organisations, we comply with requests for the disclosure of personal information where this is required or permitted by law. This could include requests from law enforcement or tax agencies. In these circumstances, the request must be submitted in writing and in accordance with the relevant legal requirements.
If you believe your privacy rights have been violated, you may file a complaint with us or with the Information Commissioners office https://ico.org.uk/
Cookies and Web Privacy
We at James Hopkins Trust guarantee our commitment to respecting and protecting your online privacy.
This includes your need and your right to know what we do with the personal information you share with us. It also guides our organisation’s policies regarding the management of this data, including how the information is collected, processed, and for what purposes.
The collection of information
We use a number of different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit www.aboutcookies.org for detailed guidance.
The list below describe the cookies we use on this site and what we use them for. Currently we operate an ‘implied consent‘ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)
First Party Cookies
These are cookies that are set by this website directly.
Find out more about Google’s position on privacy as regards its analytics service.
Third Party Cookies
These are cookies set on your machine by external websites whose services are used on this site. Cookies of this type are the sharing buttons across the site allow visitors to share content onto social networks. Cookies are currently set by LinkedIn, Twitter, Facebook, Google+ and Pinterest. In order to implement these buttons, and connect them to the relevant social networks and external sites, there are scripts from domains outside of our website. You should be aware that these sites are likely to be collecting information about what you are doing all around the internet, including on this website.
You should check the respective policies of each of these sites to see how exactly they use your information and to find out how to opt out, or delete, such information.
Currently, emails that we send you have no tracking in at all.
Financial transactions made online to James Hopkins Trust using JustGiving www.justgiving.com/info/privacy No one can access your credit card details via the internet.
All information given on this site is to the best of our ability.
Your rights and how to unsubscribe
You have the right to:
- request a copy of the information we hold about you;
- update or amend the information we hold about you if it is wrong;
- change your communication preferences at any time;
- ask us to remove your personal information from our records;
- object to the processing of your information for marketing purposes; or
- raise a concern or complaint about the way in which your information is being used.
- Unsubscribe and stop receiving communications from us. You can do this by emailing us at email@example.com
If you wish to find out more about these rights, or obtain a copy of the information we hold about you, please contact the Trust Manager:
James Hopkins Trust,
North Upton Lane
If you are aged 16 or under, and would like to participate in an event, make a donation or get involved with us, please make sure that you have your parent/guardian’s permission before giving us your personal information. When we collect information about a child or young person, we will make it clear as to the reasons for collecting this information and how it will be used.
We can only provide raffle tickets to those aged 16 and over and resident in Great Britain. Please provide your age when ordering.
Vulnerable circumstances policy
We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating supporters fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Charity is in a position to make a free and informed decision.
Access the Institute of Fundraising’s website – for more guidance.
This information was last updated 15 March 2018. From time to time, we will make changes to the information on this page. The amended information will apply from the date it is posted on the site and will govern the way in which we collect and use personal information from then on.