James Hopkins Trust is committed to protecting your privacy.
This policy explains how we collect and use the personal information you provide to us whether online or via phone, mobile, e-mail, letter or other correspondence.
By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy.
The links below can be used to navigate your way around this policy:
- Who are we?
- Data Protection Act
- What personal information do we collect?
- Why do we collect and how do we use your information?
- Information sharing and disclosure
- The accuracy of your Information
- Under 16s
- Vulnerable circumstances policy
- Storing your Information
- Changes to the policy
- Your rights and how to unsubscribe
- Privacy queries
Who we are?
James Hopkins Trust (JHT) raises money to provide care for babies and children up to the age of 5 who have a life limiting or life threatening condition while supporting their families. We are a registered charity in England and Wales. Registered charity number 1000870.
Data Protection Act
In carrying out our day to day activities we process and store personal information relating to our supporters and we are therefore required to adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.
What personal information do we collect?
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, 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, registering for a publication), make a donation to us, register for an event, engage with our social media or message boards, order products and services (such as publications and email newsletters), or otherwise give us personal information .
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 may collect health information if you tell us about your experiences (for example, if you act as a case study for us); however, we will make it clear to you when collecting this information as to what we are collecting and why.
Why do we collect and how do we use your information?
We may collect your personal information for a number of reasons, such as:
- to provide you with the services, products or information you have requested;
• to process any donation(s) we may receive from you;
• to ask you to help us raise money or donate money to our charity.
• to provide you with information about our work or our activities, that you have asked to receive;
• to invite you to participate in surveys or research;
• for administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for;
• for internal record keeping, such as the management of feedback or complaints;
• to analyse and improve the services we offer;
• where it is required or authorised by law; and
• assessing your personal information for the purposes of credit risk reduction or fraud prevention (regrettably some people target charities for illegal purposes such as money laundering and, quite rightly, we are required to monitor financial activity and report suspected fraud to the appropriate authorities).
We may contact you for marketing purposes by mail, e-mail, telephone, mobile telephone, text or social messaging; in some cases, this will require getting your permission. We may also send you service communications via e-mail, text or social posting, for example where you have made a donation by text.
It is your choice on the type of communications and information you receive about our charity and the ways in which you can get involved. You can change your mind at any time by contacting our Administration Team at Kites Corner, North Upton Lane, Barnwood Gloucester GL4 3TR or on 01452 612 216 or by email at firstname.lastname@example.org
We will not use your information for marketing purposes if you have asked us not to
Information sharing and disclosure
We will not sell or swap your information with any third party.
We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.
We do not share your information for any other purposes.
The accuracy of your information
We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.
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.
Vulnerable circumstances policy
We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors 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.
Storing your information
We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.
Changes to the policy
We will regularly review and update this Privacy and Data Protection Statement and will update, modify, add or remove sections at our discretion. Any changes will be notified to you either via e-mail or through an announcement on our website and your continued use of our website, any of our services and/or the continued provision of personal information after we have posted the changes to these terms will be taken to mean you are in agreement with those changes.
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
James Hopkins Trust
North Upton Lane
Tel: 01452 612216
If you have any questions or queries about this Privacy and Data Protection Statement, please contact the Trust Manager using the above address and contact details.