Jamie’s Wish Trust Privacy Policy

We, Jamie’s Wish Trust, are committed to protecting your information and using it responsibly. This Privacy Policy explains why and how we collect and store your personal information, with whom we may share it, and your rights under the General Data Protection Regulation (GDPR).

Please read this Policy carefully. If you do not agree to this Policy, please do not submit any personal information to us.

For the purposes of GDPR, the data controller is Jamie’s Wish Trust, 3 Church Street, Littlehampton, West Sussex, BN17 5EL, Charity Registration Number 1171919.

What information do we collect and process?

We will only use your information where we have a legal basis and will always respect your rights. Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so. Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a way that is not intrusive and does not cause distress. We may also use your information because we have a legal obligation to do so or because we need to fulfil a contractual obligation. Some examples of what we mean by this include:
• You have given us your consent to use the information for a specified purpose, such as sending you our newsletter.
• We have a legal obligation to use your information, for example to claim Gift Aid.
• We need to use your information to fulfil a contract with you – such as providing an auction prize.
• We are using your information in pursuit of a legitimate interest, for example writing to you to tell you about our Wish Boxes and ask for your support in helping us grant future Wish Boxes.
Other reasons include:
• To pursue our charitable purpose to deliver our mission statement
• To raise vital funds for our work
• To ensure we meet our regulatory requirements as a charity
• To manage our ongoing relationship with our supporters and anyone we work with
• To manage our financial transactions and prevent fraud
We may collect the following personal information:
• Name, postal address, telephone number, email address of parents/guardian/Wish Box Referee and the child/young adult in the Wish Application,
• Further information about the child in the Wish Application such as their gender, date of birth, and their other family members, to help us in organising and delivering a Wish Box for the child, or for answering any enquiries and requests,
• Photographs and/or moving film images of parents/guardian and/or the child in the Wish Application but only with your consent for us to have these images/footage and usually you would send it directly to us,
• Photographs and moving film images of all Trustees, Staff, Volunteers, Visitors, Stall holders and general public at our events or in our head office,
CCTV footage inside and outside our head office,
• Name and contact information for anyone requesting to be on our newsletter mailing list, anyone joining our Gift Aid list, or for anyone who contacts Jamie’s Wish Trust by phone, email, in person or by post,
We may also collect and process the following sensitive personal information but only with your consent and provision:
• Medical details of the child/young adult in the Wish Application where needed to assess their eligibility for a Wish Box. This also includes assessing their needs, requirements and suitability for Wish Box contents (including but not limited to health records and information, details of current medication, diagnosis and treatment, equipment requirements, and mobility and/or disability requirements),
• Doctor and hospital details for the child/young adult in the Wish Application, and (where applicable) other related health professionals, such as community nurses and social workers. This is to contact them about the applicant’s eligibility for a Wish Box only.

What do we use this information for?

We collect your information only with your consent. We safely store, use and process personal information primarily to assist us in responding to, processing and fulfilling Wish Box Applications. We also use personal data for other purposes. This includes:
• Fulfilling Wish Applications and liaising with medical professionals and/or carers in respect of such activities,
• Processing and responding to applications, queries or requests,
• To provide you with information and support for any events, fundraising and campaigning activities or volunteering opportunities you sign up to,
• Distributing newsletters if you have signed up to receive them,
• Organising events and managing volunteers,
• Sending emails and/or letters to previous Wish Applications to update them on our work or fundraising activities,
• To process any donations you make, claim any relevant Gift Aid and maintain a record of your past or potential future financial contributions,
• To record our official charity documents (such as our Trust Deed) which is also registered with the government and the Charity Commission,
• To manage our staff systems (such as Payroll and HR documents) and recruitment of future staff and volunteers,
• Compliance with legal, regulatory and corporate governance obligations and good practice.

With whom do we share your information?

We may share your personal information with the organisations or types of organisations listed below:
• Doctor and hospital consultants you have provided in your Wish Box Application, and (where applicable) other related health professionals, such as community nurses and social workers. This is to contact them about the applicant’s eligibility for a Wish Box only.
• Streets Ahead, our website designer and host. This trusted operator can access our secure website at www.jamieswish.co.uk when required, to manage and update the website and make any changes or error fixes as necessary. Streets Ahead have signed a policy stating they will not copy or share any personal data they might see and will not disclose it to any other party.
• The government have a copy of our Trust Deed and Trustee personal data. We only supply them the minimum they require in order to meet all legal requirements as a registered charity.
• The Charity Commission hold Trustee, Volunteer and Staff personal data. We only supply them the minimum they require in order to meet all legal requirements as a registered charity.
• The Police may require CCTV footage taken from inside or outside of our head office to help solve a crime or provide evidence of a crime. They may also request any video footage taken at our events if required for a similar nature.
• Insurance companies may require CCTV footage taken from inside or outside of our head office to provide evidence to support a claim. They may also request any video footage taken at our events if required for a similar nature.
• Our accountant may require personnel data and finance records that could include financial transactions from donations of Gift Aid claims.
We also reserve the right to disclose some or all of your personal information to:
• Our auditors, lawyers or other professional advisers for any auditing, accounting or related business purposes, or in the enforcement, defence or settlement of any legal proceedings brought by or against us, but only if and to the extent such disclosure is strictly necessary for these purposes.

Where do we store and process your data?

We believe that we have taken all technical and organisational steps reasonably necessary to ensure that your personal information under our control is held securely and in accordance with GDPR law and this Policy. However please note that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of any information which is transmitted to us via the internet.

We take appropriate measures to ensure data is held confidentially and with integrity in our systems. Our staff are trained in the correct procedures for managing and handling data and our processes are regularly reviewed. Our systems hold data securely and we protect your data in a range of ways including secure servers, firewalls and encryptions. Data is held with restricted and password controlled access to information, which is stored safely on our systems.

Where we work with third parties who may provide us with data (for example Just Giving), or hold your data via a third party system, we ensure our suppliers are compliant with GDPR and have proper systems and processes in place to fulfil their legal and contractual obligations.

Cookies

Our website uses cookies only for Google Analytics purposes. This data does not identify you. You may disable cookies in your browser options.

Your rights

You are entitled to access any personal information we hold about you or the child you apply for a Wish Box for, respectively. You may contact us at any time to request a copy of your information at info@jamieswish.co.uk or by writing to us at:

Jamie’s Wish Trust
3 Church Street
Littlehampton
West Sussex
BN17 5EL

Where we use your personal information based on your prior consent, you can withdraw your consent at any time by contacting us.

If you have any complaints about how we handle your personal data, please contact us so we can resolve the issue, where possible. You have the right to lodge a complaint about any use of your information with the UK data protection regulator:

Information Commissioners Office
Wycliffe House
Water Lane
Wilslow
Cheshire
SK9 5AF

Updates to this Privacy Policy

We may update this policy to reflect changes in how we use your information. You may wish to check this policy each time you provide us with your information. This policy was last updated Last updated: 1st June 2018.

Contacting us

If you have any questions about this privacy policy and how we use your information you can contact us by writing to us at Jamie’s Wish Trust, 3 Church Street, Littlehampton, West Sussex, BN17 5EL. You can also get in touch by emailing us at info@jamieswish.co.uk or by calling us on 01903 368524.

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