Privacy Policy

At Tayside Children with Cancer or Leukaemia ("TCCL")/Tayside Children with Cancer or Leukaemia Lodge ("TCCL Lodge"), we're committed to protecting and respecting your privacy.

TCCL is a registered charity (No. SCO23977). The registered address is 25 Crathes Way, Balgillo Park Broughty Ferry, Dundee, DD5 3BY.

Our associated charity TCCL Lodge runs a holiday home in St Andrews where families can enjoy up to a one-week break. TCCL Lodge is a registered charity (No. SCO43006) and company limited by guarantee (No. SC418798). The registered address is 25 Crathes Way, Balgillo Park Broughty Ferry, Dundee, DD5 3BY.

This privacy policy explains how TCCL and TCCL Lodge, ("we", "us" or "our"), collect personal information from people who visit our website ("the Policy"). This Policy explains how we process personal information, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you are happy with any changes. This Policy was last updated in May 2018 By using our website, you are agreeing to the terms of this Policy.

Who are we?

We are charities which are dedicated to helping families who have a child suffering from Cancer or Leukaemia in Tayside or North East Fife.

We are data controllers and are responsible for your personal information.

Any questions regarding this Policy and our privacy practices should be sent by email to john@tccl.org.uk or by writing to TCCL (GDPR Query), c/o 25 Crathes Way, Balgillo Park Broughty Ferry, Dundee, DD5 3BY. Alternatively, you can telephone 07894 129257.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

How do we collect personal information from you?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include information where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal information about you. The personal information we collect might include your name, date of birth, address, email address and contact details.

We obtain your personal information when you (i) use our website;(ii) contact us about our services; (iii) make a donation; (iv) make a booking at our TCCL Lodge; or (v) register to receive one of our infrequent newsletters.

When making a booking at our TCCL Lodge, we collect personal information relating to you and any person accompanying you during your stay. This includes special category data. Special category data relates to details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health and genetic and biometric data. The special category data we collect includes details regarding children’s diagnosis, treatment and medical practitioners.

We collect this information as we have a legitimate interest: (i) to be aware of all individuals staying at the TCCL Lodge; and (ii) to instruct local medical services, should their assistance be required during your stay. By providing personal information to us about your child, you are consenting on their behalf as a parent or guardian to our processing of this information.

The following third parties will collect information from you:

  • if you make a donation online your bank card information is not held by us, it is collected by our third-party payment processors, BT MyDonate, who specialise in the secure online capture and processing of credit/debit card transactions. Please see BT MyDonate's privacy policy for further information regarding the processing of this information.

  • if you make a donation to us directly and wish us to claim Gift Aid, your personal information will be passed to HMRC through a Gift Aid Declaration to enable us to do this

What happens if you fail to provide personal information?

Where we need to collect personal information by law, or under the terms of a contract we have with you and you fail to provide that information when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to complete your booking). In this case, we may have to cancel the contract but we will notify you before doing so.

How is your personal information used?

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  • where we need to perform the contract we are about to enter into or have entered into with you;

  • where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;

  • where we need to comply with a legal or regulatory obligation.

We may use your information to:

  • process a donation / Collect Gift Aid on a donation that you have made;

  • allow us to provide support to you;

  • notify you of changes to our services that we can offer;

  • book a slot at TCCL Lodge;

  • process a grant application.

How is your personal information stored?

We take steps to ensure that your personal information is stored securely through appropriate physical, electronic and managerial measures. This helps to protect your personal information from loss, misuse, unauthorised access, modification or disclosure.

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

Please note, though, that the internet is not a completely secure environment and we cannot guarantee the security of information sent to us electronically, so any transmission is at your own risk. Once we receive your information, we make our best effort to ensure its safe storage, either electronically or in hard copy.

How long will we store your personal information?

We will only hold your personal information on our systems for as long as is necessary for the relevant activity that your personal information is collected for, including for the purposes of satisfying any legal, accounting or reporting requirements.

For example, we will retain:

  • holiday bookings information for up to six years;

  • event participation information for up to three years;

  • communications preferences for up to five years;

  • Gift Aid details for up to seven years

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

Who has access to your personal information?

We will not:

  • (i) sell or rent your information to third parties; and

  • (ii) share your information with third parties for marketing purposes.

We will disclose your information to third parties if you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

When using our secure online donation pages, your donation is processed by a third-party payment processor, BT MyDonate, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding these transactions, please contact us.

We may share donation and gift aid information with our bankers, payment services providers, accountants and HM Revenue & Customs in order to provide banking / payment services and prepare our financial accounts and statutory annual returns.

Can you withdraw your consent?

You have a choice about whether or not you wish to receive information from us. If you want to receive infrequent newsletter communications from us about the work we do, then you can opt in to this service by providing your email via the sign-up link on our website.

We will not contact you for marketing purposes by post, email, phone or text message unless you have given your prior consent. You can change your preferences and withdraw consent at any time by contacting us by email: john@tccl.org.uk.

How can you access (and update) your personal information?

The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of your other information that is inaccurate or out of date, please email us at: john@tccl.org.uk or writing to TCCL (GDPR Query), c/o 25 Crathes Way, Balgillo Park Broughty Ferry, Dundee, DD5 3BY. Alternatively, you can telephone 07894 129257.

You have the right to ask for a copy of the information we hold about you.

Use of cookies

Like many other websites, this website uses cookies. Cookies are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit.

They are designed to hold data specific to a particular individual and website, and can be accessed either by the web server or your computer. This allows the server to deliver a page tailored to a particular user, or the page itself can contain some script which is aware of the data in the cookie and so is able to carry information from one visit to the website (or related site) to the next.

Cookies collect statistical data about your browsing actions and patterns but do not identify you as an individual. For example, we use cookies to store your country preference.

It is possible to switch off cookies that are not “strictly necessary” (i.e. those that are essential for the operation of out website) by setting your browser preferences. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Links to other websites

Our website contains links to other websites run by other organisations. By clicking on those links or enabling those connections you may allow third parties to collect or share information about you

This Policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We do not control these third-party websites and cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

Transferring your personal information outside the EEA

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area ("EEA").

By way of example, this may happen if any of our servers are from time to time located in a country outside of the EEA. If we transfer your information outside of the EEA, we will take steps to ensure that appropriate security measures are taken.

Whenever we transfer your personal information out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • we will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information by the European Commissioner;

  • where we use certain service providers, we may use specific contracts approved by the European Commission which give personal information the same protection it has in Europe;

  • where we use providers based in the US, we may transfer information to them if they are part of the Privacy Shield which requires them to provide similar protection to personal information shared between the Europe and the US; and

  • where we satisfy another basis in data protection laws to transfer your personal information in this manner.

We aim to ensure that your privacy rights continue to be protected as outlined in this Policy.

Please contact us if you would like further information on the specific mechanism used by us when transferring your personal information out of the EEA.

What are your rights?

Under certain circumstances, you have following rights in relation to your personal information:

  • if we are relying on your consent, you can withdraw your consent at any time, at which point we shall stop processing your personal information in that way. Please note this does not affect the legality of our processing up to the date of your withdrawal of consent;

  • you can seek to restrict our processing of your personal information. This enables you to ask us to suspend the processing of your personal information in the following scenarios: (a) if you want us to establish the accuracy of the information; (b) where our use of the information is unlawful but you do not want us to erase it; (c) where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it;

  • you have the right to object to us processing your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms;

  • in certain circumstances you have the right to ask us to provide you with your personal information in a structured, commonly used and machine-readable format to allow you (or us on your behalf) to transmit this information to another party. More information can be found at https://ico.org.uk; and

  • in certain circumstances you have the right to ask us to erase the personal information we hold about you. Such circumstances include (a) where we no longer need your personal information for the purposes set out above; (b) if you withdraw your consent to our processing; (c) if you object to our processing based on our legitimate interest and we have no overriding legitimate grounds to continue processing your personal information; (d) if we process the information unlawfully; or (e) where the personal information has to be erased to comply with legal obligation to which we are subject. We will consider any such request in line with GDPR. Please note this is not an absolute right and there may be circumstances where we choose not to delete all of the personal information we hold about you. More information about your right of erasure can be found at https://ico.org.uk.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Annex

Service Providers

Note: this list is current as at the date of this Policy and will be reviewed whenever the Policy is updated.

Event and donations administrators

  • The Kiltwalk, Mercantile Chambers, 53 Bothwell St, Glasgow G2 6TS

  • BT MyDonate, 81 Newgate Street London EC1A 7AJ

  • PAYPAL (UK) Ltd, 5 New Street Square, London, EC4A 3TW

Accountants

  • Four-M Accountants, 41 Dundee Rd W, Dundee DD5 1NB

Website and Email hosting service provider

  • MTC Media, 35, Shed 26, City Quay Bridge, Dundee DD1 3JA