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Privacy policy

This policy provides information on how we as an organisation collect and use your personal data when you engage with us, whether that is through your use of our website, as a beneficiary of our services, raising funds on our behalf, sign up to our newsletters, attend any of our events or volunteer on our behalf.

Controller

  1. Latch Welsh Children’s Cancer Charity (“Latch,” “we,” “our,” “us”) is the controller and is responsible for your personal data. Our trustees are responsible for ensuring that our charity complies with the law and regulatory requirements, including data protection legislation. However, day to day compliance with data protection law is delegated to our Data Protection Lead (“DPL”), namely our Head of Operations. If you have any questions about this privacy notice and policy or our data protection practices, please contact the Head of Operations.

CONTACT DETAILS

Full name of legal entity: Latch Welsh Children’s Cancer Charity

Title of Data Protection Lead: Head of Operations

Email address: fundraising@LATCHwales.org

Postal address: Latch Wales Children’s Cancer Charity, Children’s Hospital for Wales, Heath Park, Cardiff, CF14 4XW.

Telephone number: 029 2184 8868

The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified. 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, any previous names, marital status, title, date of birth and gender. In relation to our beneficiaries (the children and families we support), it also includes details about their family unit.
  • Contact Data includes postal address, billing address, email address and telephone numbers.
  • Donations/Sponsorship Data includes details of funds donated/raised, gift aid status, events supported, reasons for supporting Latch, details of any connection to Latch beneficiaries.
  • Beneficiary Financial Data includes bank account, income, benefit status, details of grants, benefits and other financial support applied for and received (including applications for that support).
  • Supporter Financial Data includes bank account, UK taxpayer information for gift aid status and payment card details of those who donate to us (either directly or through sponsorship of a fundraiser) or who fundraise on our behalf.
  • Support Data includes details of the care, social and financial support provided to our beneficiaries.
  • Transaction Data includes details about payments to and from you, details of products and any other merchandise you have purchased from us.
  • Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access our website.
  • Usage Data includes information about how you interact with us, which of our fundraising events and activities you have taken part in and use of our website.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
  • CCTV Data which is in use at our specialist accommodation for beneficiaries within the University Hospital of Wales (Hospital).
  • Image Data (including ‘Your Story’) which includes video or photographic images for use on our website, social media platforms, promotional literature and for press releases.

We may also collect, use, and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

Special types of personal data

We may also collect and use special categories of personal data which are types of personal data consisting of information as to:

  • your racial or ethnic origin;
  • your political opinions;
  • your religious or philosophical beliefs;
  • your genetic or biometric data;
  • your health;
  • your sex life and sexual orientation; and
  • any criminal convictions and offences.

These special categories of sensitive personal data need more protection; we will not use this type of personal data without a justified reason.

How is your personal data collected?

We use different methods to collect data from and about you including through:

DIRECTLY

  • Your interactions with us. You may give us your personal data by filling in online contact forms, corresponding with us by post, phone, email or otherwise, when you submit sponsorship forms, make a donation or purchase our merchandise.
  • Your interactions with our support services. If you access any of our services, you may also give us this data when you meet and work and correspond with our social work support staff (this includes, face to face meetings, phone, email, messaging services such as WhatsApp.  However, we will not share this information with other organisations without your consent, such as a referral to another organisation providing financial support or to another charity or third-party service provider providing financial support or special treats.

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.  Please see our cookie policy for further details.

INDIRECTLY

  • Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
  • Cardiff and Vale Health Board (Hospital) may provide us with information about you if you access any of our services.
  • Other charitable organisations providing support to you if you use our services, such as Young Lives Vs Cancer.
  • Government departments such as those which provide social or financial (including benefits) support to those of you who use our services.
  • Local authorities or social services.
  • Publicly available sources such as Companies House and the electoral register.
  • Disclosure Barring Service (DBS).
  • Third Party fundraising websites such as JustGiving.
  • Providers of payment services such as PayPal.
  • Event hosting platforms such as Eventbrite.
  • Independent event organisers such as Run 4 Wales and Front Runner Events.
  • Social media channels such as Facebook, X (formerly twitter), Instagram and LinkedIn.
  • Fundraising forms where you have provided sponsorship to a fundraiser supporting us.
  • Family members of friends who contact us on your behalf to receive our support.

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Performance of a contract with you: Where we need to process your personal data as part of an agreement you have with us. For example, if you work for us, volunteer with us or if you buy something from our online merchandise store.
  • Legitimate interests: We may use your personal data where it is necessary to pursue our charitable interests and pursue our legitimate interests, for example to support our children undergoing cancer treatment and their families. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). Some examples of activities we do where we use legitimate interests as a reason are:
    • Sending direct marketing by post.
    • Research to improve the services we offer.
    • Using CCTV in the Hospital accommodation for monitoring and security reasons.
    • Handling any queries or complaints.
    • Safeguarding the children and young people and families we support.
  • Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to such as fraud detection checks on any donors and providing your data to HMRC if you have agreed to allow us to claim Gift Aid on your behalf.
  • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example to share your personal data with third parties we work with to provide our beneficiaries with support, the use of your images or if you subscribe to an email newsletter.
  • Vital Interests: We may rely on this if there is an urgent risk to your health, safety, or wellbeing, for example, we are concerned about your health and safety at one of our events or we are concerned that a child in our care or one of their siblings’ immediate wellbeing may be at risk.

Purposes for which we will use your personal data 

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data.

Purpose/Use

Data

To provide support services to children and their families, such as multi-disciplinary medical, emotional, and social support between Latch and the Hospital, financial support and assistance, provision of treats for children and their families

  • Identity
  • Contact
  • Beneficiary financial data
  • Special category data
  • Support
  • Marketing and communications

To protect staff,  beneficiaries, volunteers and other users using the Latch accommodation at the Hospital through the use of CCTV

CCTV

To provide safeguarding for the children and their siblings we support if we have a concern about their welfare

  • Identity
  • Special category data
  • Support
  • To protect the health and wellbeing of attendees at any our events
  • Identity

To respond to any queries, you may contact us about, such as the support we can offer, how you can get involved, details of fundraising activities and events or requests for fundraising materials

  • Identity
  • Contact
  • Usage
  • Marketing and communications

To process any donations you make, including fraud detection checks, and to maintain a record of your financial contributions to us

  • Identity
  • Contact
  • Donations/Sponsorship
  • Supporter financial
  • Usage
  • Marketing and communications
  • To making a decision about your appointment as a volunteer
  • Identity
  • Contact

Special category data (DBS checks maybe required to determine your suitability to be appointed to certain volunteer roles in order to protect the children we work with)

To manage your relationship as a volunteer with us

  • Identity
  • Contact
  • Special category data (DBS checks maybe required to determine your suitability to be appointed to certain volunteer roles in order to protect the children we work with)

To process any merchandise, you purchase from us

  • Identity
  • Contact
  • Supporter financial
  • Transaction

To process details of any fundraising activities you participate in

  • Identity
  • Contact
  • Donations/Sponsorship
  • Supporter financial
  • Usage
  • Marketing and communications

To comply with a legal obligation, such as claiming Gift Aid on a donation

  • Identity
  • Contact
  • Donations/Sponsorship
  • Supporter financial

To send you marketing information, our newsletter and details of any campaigns or events which may be of interest to you

  • Contact
  • Marketing and communications

To target our digital and social media marketing more effectively to potential donors and beneficiaries

  • Marketing and communications
  • Technical
  • Usage

To improve our fundraising activities and services we provide to beneficiaries 

  • Donations/Sponsorship
  • Support
  • Usage
  • Image

To meet our own legitimate interests, such as fundraising and, internal record keeping

  • Donations/Sponsorship
  • Support
  • Transaction
  • Usage
  • Image

To manage our relationship with you which will include notifying you about changes to our terms or privacy policy

  • Identity
  • Contact
  • Marketing and communications
  • Your Story

Where you have given us information about your experience or about your child’s and your family’s experience of cancer or leukaemia, including through a sponsorship form, survey, focus group, questionnaire, or when we are talking to you by phone or email, we may wish to hold that information in order to, for example, to better understand the issues that are important to our beneficiaries or supporters, as this can help shape our communications and activities. We may use this information for our own legitimate interests in our internal communications, in order to promote internally what we do or for example, in order to improve service delivery.

We may also use it in our communications including PR and media activity, digital and social media, campaigning, fundraising materials, and internal communications, to help us raise awareness of childhood cancer or leukaemia and the issues effecting the family as they face this tough journey together and the support that we can provide to those families.

We will explain what the information will be used for and whether it will be held anonymously or not at the time we collect it. If the information will be held in a way that could be connected to you personally, we will ask your consent to store and use what you tell us.

If a suitable opportunity arises for us to use the information you have given us as part of our wider PR and marketing activities, we will contact you to discuss the use of your story in further detail. We will fully explain how we would like to use your information outside of the organisation, so that we may obtain your fully informed consent.

Direct marketing 

You will receive marketing communications from us if you have requested information from us, purchased merchandise from us, donated to us or signed up to attend one of our fundraising events and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical and Usage Data to form a view which products, fundraising activities and events may be of interest to you so that we can then send you relevant marketing communications. 

Third-party marketing 

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes. 

Opting out of marketing 

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us using the details set out under ‘Contact Details’ on page 1 of this policy. 

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order or event confirmations, updates to our terms and conditions or privacy policy, checking that your contact details are correct.

Cookies

For more information about the cookies, we use and how to change your cookie preferences, please see 

Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table above:

  • Organisations for fraud detection and protection
  • Local authorities, social services, DBS, or other agencies such as a child’s school or the police where we have safeguarding concerns
  • The Hospital, in order to provide our beneficiaries with our support services.  The Hospital is a controller of the personal data we share with them so please refer to the Hospital’s privacy policy for details about they will process the personal data we share with them.
  • External service providers to provide additional support such as financial assistance and the provisions of treats such as a holiday or other fun activities for our beneficiaries. Please refer to the service provider’s privacy policy for details about they will process the personal data we share with them.
  • We also use suppliers known as ‘data processors’ to process your personal information on our behalf, such as:
    • PayPal
    • Stripe
    • JustGiving
    • MailChimp
    • Beacon CRM
    • Eventbrite
    • Cloudflare
    • YouTube
  • Third parties to whom we may choose to transfer or merge parts of our charitable business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.
  • We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
  • We do not allow our third-party data processor providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place: 

  • We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data; or
  • We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. 

Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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

In some circumstances you can ask us to delete your data: see paragraph 8 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your legal rights

You have a number of rights under data protection laws in relation to your personal data. 

You have the right to:

  • Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING in paragraph 3 for details of how to object to receiving direct marketing communications).
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
  • If you want us to establish the data's accuracy;
  • Where our use of the data is unlawful, but you do not want us to erase it;
  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us see Contact details (paragraph 9).

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

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. 

Contact details

If you have any questions about this privacy policy or about the use of your personal data or want to exercise your privacy rights, please contact us in the following ways:

  • Email address: fundraising@latchwales.org
  • Postal address: Latch Wales Children’s Cancer Charity, Children’s Hospital for Wales, Heath Park, Cardiff, CF14 4XW
  • Telephone number: 029 2184 8858

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator 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.

Changes to the privacy policy and your duty to inform us of changes 

We keep our privacy policy under regular review. 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

Third-party links 

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.