Privacy Policy
Privacy, Data Protection and Cookies Statement
This statement explains how Nelson’s Journey (the ‘data controller’) will collect and use personal information that 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, you are agreeing to your information being used and disclosed in the ways described in this statement. This statement (together with any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Nelson’s Journey is a charity registered in England and Wales (a Charitable Incorporated Organisation; Registered Charity 1170605). We are based at: Nelson’s Journey, Bradbury Building – Smiles House, Octagon Business Park, Hospital Lane, Little Plumstead, Norfolk NR13 5FH.
You can contact us with any queries about this statement by writing to us at the above address, or by sending an email to enquiries@nelsonsjourney.org.uk
This statement may be changed from time to time, and it was last updated on 17 May 2018. Please check this page regularly for any updates.
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, photographs, and whether you are a UK tax payer so that we can claim Gift Aid. We may also collect details of your visits to our website, for example your location data (IP address), and the pages and resources that you access.
We will collect information that we need to deliver a service, product or information to you. In the case of receiving a referral to support a child or young person, this will include information around the circumstances of a bereavement.
When do we collect your information?
We collect personal information about you when you interact with us directly, for example: when you ask about our activities, make a referral for our services, register with us for an online service, make a donation to us, register for or attend an event, engage with us on social media, order products and services (including registering for email newsletters), apply for a job or volunteering opportunity, or otherwise give us personal information.
We will request personal information when someone makes a referral for our services. We will ask for details about individuals’ experiences and circumstances, which is information that we require in order to understand a child or young person’s bereavement needs and to respond to requests for support.
We collect information when you interact with us through third parties. This could be if you provide a donation through a third party such as Virgin Money Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.
We encourage professionals working with bereaved children and young people to contact us if they have any concerns. We ask professionals to ensure that they have family consent before they share their personal information with us.
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 products or downloadable documents 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.
Smartphone App: Smiles & Tears
Data collected through our Smartphone app, Smiles & Tears, is stored in an encrypted format on a secure server. Data entered into the app and personal information will not be accessed or used by Nelson’s Journey or any other party.
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 process and send out any items you have ordered through our shop;
- to ask you to help us raise money or donate money to our charity when you have asked to receive this information;
- to provide you with information about our work or our activities, that you have asked to receive;
- 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 keep a record of your relationship with us;
- to analyse and improve the services we offer;
- to understand how visitors make use of our website;
- where it is required by law
We may contact you for marketing purposes by e-mail for marketing purposes if you have given consent for us to, and you can change your mind at any time by contacting us. We may also send you service communications via e-mail, text or social posting, for example where you place an order for goods or requested services, or if you have made a donation by text.
To comply with our obligations as a charity, we must take reasonable and appropriate steps to know who our donors are, particularly where significant sums are being donated. This means that we may conduct research, including accessing information which is already publicly available, on prospective donors, partners or volunteers to ensure it would be right for us to accept support whether that is from an individual or organisation. Any information we do collect for this purpose will only consist of what is necessary for us to meet these requirements and will be processed in line with your rights.
Legal basis for processing personal data
In some cases, we will use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have placed an order on our website).
We may also process your personal information through ‘legitimate interests’, where we have identified that we need to process your information to achieve an identified interest, and by taking into account your rights and interests. We will not process your personal information if we feel that there is an imbalance, and we will give particular consideration to the interests and fundamental rights of children.
Some examples of where we have a legitimate interest to process your personal information are for improving our services, for our legal purposes, for dealing with complaints, or for complying with guidance from the Charity Commission.
Payments and donations
Payments and donations made through our website are processed on our behalf by third parties. If you use your credit or debit card to buy something or to pay online, these payments will be processed through PayPal Services. If you make a donation through our website, this will be processed through Virgin Money Giving. Text message donations are processed through JustGiving.
Information sharing and disclosure
We will not sell your information to any third party for their marketing purposes.
We may share your information with trusted organisations that work with us in connection with our charitable purposes and the delivery of services; and other entities that act as fundraisers for us, sell our products, or provide information and marketing tools such as Mailchimp (subject to your communication preferences and our internal policies and procedures). All our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate controls are in place and we regularly monitor all our partners to ensure their compliance.
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 the rights, property, or safety of Nelson’s Journey, our staff, service users, or others.
If we have a safeguarding or child protection concern about a child, then personal information may be shared with other agencies, such as the Police or Children’s Services.
If Nelson’s Journey or its assets are acquired by a third party, then personal data held by us will be one of the transferred assets.
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.
Under 16s
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.
Storing your information
Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area. This may occur if, for example, one of our trusted partner’s servers are located in a country outside the EU. These countries may not have similar data protection laws to the UK however, we will take steps with the aim of ensuring your privacy continues to be protected as outlined in this privacy policy.
How long will we keep your information?
We will not keep your information for longer than is reasonable and 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.
Job and volunteering applications, and former staff and volunteer records
If you apply to work as either as an employee or volunteer, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose your information to someone outside Nelson’s Journey, for example if we need a reference, or if we need to get a ‘disclosure’ from the Disclosure and Barring Service (DBS), then we will tell you beforehand, unless we are required to disclose this information by law.
If you are unsuccessful in a job application, we will hold your personal information for 6 months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information.
If you begin employment with us, or become a volunteer, we will put together a file about your employment/volunteering. We keep the information in this file secure, and will only use it for matters that apply directly to your work. Once you stop working for us, we will keep this file according to our record retention guidelines.
If you apply for a job or volunteering opportunity, we will collect information so we can assess your suitability for the role.
Our website
Our website uses cookies to improve functionality for the user, and to track information about how people are using it.
We cannot guarantee the security of any information you transmit to us electronically, but we will enforce strict procedures and security features to protect your information and prevent unauthorised access.
Our website contains links to other websites belonging to third parties and we participate in social networking sites including but not limited to YouTube, Twitter and Facebook. We may also include content from sites such as these on our website. However, we do not have any control over the privacy practices of these other sites. You should make sure when you leave our site that you have read and understood that site’s privacy policy in addition to our own.
Cookies
A cookie is a small file that may be placed on your computer or mobile device when you access our website. Cookies allow us to distinguish you from other users of the website, helping us to provide you with a good experience (for example when using our online shop) and allow us to improve our site. Cookies will tell us whether you have visited our site before or whether you are a new visitor. The information that we collect and share through Cookies is anonymous and does not personally identify you. It does not contain your name, address, telephone number, or email address.
Some of our pages contain embedded content such as YouTube video, Twitter feed, Facebook likes, and you may receive cookies delivered from these websites. Nelson’s Journey does not govern the publication of third-party cookies. To understand more about their cookies and privacy statements, please visit the relevant sites.
Your rights
If you wish to find out more about these rights, or obtain a copy of the information we hold about you, please contact Nelson’s Journey at enquiries@nelsonsjourney.org.uk
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.
Complaints
If you have any questions or concerns about this privacy policy and our privacy practices or if you wish to file a complaint, please contact us by emailing enquiries@nelsonsjourney.org.uk or by calling 01603 431788.
You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that causes you concern. You can do so by calling the ICO helpline on 0303 123 1113 or via their website at ico.org.uk
Contact Us
Nelson’s Journey, Bradbury Building - Smiles House, Octagon Business Park, Hospital Road, Little Plumstead, Norwich, NR13 5FH
