Who we are

Our website address is: www.chartwellcancertrust.co.uk

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

What Data We Collect:
When you fill out our contact form, we collect the personal information you provide to us. This typically includes your: [1]
  • Name
  • Email address
  • Phone number (optional)
  • Message content (any details you choose to share regarding your inquiry)
Why We Collect This Data and Our Legal Basis:
We process this information to respond to your inquiries, provide requested quotes, or support you with customer service. The legal basis for processing this data is our legitimate interest in communicating with you and fulfilling your requests, or your consent when you actively submit the form. [1, 2, 3]
 
Data Storage and Retention:
Your submitted information is securely transmitted to our email system and/or database via an encrypted connection (SSL). We retain your contact form submissions only for as long as necessary to address your inquiry, after which the data is securely deleted or archived. [1, 2]
 

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

What personal data we collect and why we collect it
The Data We Collect About You
Personal data means any information that can identify an individual. We may collect, use, store and process the following types of personal data:
  • Identity Data – including your name, title, date of birth, photographs and, where relevant, details relating to children or beneficiaries. For certain checks (such as DBS applications), additional identification documents may be required.
  • Contact Data – including postal address, email address and telephone numbers.
  • Financial and Transaction Data – including payment details and records of donations, purchases, event bookings or services provided. Payment processing is usually carried out by trusted third-party providers.
  • Technical Data – including IP address, browser type, device information and website usage data collected through cookies and analytics tools.
  • Profile and Usage Data – including preferences, feedback, survey responses and information about how you interact with our website, services and communications.
  • Marketing and Communications Data – including your communication preferences and consent choices.
  • Communication Data – including correspondence by email, telephone, social media, online forms or in person.
  • Health and Support Data – where necessary to provide safe and appropriate support to beneficiaries, participants, volunteers or service users. This may include relevant medical, educational or accessibility information provided by you or, with permission, by appropriate professionals.
We may also collect anonymous or aggregated statistical information which does not identify individuals.
 
Children’s Data
As a children’s cancer charity, we may collect and process information relating to children and young people where it is necessary to provide our services, support programmes, activities or equipment. This may include identity, contact and relevant health information provided by parents, guardians or authorised professionals.
We only process children’s data where there is a lawful basis to do so, including consent, legitimate interests, safeguarding obligations, contractual requirements or compliance with legal obligations.
 
How We Collect Personal Data
We collect personal data in a number of ways, including:
  • When you contact us by phone, email, social media, online forms or in person.
  • When you make a donation, register for an event, apply for support, volunteer, subscribe to communications or access our services.
  • Through our website, cookies, analytics tools and social media platforms.
  • Through trusted third-party providers who help us manage donations, fundraising, events, payments, communications and website services.
  • Through CCTV systems where these are in operation for security and safeguarding purposes.
  • From publicly available sources where appropriate, such as Companies House, the Charity Commission or professional networking platforms.
We retain personal information only for as long as necessary for the purposes for which it was collected and in accordance with our legal and regulatory obligations.
How We Use Your Information
We use personal information to:
  • Deliver support, services and resources to beneficiaries and their families.
  • Process donations, fundraising activities, event registrations and purchases.
  • Communicate with supporters, volunteers, beneficiaries and partners about our work, events and opportunities.
  • Manage our relationships with donors, supporters, volunteers and service users.
  • Improve our website, services and communications.
  • Comply with legal, regulatory and safeguarding obligations.
Sharing Your Information
We will never sell or rent your personal information to third parties.
We may share your information with carefully selected third-party service providers who help us operate the Trust and deliver our services. These may include providers of website hosting, customer relationship management, fundraising platforms, payment processing, event management, communication services, cloud storage and secure data management systems.
 
We may also disclose information where required to comply with legal obligations, safeguarding responsibilities, regulatory requirements, or to protect the rights, safety and wellbeing of our beneficiaries, supporters, staff, volunteers and the wider public.
 
All third-party providers are required to process personal data securely, only for authorised purposes, and in accordance with applicable data protection legislation.
 
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including providing services, managing relationships with beneficiaries and supporters, meeting safeguarding responsibilities, and complying with legal, regulatory, accounting and reporting requirements.
 
Retention periods vary depending on the type of information and the purpose for which it is processed. When personal information is no longer required, it will be securely deleted, destroyed or anonymised.
 
Your Rights
Under UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to:
  • Request access to the personal information we hold about you.
  • Request correction of inaccurate or incomplete information.
  • Request the deletion of your personal information where appropriate.
  • Request the restriction of processing in certain circumstances.
  • Object to the processing of your personal information.
  • Request the transfer of your personal information to another organisation where applicable.
  • Withdraw your consent at any time where processing is based on consent.
Updating Your Information
If you would like to access, update or correct any personal information we hold about you, please contact us at info@chartwellcancertrust.co.uk. We will respond to your request without delay and within one calendar month.
 
Deleting Your Information
If you would like us to delete the personal information we hold about you, please contact us at info@chartwellcancertrust.co.uk. We will respond to your request without delay and within one calendar month.
 
Please note that in some circumstances we may be required to retain certain information to comply with legal, regulatory, safeguarding or financial obligations. For example, financial and transactional records are generally retained for a minimum of six years following the end of the relevant financial year.
 
Complaints and Concerns
We are committed to ensuring that children and young people are able to exercise their privacy rights. Requests, concerns or complaints may be made directly by a child or young person where they have the capacity to do so, or by a parent, guardian or authorised representative acting on their behalf.
 
If you have any concerns about how we use your personal information, please contact us in the first instance so that we can try to resolve the issue:
 
How to Raise a Data Protection Complaint
If you have any questions, concerns, or complaints about how we handle your personal data, you have a statutory right to lodge a formal complaint directly with us.
To submit a complaint, please contact our data team at:
  • Email:  info@chartwellcancertrust.co.uk
  • Postal Address: Highclere House, 180 Main Road, Biggin Hill, Westerham TN16 3BB
  • Mark for the attention of: Data Protection Officer / Privacy Lead
Our Complaints Handling Process
  • Acknowledgement: We will formally acknowledge receipt of your complaint within 30 days.
  • Investigation: We will investigate your concerns and provide a full, detailed outcome response without undue delay.
  • Escalation: If you remain unsatisfied with our response, or if we fail to respond, you have the right to escalate your complaint to the Information Commissioner’s Office (ICO). You can contact the ICO via their website at www.ico.org.uk.