Privacy Policy

The Oli Hilsdon Foundation is committed to protecting your privacy.

This policy is made in light of the requirements of the General Data Protection Regulations (GDPR) in order to alert users to The Oli Hilsdon Foundation’s data processing practices which will govern the processing of your data.

What information do we collect and why?

We will obtain personal information from you when you enquire about our activities, register with us, fundraise for us, make a donation to us or otherwise provide us with personal information. We may also receive information about you from third parties, for example from one of your family members, friends or colleagues, who wants to tell you about The Oli Hilsdon Foundation or our website.

The types of information collected might include names, date of birth, e-mail address, postal address, telephone number, mobile phone number and credit/debit card details. We may also ask you about your experience of brain tumours, or your reason for fundraising or donating, but if we do, we will seek your specific consent, and give you specific additional information about our proposed use of that data at the point where we ask for it.

If you donate or fundraise for us, you can opt to join our mailing list if you wish to receive news or updates about our charity.

If we ask you to provide us with sensitive personal data, we will seek your specific consent, and give you specific additional information about our proposed use of that data at the point where we ask for it.

What do we do with the information?

We will use the information you provide to:

fulfil your requests – such as applications to participate in fundraising events and provision of information
process sales transactions, donations, or other payments and verify financial transactions
handle orders, deliver products and communicate with you about orders
provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our pages for individual users
record any contact we have with you
prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf
to carry out research on the demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them and to enable us to improve our services and support. This research may be carried out internally by our employees or we may ask another company to do this work for us. We never sell or share your information to other organisations to use for their own purposes
communicate with our supporters
if you have agreed to it, provide you with information that we think may be of interest to you.

Sharing your information

We will only share your information if:

We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court.
We believe it is necessary to protect or defend our rights, property or the personal safety of our people or visitors to our premises or websites.
We are working with a carefully-selected partner that is carrying out work on our behalf. These partners may include mailing houses, marketing agencies, IT specialists and research firms. The kind of work we may ask them to do includes processing, packaging, mailing and delivering purchases, answering questions about products or services, sending postal mail, emails and text messages, carrying out research or analysis and processing card payments. We only choose partners we can trust.We will only pass personal data to them if they have signed a contract that requires them to:

abide by the requirements of the Data Protection Act
treat your information securely and carefully
only use the information for the purposes it was supplied (and not for their own purposes or the purposes of any other organisation)
allow us to carry out checks to ensure they are doing all these things

Storing your information

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. For example, only authorised personnel are allowed to access user information. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.

Retaining your information – data retention policy

If you opt in to receiving marketing communications from The Oli Hilsdon Foundation under our privacy policy, you will be on our marketing communications mailing list for a maximum of five years (henceforth “your period of marketing contact”) unless you opt out during this time.

Within this five-year period of marketing contact, if you take proactive action to support the charity, the period of contact will be automatically renewed. Pro-active action is defined as making a donation (including a donation in kind) or undertaking an act of fundraising.

You will be notified when your period of marketing contact is coming to an end. You will be given the option to opt in to a further period of marketing contact.

We will continue to retain data for a period no longer than 10 years beyond the expiry of the final period of marketing contact save as may be required by law.

Website cookies policy

We use cookies to provide accurate monitoring reports to help us understand our users’ interests and preferences, therefore ensuring that our website is as user friendly as possible.

Our website uses Google Analytics, a service provided by Google Inc that uses cookies to help the website analyse how users use this site. The cookies will generate information about your use of the website, and this along with your IP address will be stored on servers in the United States by Google Inc. This information is retained for the purposes of evaluating and compiling reports on website activity and for other services relating to internet usage. This information may be transferred to third parties by Google Inc where required to do so by law, or where such third parties process the information on their behalf. Your IP address will not be associated with any other data held by Google Inc.

If you do not agree to the processing of data about you by Google Inc in the manner and for the purposes set out above, you can select ‘disable cookies’ on your browser.

Your rights

By providing us with your personal data, you consent to the collection and use of any information you provide in accordance with the above purposes and this privacy statement. You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected.

If you want to exercise these rights or update your personal details, please contact us at Bittlesea Farm, Chippenham, Wiltshire, SN15 4EW or email info@olihilsdonfoundation.org

We reserve the right to amend this privacy statement. If we do so, we will post notice of the change on the news page of our website and you will be deemed to have accepted such changes.

August 2019