This Privacy Policy applies to information we, the Cancer Treatment and Research Trust (CTRT), collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

We are a small local charity which supports cancer research that matters for patients at Mount Vernon, Hammersmith and Charing Cross Hospitals. Since its foundation in 1985 the CTRT has developed robust and trusted relationships with thousands of fundraisers, volunteers, supporters and researchers. Our use of this personal information allows us to make better decisions, fundraise more efficiently and communicate with our audience, to eventually achieve breakthrough results in cancer research.

1. Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Purpose	Data (key elements)	Basis
Enquiring about our organisation and its work	Name, email, message	Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect.
Direct marketing materials and news about our work	Name, email	Consent – you have given your active consent.
Making a donation	Name, email, address, payment information	Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.
Website functionality	Website activity collected through cookies	Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.

Your information may be shared with us by independent event organisers, for example, London Marathon Events Ltd or fundraising sites like Just Giving or Enthuse. These independent third parties will only do so when you have indicated that you wish to support Cancer Treatment and Research Trust and with your consent. You should check their Privacy statement/policy when you provide your information to understand fully how they will process your data.

Photography & Video

CTRT captures photography and video for marketing purposes. These photos and videos are used to provide information about and promote the charity’s purposes, research and other activities to audiences including supporters, funders, benefactors and other stakeholders.

When capturing photography and video, we do so under the legal basis of ‘legitimate interests’

Opting out of event photography or recording

2. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

• Send direct marketing material to supporters by post for fundraising purposes
• Conduct research to better understand who our supporters are and more efficiently target our fundraising activity
• Measure, analyse and understand how our supporters respond to a variety of marketing activity so we can ensure our future activities are well-targeted, relevant and effective
• Supporter analysis and profiling to allow us to tailor the supporter experience and communications to ask for support in an appropriate way
• Process and acknowledge donations
• Administer events and support your fundraising efforts
• Keep a record of your communications with us
• Volunteer management
• Take and use photos and/or films of event participants and attendees
• Manage feedback and complaints

3. How we keep your data

Your personal information is stored on our database which is password protected and access is limited to staff working in the CTRT and some trusted subcontracted parties.

We also 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 do not store any credit card details. Any payment details on paper donation forms are destroyed once the donation has been processed. We ensure that your information is only accessible by appropriately trained staff and contractors.

4. How long we keep your data

We will keep your information active for as long as required to enable us to operate our services, but we will not keep your information active for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should keep your information active.

In most cases, this will mean your data remains active for five years after your last interaction with us. An interaction could be making a donation, attending an event, contacting us, or anything that implies that you are still interested in our work and fundraising. After this time, we will cease to use your data to contact you.

However, in some cases, there will be reasons for your data to remain active after this time, for example; if you have claimed Gift Aid and we need to hold your details for tax purposes. If you have pledged a legacy gift, it will be necessary to retain your data until your gift is received, so that we can identify your gift against the pledge.

5. Rights you have over your data

You have a range of rights over your data, which include the following:

• 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
• Raise a concern or complaint about the way in which your information is being used

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.

If you want your data to be deleted from the database entirely, in most cases we will delete it. However, by deleting your data, we will be unable to guarantee that you will not receive communications in the future, because we will have no record of past requests from you. If you want to guarantee you will not receive communications from us, it is in your best interest for your data to be retained on our system so that your contact preference is recorded and adhered to.

5. Complaints, compliments or comments

If you are unhappy with our work or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services. If you would like to make a complaint, compliment or comment then please get in touch:

Phone: 07758 739185

Email: info@ctrtrust.co.uk

6. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.

May 2023