MCA Trust Privacy Policy

The MCA Trust endeavours to support as many young people with cancer as possible by giving them the support they need, when they need it – before, during, and after diagnosis. We rely on the generosity and support of individuals like you to achieve our goals. The MCA Trust would like you to know that we really value your support and we are committed to protecting your personal information, as well as being open and honest about how we collect, store and use personal data.

We will always keep your personal information safe, secure and confidential within The MCA Trust – we never give or sell any personal data to other charities or organisations. We feel it is imperative that we are completely transparent about why we need the personal information we request and how we will use it. This privacy policy explains how The MCA Trust collects and uses your personal information.

The MCA Trust is a charity registered in England and Wales (1141670), whose registered office is at 97 High Road, Orsett Village, RM16 3LD. Our website (https://www.mcatrust.org/) is owned by the MCA Trust and operated by Two Shoes Creative Ltd.

Personal data:

Under the General Data Protection Regulation (Regulation (EU) 2016/679) (‘GDPR’) and Data Protection Act 2018 (‘the Act’), personal data is defined as ‘any information relating to an identified or identifiable natural person (‘data subject’), by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person’.

Our basis for processing your Personal Information:

We will only collect and use your personal information where we have a legal basis to do so and will always respect your rights. Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so. Where we do rely on a legitimate interest to use your information, we promise never to do it in an intrusive way and never intend to cause distress. Other reasons may include using information because we have a legal obligation to do so or because we have to fulfil contractual obligations, for example if you order tickets from us.

Examples of why we use your personal information include:

You have given us your explicit consent to use the information for a specified purpose, for example to receive our e-newsletter, information about our events, volunteering, fundraising opportunities etc.
You have expressed interest in the charity by a positive action, for example by completing a registration form to take part in an event and to hear updates about our events programme.
We have a legal obligation to use your information, for example to maintain Gift Aid records.
We also reserve the right to apply our legitimate interest wherever we believe it is appropriate, but we promise that we will never do this in an intrusive way and will always respect your rights and freedoms when doing so.

Some examples of when we would rely on our legitimate interest include:

To pursue our organisational aims and objectives.
To fundraise (both now and in the future) to fund our work.
To ensure we meet our regulatory requirements as a charity.
To manage our ongoing relationship with our supporters and anyone we work with.
To manage our financial transactions and prevent fraud.

If you are a corporate supporter, we are permitted to contact you unless you tell us that you would like no further contact from us. We may also mail you unless you tell us that you don’t want us to do so.

What personal information we collect:

The personal information we collect about you will depend on how and why you are engaging with us. It could include (but is not limited to):

Your name, address, telephone number, e-mail address, date of birth, motivation for supporting the charity and your contact preferences.
Debit or credit card information (we won’t store your debit or credit card details; this information will be deleted as soon as we process your donation or payment).
Your bank account number, sort code and other banking information, and information required to validate your identity and prevent fraud.
Other information you provide to us from time to time which is relevant and necessary for us to collect and process. For example, the events you have participated in.
We may also collect information about your activity online when you visit our website and when we send you an email. Please see the section below on our Cookies Policy for further details.
When you give them your consent, we collect information from third parties such as event organisers or sites like JustGiving. You can check their privacy policies to see how they handle your data.

If you share any sensitive information with us, including your medical history, the information you have provided will be kept by The MCA Trust and will be treated with the strictest of confidence. It will not be shared with a third party without your consent, unless we have a statutory obligation to do so or there are concerns for your safety which The MCA Trust has a duty to report to the relevant authority in order for appropriate action to be taken. We will only keep your information where it is relevant to your interaction with us and only for as long as it is necessary. If you give us personal information about another person, we expect you to be responsible for ensuring that they know we are using their personal information in accordance with this Privacy Policy and we will make every effort to obtain the necessary conditions for processing that data, for example if it is in our legitimate interest.

How we use your personal information:

We use your personal information for the following purposes:

To respond to or fulfil any requests, complaints or queries we receive from you.
To keep you up to date with news about our work.
To confirm that your gift or purchase has been processed correctly, to validate your Gift Aid claim and maintain records of your past and future donations.
To provide you with information and support for any events, fundraising activities or volunteering opportunities you sign up to.
To raise funds and to promote the aims and objectives of the charity.
To pursue our organisational goals, including offering every young person with cancer the support they need, when they need it – before, during and after diagnosis.
To carry out market research.
To manage your contact preferences: if you ever want to change the way we keep in touch, just let us know by emailing heretohelp@mcatrust.org.uk
To keep records of your relationship with us. For example, questions you have asked us.
To manage our recruitment of volunteers.
To make better decisions, communicate more efficiently and develop a better understanding of our supporters and potential supporters.
Where a supporter is identified as being potentially able and willing to give more than they already do, we may try to build a better understanding of how they might want to support us.
We research and profile your information in this way but we also uphold your privacy by not sharing the information or the outcome with any third parties.
To create anonymous and aggregated reports about our supporters and the young people we support, to ensure The MCA Trust are communicating with and delivering the best possible information and services.
To inform our digital and social media marketing. For example, we may use your information to enable us to display adverts to you, or to potential supporters who have similar characteristics to you.
For our internal purposes such as management, research, analytics, organisational reporting, and ways that will improve efficiencies.
To prevent and detect criminal activity and fraud.
To comply with applicable laws, regulations, court orders, government and law enforcement agencies’ requests, to operate our systems properly and to protect ourselves, young people we support, our supporters, our employed and funded staff and to solve any customer disputes.

Who we share your personal information with:

We never give or sell any personal information to other charities or organisations. However, there are some circumstances where we would share your data with third parties. For instance:

If we are legally required to do so, e.g. court order, law enforcement agency pursuing an investigation.
If we believe it necessary to protect or defend our rights or the personal safety of our personnel or a young person we support. This includes young people we support through our units and those who choose to fundraise or support us in other ways.
When we work with carefully selected partners, E.g., JustGiving or banks to ensure we can provide services to you. These partners (called ‘data processors’) will only have access to your information when the necessary contractual arrangements have been agreed and signed and they will always be obliged to follow the strict General Data Protection Regulation (GDPR) regulations.
Where you work for one of our corporate partners, we may share information with them about your fundraising efforts.
When information has to be sent to HMRC as part of the declaration process for Gift Aid so that we can reclaim the Gift Aid on your donation(s).

Keeping your personal information up to date:

We will use publicly available sources to ensure that the information we hold is accurate and up to date. For example, where you have signed up for a redirection service, we will use the Post Office’s National Change of Address database to keep in touch. We may use other services to cross-check the accuracy of the contact details we hold for you.

How long we keep your personal information:

We store your personal data in accordance with our data retention policy. This policy is reviewed and updated internally to ensure we do not store your data for longer than is necessary. We also review how and where we store any data to ensure that we meet our obligation to store data securely.

In addition, some of the data we hold may be subject to certain legal and regulatory obligations, which provide a minimum retention period for different types of data. The retention period varies depending on the data we hold.

Access and control over your personal information:

You have a right to know what personal information we hold about you. If you’d like a copy of this information, please contact our Data Protection Officer at heretohelp@mcatrust.org.uk. We will not charge you for processing your request and supplying your information to you. We are legally bound to deliver this information in a format of your choice within ONE month (30 days). We may need to ask you to send us evidence of your identity and the one-month response period starts from the date we confirm your identity. You have the right to request that we correct inaccurate and/or incomplete personal information we hold about you. If our records are incorrect or incomplete, please let us know by emailing heretohelp@mcatrust.org.uk If you have given us your consent to process your information, you can withdraw or restrict it whenever you wish by emailing heretohelp@mcatrust.org.uk. You will be offered the right to withdraw your consent (opt out) to every type of communication we send you. In certain circumstances you may request that we erase the personal information we hold about you (‘the right to be forgotten’). This will mean we may not recognise you should you decide to support us in the future. For further information and to understand your options please contact our Data Protection Officer at heretohelp@mcatrust.org.uk.

How we protect your personal information:

We maintain the highest standards of data privacy and security to protect your personal details and other information about you because we want you to feel completely confident about engaging with us. We regularly review our processes and procedures to protect your information from unauthorised access and use, accidental loss and/or destruction.

Third party websites:

Our site may contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. There are a few external companies we work with, who set cookies on our website. These cookies are mainly used for reporting and advertising so that we can improve the way we communicate. We use websites like Youtube and Vimeo to embed videos, and they may send you cookies too. We don’t control the setting of these cookies, so check those websites for more information.

Changes to our Privacy Policy:

We may update this policy to reflect changes in how we use your information. Any changes to our Privacy Policy will be posted on our website for you to review. Where appropriate, we will provide you with notice of any significant changes to how we use your information.

Contacting us:

If you have any questions about this Privacy Policy and how we use your personal information, please get in touch with our Data Protection Officer by emailing heretohelp@mcatrust.org.uk.