Privacy Policy

Dragonfly Cancer Trust relies heavily on the kindness and generosity of individuals like you to allow our work to continue.

From the first time you interact with the charity and provide personal details – for example, when you sign up to receive email updates, register for an event or make a donation – you may receive follow up information from Dragonfly Cancer Trust, including the difference your donation has made, or future opportunities to continue your support.

You can opt-out of receiving these communications at any time by contacting the charity directly by emailing us at: info@dragonflycancertrust.org

Alternatively, you can write to us at: Dragonfly Cancer Trust, West 2 Asama Court, Newcastle Business Park, Newcastle upon Tyne NE4 7YD

We work hard to respect your privacy

Dragonfly Cancer Trust will look after any personal information that you share with us.

You can be confident that:

• We will only use personal information in the ways we need to and that is expected of us.
• We will make it easy for you to tell us how you want us to communicate with you, including how to opt-out from future communications.
• We will never release your information to external organisations.
• We take all reasonable care to safeguard your personal information through security policies and following secure processes.

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Privacy Notice

This privacy notice tells you what to expect us to do with your personal information. 

We work hard to respect your privacy; Dragonfly Cancer Trust will look after any personal information that you share with us. 

You can be confident that: 

• We will only use personal information in the ways we need to and that is expected of us. 

• We will make it easy for you to tell us how you want us to communicate with you, including how to opt-out from future communications. 

• We take all reasonable care to safeguard your personal information through security policies and following secure processes. 

Contact details 

Post: West 2 Asama Court, Newcastle Business Park, Newcastle upon Tyne, Tyne and Wear, NE4 7YD, GB 

Telephone: 0191 261 0971  

Email: info@dragonflycancertrust.org 

Dragonfly Cancer Trust is registered with the Information Commissioner’s Office, registration no. ZA238636. 

What information we collect, use, and why 

If you are accessing the service, a volunteer or donor, the personal information we collect might include the following when providing our services: 

• Names and contact details 

• Addresses 

• Date of birth 

• Health information 

• Health and safety information 

• Financial transaction information 

• Website user information (including user journeys and cookie tracking)* 

• Photographs or video recordings 

• Records of meetings and decisions 

• Racial or ethnic origin 

• Religious or philosophical beliefs 

• Sexual orientation 

If you are a potential, current or former employee the personal information we collect might include the following: 

• Name 

• Contact information 

• Identification documents 

• Financial transaction information 

• Records of meetings and decisions 

• Racial or ethnic origin 

• Religious or philosophical beliefs 

• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks) 

• Health and safety information 

• Sexual orientation 

If we undertake marketing activities or service updates such as emailing you or telephoning you the personal information we collect might include the following: 

• Names and contact details 

• Marketing preferences 

• Records of consent, where appropriate 

Where we collect ‘special category’ data such as information about your health, religious beliefs, racial or ethnic origin or sexual orientation we will only do so with your explicit consent. Collecting such data helps us to ensure that we comply with any and all relevant legislation as well as making sure that where you are receiving support from us, employed by us or volunteering with us you receive tailored support. 

*Where we gather general information about the use of our websites, such as which pages users visit most often and which services, events or facilities are of most interest, we may also track which pages users visit when they click on links in Dragonfly Cancer Trust emails.  

We may use this information to personalise the way our website is presented when users visit them, to make improvements to our website and to ensure we provide the best service for users.  

Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our websites. 

Cookies 

Dragonfly Cancer Trust uses cookies. Cookies are small text files on your device which are made by your web browser when you visit a website. They improve your experience of using a website, for example, by remembering your preference settings and by measuring your use of a website to ensure that it meets your needs. 

If you would like to learn more about Cookies, please visit www.aboutcookies.org. 

The cookies we use 

We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide. 

We use all four categories of cookies: 

Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account. 

Performance cookies collect anonymous information about how you use our site, like which pages are visited most. No information that identifies you is kept. 

Functionality cookies remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. They are anonymous. 

Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. 

But what if I don’t want cookies? 

You can opt out of all our cookies (except the strictly necessary ones). To find out how to control and delete cookies in your browser please visit www.aboutcookies.org  

Please be aware that if you choose to refuse all cookies, you may not be able to use our website properly. 

Remarketing takes place if you have already visited our website and are directed back to it through ads shown across the internet, for example Google or Facebook. These third-party vendors may use cookies to serve these ads based on your past online activity.  

Dragonfly Cancer Trust may pass on your personal information to online advertising tools such as Google AdWords, Google Analytics and Facebook Advert Audiences. You can opt-out of the use of cookies by third-party vendors by visiting the Network Advertising Initiative’s opt-out page. 

Lawful Bases 

Our Lawful bases for processing your data if you are accessing the service, a volunteer, donor or someone we hold marketing/service update records for, are: 

• Consent 

• Legitimate Interest 

You may withdraw your consent at any time. 

When processing your data using our Legitimate Interest our justifications for processing are: 

1. To support our mission to support children and young people facing a life-threatening cancer diagnosis. As a national charity, we are committed to providing comprehensive support to young cancer patients and their families, fostering an environment where each moment matters and is filled with memories, comfort, and connection. We do this by working directly with young cancer patients aged 0 – 25, families, hospitals and hospices across the UK. We provide memory making opportunities in the form of cash gifts, memory and sibling boxes, activity boxes and personalised keepsakes for families to treasure. The benefits of the above to the data subject are greater than the possible risks or impact on the people involved. 

2. Marketing allows us to ensure that as many people as possible are aware of the services we provide/receive service updates and in addition raises our profile to potential donors who may wish to support the service in some way either financially or as a volunteer. 

Our Lawful bases for processing your data if you are a potential, current or former employee are: 

• Consent 

• Contract 

• Legal Obligation 

• Legitimate Interest (the basis for Legitimate Interest is in defence of a legal claim) 

Where we get personal information from 

• People directly 

• Health care providers 

• Third parties: 

• We work with specialist cancer treatment centres, hospitals, hospices and families across the UK providing support for young patients with terminal cancer who receive palliative treatment. 

How long we keep information 

Dragonfly Cancer Trust adheres to a strict retention and disposal of records policy for information no longer required. 

We hold personal information that relates to: 

• Donations you have made to us – we’ll hold these records for seven years since the date of your last donation. 

• Entering raffles and competitions – we’ll hold this information for five years. 

• Legacy pledges and donations – we’ll hold this information until seven years after the legacy is received. 

By law, employers are required to keep employee records or data. This can include current potential, current or former employees. 

Potential, current and former employees: 

• Application and Recruitment Records: 6 months. 

• Parental Leave: 5 years from birth or adoption, or 18 years if the child receives a disability allowance. 

• Payroll Records: 3 years 

• Pension Benefits: 12 years from the ending of any benefit payable. 

• All Personnel Files and Training Records: 6 years from the end of employment. 

• Redundancy Records: 6 years. 

• Sickness Absence Records: A minimum of 3 months but potentially up to 6 years after employment ends. 

Subscribing to a newsletter – you may unsubscribe at any time by clicking the “unsubscribe” link on the footer of each newsletter. 

By law we are required to hold some personal information to fulfil the Trust’s statutory obligations, for example, collection of GIFT AID, or information to support certain financial transactions. 

We will also retain information about your details enabling us to respect your chosen preferences for being contacted by Dragonfly Cancer Trust for audit purposes. 

Who we share information with 

Data Processors 

Microsoft – Provides Microsoft 365 productivity suite of tools including Outlook, OneDrive and SharePoint 

Mailchimp – Provides email platform for our marketing 

Our Accountants – Provide payroll services 

Mimecast – For secure messaging 

How we handle direct debit or credit card information

Dragonfly Cancer Trust is fully PCI compliant and uses external payment card industry (PCI) compliant providers. These providers collect this data on our behalf. We do not store PCI data on any of our systems. Our PCI compliance is checked and renewed on an annual basis. 

Others we may share personal information with: 

• Health care providers 

• Organisations we need to share information with for safeguarding reasons 

• Professional or legal advisors 

• External auditors or inspectors 

• Professional consultants 

• Organisations we’re legally obliged to share personal information with 

• Emergency services (where necessary) 

Your data protection rights 

Under data protection law, you have rights including: 

Your right of access – You have the right to ask us for copies of your personal data. 

Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances. 

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances. 

Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances. 

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent. 

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:        
Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint  

Last updated 12 June 2024