Privacy and cookies

This section contains information on our Privacy policy and about the cookies used by this website and other Orchid online platforms.

Privacy policy

Orchid is committed to protecting your personal data and this privacy policy states how we collect data, how we store it and how we use it.

This privacy policy applies to the websites, products and services offered by Orchid. For information on how Orchid collects and uses this personal information please contact admin@orchid-cancer.org.uk.

The purpose of this policy is to give you a clear explanation about how Orchid collects and uses the personal information you provide to us and that we collect. We ensure that we use your information in accordance with all applicable laws concerning the protection of your personal information.

If you have any queries about this policy or your personal information please contact:

Orchid

Email: admin@orchid-cancer.org.uk

Call: Orchid admin on 020 3745 7310

Orchid is registered under the Data Protection Act 1998 and any data collected will be used and held in accordance with the requirements of the Data Protection Act 1998 and in compliance with GDPR, tailored by the Data Protection Act 2018.

How do we collect information?

We obtain personal information from you when you enquire about our activities, register with us, send or receive an email, make a donation to us, ask a question about our services or otherwise provide us with your personal information. We also gather general information about the use of our websites such as pages visited and areas that are of most interest to users. We use this information to improve our website and make it a better experience for everyone. For further information please see the cookies section below.

Occasionally we obtain publicly available information such as contact information or we research information to help us perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine donors or to ensure that there are no conflicts of interest from potential supporters or organisations prior to our engagement. We do these checks to help protect Orchid from abuse. For further information around this please see the marketing section below.

What information do we collect?

The personal information we collect might include name address email address, telephone numbers date of birth bank account details (for setting up regular direct debit or payment information). Data Protection law recognises that certain categories of personal information are more sensitive. These are known as special categories of data and cover health information race, religious beliefs and political opinions. We do not usually collect special categories of data about our supporters unless there is a clear reason for doing so such as participation in a run or walk or similar fundraising event or where we need to ensure we provide the appropriate facilities or support to enable you to participate in an event – such as providing us with medical information for certain events, such as overseas challenges.

How do we use your information?

We may use your personal information for:

Dealing with your enquiries requests and complaints
Providing you with information about our work activities events and services, if you have given us consent to do so
Complying with our legal obligations policies and procedures
Providing and personalising our services, if you have given us consent to do so
Fundraising, if you have given us consent to do so

If you use your credit or debit card to donate to us buy something or pay for a registration online or over the phone we will ensure this is done securely and in accordance with the Payment Card Industry Data Security Standard. You can find out more information about PCI DSS here https://www.pcisecuritystandards.org/pci_security/.

We do not store your credit or debit card details at all following the completion of your transaction. All card details are securely destroyed once the payment or donation has been processed. Only staff authorised and trained to process payments will able to see your card details.

How we protect your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal or transactional data stored on our website and systems.

Marketing

Being able to communicate with you is important, as your support will ensure we can help the men and women affected by male cancer. We believe in being open, honest and transparent with our supporters and want you to feel comfortable about your decision to give us your personal information and how we use it.

We will only use the details you provide to us, to communicate with you about how we are transforming the lives of men affected by male cancers across the UK through the work of our services and research, if you have given us permission to do so. We would also like to tell you how your support is helping and other ways you can help in the future whether that’s through volunteering, events or fundraising. From time to time we might also send you appeals asking for a donation to help change men’s lives. Similarly, we will only do so if you have given us permission and actively opted in, clearly specifying your communication preferences.

We promise that we will only communicate with you in the way you wish us to and we will always respect your privacy. You can change your mind at any time and its quick and easy to let us know that you no longer want to hear from us by calling us on 020 3745 7310 we will always respond to your wishes in a sensitive, timely, courteous and professional way.

Please be assured that we will take appropriate measures to keep your personal information safe and secure and we promise not to over contact. We will never pass your personal information on to other organisations for them to use for their own marketing purposes.

In certain instances, we collect and use your personal information by relying on the legitimate interest legal basis. This is because when you, for example, request to receive services or products from us, we have a legitimate organisational interest to use your personal information to respond to you and there is no overriding prejudice to you by using your personal information for this purpose. We will always provide you with the option to opt-out of hearing from us. In most instances, however, we will rely on obtaining your consent to our use of your personal information. This is the case, for example, where we seek to obtain your consent to receive email marketing from Orchid

We will only communicate to you in the way you have told us. For example:

Email/text marketing

If you actively provide your consent to us along with your email address and/or mobile phone number we may contact you for marketing purposes by email or text message. By subscribing to Orchid’s emails or opting in to email communication from Orchid, you grant us the right to use the email for email marketing.

Post/telephone marketing

If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work unless you have told us that you would prefer not to receive such information or we receive a notification from the Fundraising Preference Service that you have requested marketing communications to stop. We also actively check telephone numbers against the Telephone Preference Service (TPS) and will only make telephone calls to you where your telephone number is listed on the TPS if you have specifically told us that you do not object to such calls and have consented to receive them from Orchid.

It’s your decision

It is always your decision as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways please indicate your preferences on the form on which we collect your data.

You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails or sending us an “opt-out” text message following the instructions we provide you in our initial text.

You can also change any of your contact preferences at any time including telling us that you don’t want us to contact you for marketing purposes by calling us on 020 3745 7310 or email admin@orchid-cancer.org.uk.

We also carry out targeted fundraising activity to ensure that we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you. For example, by providing timely news about our work, letting you know the different ways you can support us and how you can help raise funds.

We may also use your personal information that we have gathered in the course of our relationship to understand the likelihood of you responding to a fundraising communication from us, potentially donating and in some instances donating or supporting us at a higher level. Because we have a greater understanding of you, this means our communication will hopefully be relevant and of interest to you and in turn it will help us reduce our costs for communication by only communicating with supporters that want to hear from us. To assist us with this work we may use third-party service providers to assist us in this process. For more information on how we work with third parties, please see ‘Disclosures’.

Disclosures

We will never pass your personal information on to other organisations for them to use for their own marketing purposes.

However we may disclose your personal information in the following circumstances:

To third parties who provide a service to us and are data processors. This would include our trusted partners that work with us in connection with our charitable purposes, We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place. We enter into contracts with all our data processors and regularly monitor their activities to ensure they are complying with Orchid’s policies and procedures.
Where we are under duty to disclose your personal information in order to comply with law or the disclosure is ‘necessary’ for purposes of national security taxation and criminal investigation or we have your written consent.
Where we need to perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine donors for example money laundering proceeds of crime tax avoidance.

We will never pass your personal information on to other organisations for them to use for their own marketing purposes.

Keeping your personal information

We keep your personal information for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Your rights

Under the Data Protection Act 1998 and the General Data Protection Regulation, which came into force on May 25th 2018 you have the following rights:

The right to access your personal information
The right to edit and update your personal information
The right to request to have your personal information deleted
The right to restrict processing of your personal information
The right to object
The right to lodge a complaint with a supervisory authority

1. The right to access your personal information

You have a right to obtain confirmation that your personal information is being processed. You also have the right to request a copy of your personal information we hold.

Should you wish to exercise these rights we require you to prove your identity with two pieces of approved identification. Please address requests to: