Privacy Policy

We have divided our Privacy Policy into different sections, to enable a clear and transparent view of all the information regarding how we process your personal data. Depending on your interaction with Spread a Smile will determine how the different sections apply to you. We describe what personal data we collect, how we use it and what your rights are within these sections.

If you have any questions regarding your personal data, please contact us on dpo@spreadasmile.org.

Privacy Policy – Spread a Smile

Version updated August 2021.

  1. Who we are.
  2. Basis for processing personal information.
  3. How we collect personal information.
  4. Information processed by the charity.
  5. How we update your information.
  6. The reasons the charity collects and uses information.
  7. Who we share information with.
  8. How to access, correct or delete your information.
  9. How we keep your data safe.
  10. How long we store your data.
  11. Protecting children, young persons and vulnerable adults.
  12. Your rights.
  13. Changes to this notice.
  14. Contact us.
  15. Further information.

Unless otherwise stated, within the context of this policy, the terms ‘we’ and ‘the charity’ mean Spread a Smile.

1.Who we are.

Spread a Smile is a children’s charity, and our mission is to distract children with serious or chronic illness from the monotony of long hospital stays by spreading joy, laughter and positive memories.

Spread a Smile is a company limited by guarantee and is registered in England and Wales under Company No: 8443236.  Registered charity no: 1152205.

  1. Basis for processing personal information.

We must have a legal reason to collect, keep and use your data, following rules under UK GDPR and the DPA. We use the following legal basis for processing your data:

  1. Consent
  2. Legitimate Interests.

We process the data so that we can carry out the function of the charity which is to

entertain seriously and terminally ill children and their families. Our process does achieve this purpose. When processing your personal information for our legitimate interests, we consider and balance any potential impact on you and your rights under data protection laws. We will always make sure that your personal data will not be used where our interests are overridden by the impact on you.

Examples

Profiling and analysing information: We carry out limited profiling using information you have given us through forms to analyse appropriate entertainment for your virtual visits.

Direct marketing: We will send marketing and fundraising requests via email which can further the aims and objectives of Spread a Smile and don’t unduly impact the rights of the individual.

  1. How we collect personal information.

Ways in which we collect personal information:

  • When you complete an online form.
  • When you ask about our services.
  • When you enquire about supporting our work.
  • When you, or someone on your behalf, makes a donation to us.
  • When you register to participate or attend one of our events.
  • When you subscribe to our newsletters.
  • When you volunteer or work for us in any capacity.
  1. Information processed by the charity.

Information that can be used to identify you is personal information.

  • Name
  • Date of birth
  • Email address
  • Phone number (landline and mobile)
  • Postal address
  • Photography/images
  • Video
  • Family members such as siblings
  • Bank account details
  • Credit/debit card details
  • Whether you are a UK taxpayer. This enables us to claim Gift Aid.
  • Health and medical information (this is for the patients we support not our donors)

When collecting data, we only do so if we have a clear reason for doing so. For example, collecting personal information in order for you to attend an event is a necessity to ensure we provide you the correct information and provide you with appropriate facilities.

  1. How we update your information.

We review the information we hold to ensure it is accurate as possible. We always appreciate you supplying us with updated information when any of your details change. It is important for us to keep up to date with your personal data to ensure we can cross reference with your preferences regarding how we contact you.

  1. The reason the charity collects and uses your information.

One or more reasons listed below are why we collect and use your information.

Under the lawful basis of contractual necessity for processing, we collect and use your information as follows:

  • To process direct debit donation claims

Under the lawful basis of legal obligation for processing, we collect and use your information as follows:

  • Where the collection is required or authorised by law
  • To process any requests where you are exercising your legal rights
  • To assess your personal information for age verification, credit risk or fraud prevention. Charities can be targeted for illegal purposes such as money laundering and therefore we are required to monitor financial activity and report suspected fraud to the appropriate authorities.

Under the lawful basis of consent for processing, we collect and use your information as follows:

  • For your participation or express interest in an event or visits, ensuring you have all the required information.
  • To ask for your help with raising money/gifts on our behalf or donating money/gifts to us but always in accordance with our supporter commitment.
  • Where you made a donation in celebration of another individual and that individual, or a related person, wishes to know who has given.
  • Taking and use of photography, images or video in case studies, media and press publications and marketing materials.
  • To send you marketing materials.

Under the lawful basis of legitimate interest for processing, we collect and use your information as follows:

  • To process any donation (s) or gifts we may receive from you.
  • To provide you with information about the charity’s work or activities that you have requested.
  • For internal record keeping for example to manage and/or respond to any feedback.
  • The administration, organisation and management of events and visits where you are taking part.
  • To send you marketing materials.
  • To administer and monitor grant funding.
  • To help us identify new supporters.
  • To analyse and improve our services regarding fundraising and providing our services.
  • For data quality and data analytics purposes.
  • To support effective and efficient record keeping.
  • To use IP addresses: to block disruptive use, to record website traffic, to personalise content based on previous visitor history.
  • The use of photography, images and video taken during events and third party managed events.
  • When a relative e.g., a staff member, entertainer, volunteer, event participant provides your contact details as their emergency contact.
  • To invite you to participate in surveys regarding your experience with the charity or market research.

Under the lawful basis of public interest for processing, we collect and use your information as follows:

  • To ensure we comply with the equality act 2010.
  • To monitor and promote equal opportunities and treatment to you.
  1. Who we share information with.

We are highly committed to protecting your data and therefore it will never be sold to external organisations and it will only ever be disclosed to those who are in need of processing your data in order to carry out our work and provide our services. Where we enter into a relationship with an external party, any such arrangements will be subject to a formal agreement between Spread a Smile and that organisation to protect the security of our data. These parties may include:

  • Our delivery partners – to enable us to provide materials etc to deliver our services.
  1. How to access, correct or delete your information.

Under the UK GDPR, you have the right to request a copy of the information that we hold about you. If you would like a copy of some or all the personal information we hold, please email our Data Protection Officer at dpo@spreadasmile.org.

To assist us in locating any personal information about you (or in case we need to contact you to gain further information to help us locate your data) please include your full name and phone number with your request.

If you do not want to receive any further information about Spread a Smile and would like us to remove you from our mailing list, please use the unsubscribe link in the email you have received or alternatively you can also contact using the email above.

  1. How we keep your data safe.

We always ensure that there are the appropriate physical, technical and managerial controls in place to protect any personal information you may provide to us. For example, our website and online forms are encrypted and our network is protected and monitored. Our staff receive training regarding handling data securely.

  1. How long we store your data for.

We will hold your personal data on our systems for as long as it is necessary for the relevant services. If you request to stop receiving marketing materials, we will keep a record of your details in order to provide any services you still wish to receive but will not contact you in any other capacity and we will not keep any information we do not need.

  1. Protecting children, young persons and vulnerable adults.

Under 18s

If you are aged 17 or under, and would like to utilise our services, donate or get involved with us, please ensure that you have your parent/guardian’s permission before giving us your personal information – we will also require your parent/guardian’s details. For some individuals we may require parental consent prior to collecting or using any personal information.

Please refer to this privacy policy for the reasons that we collect information about you and how it will be used.

Vulnerable circumstances

The charity recognises the importance of protecting individuals who may be in vulnerable circumstances, and we follow very strict safeguarding procedures to ensure we are following the best methods of practise.

  1. Your rights.

You have a number of rights available to you and these are set out below.

Right to be Informed

You have a right to be told what the Charity is doing with your data. This Privacy Policy sets this out for you and further information can be sought from the Charity’s Data Protection Officer.

Right to Rectify Inaccurate Information

You have a right to ask the Charity to correct any data we hold and process that is no longer correct. You can also ask us to complete information that is incomplete.

Right to Restrict Processing

You have a right to choose what personal information held about you is processed and limit the information that you no longer want the Charity to process.

Right to Portability

You have a right to ask the Charity to send a copy of the information we hold about you to another organisation in a format that you specify.

Right of Access

You have a right to ask us whether we are processing your personal information. Where this is the case, you can ask us to supply you with the information.

Right to Erasure

You have a right to ask the Charity to delete the information we hold on you without specifying a reason.

Right to Object to Processing

You have the right to object to the processing of your information where:

  • this is carried out by us under the basis of public interest or legitimate interests
  • this is processed for direct marketing purposes
  • this is processed for scientific or historical research purposes, or statistical purposes.

Right not to be subjected to Automated Decision Making

You have a right not to have your information processed using solely automated means with no human intervention, including any profiling activity.

You can exercise any of these rights at any time by contacting the Charity’s Data Protection Officer at dpo@spreadasmile.org.

  1. Changes to this notice.

This policy was last updated August 2021 and replaces all previous versions.

We will regularly review and update when necessary. Changes will be notified either via email or through an announcement on our website.

  1. Contact Us.

If you have any questions or queries regarding this privacy policy or any complaints regarding the charity please contact our Data Protection Officer via email: dpo@spreadasmile.org

OUR ADDRESS
51 Chalk Farm Road, London NW1 8AN
T: 020 7482 5191
E: admin@spreadasmile.org

  1. Further information.

The laws governing how your personal data can be used are:

  • General Data Protection Regulation 2016/679 (UK GDPR)
  • Data Protection Act 2018 (DPA)
  • The Privacy and Electronic Communications Regulations 2003 (PECR)

You can also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk to find out more or report a concern. The ICO is UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. We work with them to make sure that we collect, store, and use your information appropriately and not do anything you would not reasonably expect us to do with your data.

Cookies

The use of cookies by Spread a Smile complies with the EU Privacy Directive, adopted by the UK in its updated Privacy and Electronic Communications Regulations that came into force on May 26th 2012.

The so-called “Cookie Law” requires websites to obtain consent from visitors to store or retrieve any information on a computer or any other web connected device, like a smartphone or tablet.

A cookie is a text file that is used by many websites to identify your computer to their server. Cookies in themselves do not identify the individual user, just the computer used. This is done in order to make your experience of the Spread a Smile website smoother by remembering any preferences or settings from the previous visit. Spread a Smile also tracks the volume of traffic on its website by using cookies.

Spread a Smile will continue to check and monitor our data protection obligations to ensure they are up to date. Spread a Smile will develop and evolve their website, therefore this Policy will adapt to those changes. Please check this page occasionally to ensure that you are aware of any changes.