Privacy & Cookies

How to contact us

If you would like to request information about our privacy policy or to raise any concerns/complaints or provide suggestions for improving our procedures, you can email us at info@wellchild.org.uk or write to:

Data Protection Officer
WellChild
16 Royal Crescent
Cheltenham
Gloucestershire
GL50 3DA

Website Privacy Notice

How do we collect information?

We will obtain personal information from you in a variety of ways including when you make an online enquiry, apply to undertake a challenge event, purchase tickets for a social event, make a donation, make a WellChild Award nomination, apply to join the WellChild Family Tree, apply for a Helping Hands project, complete a Contact Us form, apply to become a volunteer or otherwise provide us with personal information.

What information do we collect?

When we collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

The types of information collected might include names, date of birth, e-mail address, postal address, telephone and/or mobile phone number, fax number, credit/debit card or bank details, relative’s details and medical information, photographic images and film.

How do we use this information?

We will use your personal information to provide you with the services, products or information you have requested, for administration purposes and to further our charitable aims. We may need to share your information with our service providers, associated organisations and agents for these purposes.

Use of third parties

A variety of third parties are used to support the functionality of the website as follows:

WPEngine – Our website is hosted on WPEngine, the leading WordPress digital experience platform.

 WordPress – WordPress is the content management system used to maintain and manage the content of the website – it includes a limited analytics function that tells us about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.

Google Analytics – Google Analytics is used to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Payment processing – We use two market leading services for collecting and administering online payments and donations via the website – Stripe (for debit and credit card payments) and GoCardless (for direct debits).

Collecting information – We use Gravity Forms to improve the flexibility and functionality of all forms on our website for us and for the user.

Email Communications – We use MailChimp to deliver emails to those who have opted in to receive email communications from us. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our email communications.

Akismet – We use Akismet as a spam filter for all our website forms.

Better Search – Better Search is used to replace the default WordPress search engine. This means visitors to the website will find what they are looking for quicker.

PCA Predict – PCA Predict provides an address lookup and verification function for all the forms on the website. This means it is quicker for the user and that the information provided is correct.

Woobox – We use Woobox as a voting tool.

How do we protect your information?

We use leading technologies and encryption software to safeguard your data, and keep strict security standards to prevent any unauthorised access to it. We work with a third party digital partner, Reason Digital, to help us develop and maintain the security, performance and useability of the website.

Changes to your personal information

If your personal details change, please help us to keep your information up to date by notifying us at 16 Royal Crescent, Cheltenham, Gloucester, GL50 3DA, by telephoning 01242 530007 or email to info@wellchild.org.uk

Your rights

As a data subject, you have a number of rights:

  • to be informed about how we will process your data;
  • to confirmation that your data is being processed and to access and obtain a copy of your data on request;
  • to require the organisation to rectify incorrect or incomplete data;
  • to be forgotten – to require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • to stop, restrict or suppress the processing of your data in certain circumstances.

You can read more about these rights here – https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights

If you would like to exercise any of these rights, please contact info@wellchild.org.uk or write to Data Protection Officer, WellChild, 16 Royal Crescent, Cheltenham, Gloucestershire, GL50 3DA.

If you believe that WellChild has not complied with your data protection rights, you can complain to the Information Commissioner https://ico.org.uk/make-a-complaint/your-personal-information-concerns

Complaints or queries

WellChild tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of data. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below. If you would like to make a complaint about the way we have processed your personal information, please contact us using the address information below.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last reviewed in August 2018.

Cookies Policy

How We Use Cookies

This site offers e-commerce or payment facilities and some cookies are essential to ensure that your order is remembered between pages so that we can process it properly.

If you create an account for our forums then we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.

We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties, for example Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

General Privacy Notice

People interact with WellChild in many ways including as a beneficiary of our services, donating to WellChild, taking part in an event, supplying goods or services, volunteering, as a health professional, celebrity or nominating a child or health professional for a WellChild Award. Each and every person is incredibly important to us and however you are involved, we will always respect your rights and choices and we are committed to protecting your privacy.

We are responsible for protecting your personal information as a ‘data controller’ under applicable data protection legislation (including the General Data Protection Regulation (GDPR) 2018 and the Data Protection Act 2018). We have a legal duty to protect any information we collect from you and we keep strict security standards to prevent any unauthorised access to it.

Purpose of this privacy notice

This privacy notice aims to give you information about how WellChild collects and processes your personal data. It is important that you read this notice together with any other privacy or fair processing notices we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

Who we are

WellChild is a charity registered in England and Wales (charity number 289600) and in Scotland (SC045010). We are also a company limited by guarantee registered in England and Wales (company number 1815689). Our registered office is at 16 Royal Crescent, Cheltenham, Gloucestershire, GL2 9RT.

How do we collect information?

We will obtain personal information from you in a variety of ways including completion of an application or nomination form, over the phone, attending an event, making an online enquiry, when making a donation, via competitions and from other organisations (for example an online fundraising platform).

We will only collect this information from you where we have a legitimate reason to do so and/or you give your explicit consent.

What information do we collect?

When we collect personal information from you we will be up front about this and we will make it clear what we intend to do with it. The types of information collected might include names, date of birth, e-mail address, postal address, telephone and/or mobile phone number, fax number, credit/debit card or bank details, relative’s details and medical information, photographic images and film.

You may provide us with information about others. You must ensure that they are happy and have agreed to you providing us with their information. In certain circumstances and especially in the case of you providing us with sensitive information about them for example a reference to an illness or health condition, we will require separate consent from them.

We may collect information that is available in the public domain for example newspaper or online media items and Companies House listings.

Why do we collect information?

We collect information for the purposes set out above (What information do we collect?) which also includes the lawful basis for which the information is processed:

  • Where processing is necessary for the performance of a contract to which you are a party. If you fail to provide this information, we may be unable to perform the contract.
  • Where we need to comply with a legal obligation.
  • Where processing is necessary for the purpose of the legitimate interest pursued by us or a third party, except where your rights as a data subject override our legitimate interest.

Where processing is not necessary for the above reasons, we only process your information with your consent, or as otherwise required or permitted by law.

How do we use this information?

We will only use your information for the purpose disclosed at the time of its collection, as set out by this Notice, or where it is required and authorised by law. We will not use the information for any other purpose without first seeking your consent.

We will use your personal information:

  • to provide you with the services, products or information you have requested
  • to manage our relationship with you
  • for administration purposes such as thanking you for donations received and to ask you about gift aid or to update you about changes to our services or policies
  • to exercise our rights in relation to agreements or contracts
  • to further and promote WellChild’s charitable aims
  • to perform due diligence

We will only use your personal information for marketing purposes if we have your consent. You can change your marketing preferences at any time by emailing info@wellchild.org.uk or telephoning 01242 530007.

Data will be stored in a range of different places, including but not limited to paper records, online and hard copy forms, on our customer relationship management system (Raisers Edge) and on other IT systems (including email).

Marketing Consent/Preferences

We would like to keep you informed about our work, or the fun events, fundraising and volunteering you can get involved with. In order to do so we will request your consent to contact you about:

  • Our Work – news about our work and support provided to families which may include the WellChild Family Tree, Helping Hands, WellChild Nurses, Better at Home Units and other WellChild funded projects, conferences and events for health professionals to attend, and events for families to attend such as Mountain Rescue Day, Dream Night at the Zoo or Sailability,
  • Challenge Events and Fundraising – the opportunity to take part in marathons, treks, cycles, competitions, attend fundraising events or to fundraise on WellChild’s behalf.
  • Volunteering Opportunities – from assisting with garden makeovers as part of Helping Hands, taking part in bucket collections, working in the WellChild office to cheering on marathon runners or helping at social and fundraising events.
  • Social Events – attending celebrity dinners, golf days, Christmas Fairs and ‘one off’ special events.

We will also ask how you want to hear from us:

  • Email
  • Post
  • Phone or Text Message
  • Social Media Messaging

Where you have indicated you would like to receive communications from us, we will use the personal preferences which you have told us about. You can unsubscribe from receiving electronic messages at any time or change your preferences via the website here or by contacting us using the contact details below.   

Sharing your information with third parties

We may need to share your information with a number of trusted partners such as service providers, contractors, associated organisations and agents who provide services on our behalf. This will only be done to the extent necessary to enable us to provide you with those services. These third parties include:

  • third party service providers who process information on our behalf to help run some of our internal business operations including email distribution, IT services and customer services
  • third party service providers who provide services on our behalf
  • banks and payment providers – to authorise and complete payment transactions
  • our legal and professional advisors including our auditors
  • HM Revenue & Customs, but only if we need to authorise claims for Gift Aid or other forms of tax efficient ways of giving
  • law enforcement bodies in order to comply with any legal obligation or court order and, where we are otherwise requested to provide information, we may provide it but only in accordance with applicable privacy and data protection laws

We will only share information with organisations where we have your permission to do so, in accordance with this Notice, or there is legal authority to do so.

We only work with third parties where we are satisfied that adequate levels of protection are in place to protect any information provided to them and that they understand and comply with their obligations in relation to data protection. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us without permission. They will hold it securely and retain it for the period we instruct.

Young person’s information

Where data/information is provided or collected for a young person who is 13 years or over, we will require their permission (where they are able to provide it) to process this. If they are unable to provide consent, then consent will be obtained from their parent or guardian.

Do you have to give us your personal information?

You do not have to provide your personal information to us, but if you do not provide certain information we may only be able to provide limited services to you or no services at all.

In some circumstances, we may be required by law, or as a consequence of any contractual relationship we have, to collect certain personal information. If you fail to provide this information to us, it may prevent or delay us from fulfilling obligations or performing services.

Keeping and disposing of your information

We will use our best endeavors to protect your personal information from loss, misuse, unauthorised access, modification or disclosure. We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate and up to date.

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

Changes to your personal information

If your personal details change, please help us to keep your information up to date by notifying us at WellChild, 16 Royal Crescent, Cheltenham, Gloucester, GL50 3DA, by telephoning 01242 530007 or email to info@wellchild.org.uk

Your rights

As a data subject, you have a number of rights:

  • to be informed about how we will process your data;
  • to confirm that your data is being processed and to access and obtain a copy of your data on request;
  • to require the organisation to rectify incorrect or incomplete data;
  • to be forgotten – to require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • to stop, restrict or suppress the processing of your data in certain circumstances.

You can read more about these rights here – https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights

If you would like to exercise any of these rights, please contact info@wellchild.org.uk or write to Data Protection Officer, WellChild, 16 Royal Crescent, Cheltenham, Gloucestershire, GL50 3DA.

If you believe that WellChild has not complied with your data protection rights, you can complain to the Information Commissioner https://ico.org.uk/make-a-complaint/your-personal-information-concerns

Complaints or queries

WellChild tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of data. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below. If you would like to make a complaint about the way we have processed your personal information, please contact us using the address information below.

Links to other websites

This privacy notice does not cover links to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep this privacy notice under regular review. This privacy notice was last reviewed in August 2018.

Privacy Notice – Job Applicants, Current and Former WellChild Employees

WellChild collects, processes and retains personal information, in various formats, about our current, past and potential future employees (staff data) for a variety of purposes as set out below. We are responsible for protecting your personal information as a ‘data controller’ under applicable data protection legislation (including the General Data Protection Regulation (GDPR) 2018 and the Data Protection Act 2018). We have a legal duty to protect any information we collect from you and we keep strict security standards to prevent any unauthorised access to it. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

Purpose of this privacy notice

This privacy notice aims to give you information about how WellChild collects and processes your personal data. It is important that you read this notice together with any other privacy or fair processing notices we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

Who we are

WellChild is a charity registered in England and Wales (charity number 289600) and in Scotland (SC045010). We are also a company limited by guarantee registered in England and Wales (company number 1815689). Our registered office is at 16 Royal Crescent, Cheltenham, Gloucestershire, GL2 9RT.

What recruitment information does WellChild collect, how and why?

WellChild collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number
  • details of your education, qualifications, skills, experience, training and employment history
  • referee contact information
  • whether you hold a driving licence
  • information about your entitlement to work in the UK
  • any other information you wish to give in support of your application

WellChild may collect this information in a variety of ways. For example, data might be contained in application forms, CVs, or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as references supplied by former employers and information from criminal records checks. This will only be sought once a job offer has been made to you and we will inform you that we are doing so.

We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. This is not mandatory information – if you don’t provide it, it will not affect your application. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. For some roles, WellChild is obliged to seek information about criminal convictions and offences. We process such information because it is necessary to carry out our obligations and exercise specific rights in relation to employment.

We do not collect more information than we need to fulfill our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application or employment properly or at all.

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of managing the recruitment process, assessing and confirming a candidate’s suitability for employment and to decide to whom to offer a job. It may also be necessary to process data to fulfill legal or regulatory requirements (for example, to check a successful applicant’s eligibility to work in the UK before employment starts or to respond to and defend against legal claims from job applicants).

Your information may be shared internally for the purposes of the recruitment exercise. This includes with members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or share or store any of your information outside of the European Economic Area. If your application is successful and we make you an offer of employment, we will share your data with third party data processors – see below.

Data will be stored in a range of different places, including but not limited to your application record, on employee files, in HR management systems and on other IT systems (including email).

Assessments

We might ask you to complete tests which are relevant to the job role you are applying for and we might take interview notes. Information will be generated by you and by us and be held by WellChild.

How we make decisions about recruitment

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by emailing jobs@wellchild.org.uk

Offer of employment

If we make a conditional offer of employment, we will ask you for information so that WellChild can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and to seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of your qualifications where necessary – you will be asked to attend our office with original documents, we will take copies.
  • We will contact your referees directly (once you have given us permission to do so) using the details you provide in your application, to obtain references.
  • Some roles will require a Disclosure and Barring Service (DBS) check and we will ask you to complete an application form and provide identification documents.

If we make a final offer and you begin employment, we will also ask you for the following:

  • Bank details – to process salary payments and expenses.
  • Tax information such as a P45.
  • Driving license information and vehicle documentation – to enable you to drive vehicles provided by WellChild or your own vehicle for business purposes.
  • Emergency contact details – so we know who to contact in case you have an emergency at work.
  • Any medical information you wish us to be aware of.

Administration of the employer/employee relationship

The purposes for which we may use staff data (including sensitive personal information) include:

  • Employment matters (including promotion, training & development, conduct, attendance, appraisals, managing progress, grievance investigations, disciplinary actions and complaints, sickness pay and records).
  • Maintaining staff records.
  • Administering finance (e.g. salary, expenses, pension and any other staff benefits).
  • Complying with statutory requirements.
  • Providing operational information.
  • Promoting our services and other operational reasons (including displaying staff details on our website where appropriate, handling external business calls via our reception team and/or commissioning photographs or films for promotional purposes).
  • Safeguarding and promoting the welfare of staff and other stakeholders.
  • Ensuring the safety and security of our staff and other stakeholders.
  • Dealing with complaints.

We may disclose limited data to a variety of recipients but will only do so with your consent or where we have another lawful basis to do so. This could include:

  • Potential future employers of our staff (to provide references).
  • Government departments and agencies where we have a statutory obligation to provide information (e.g. Her Majesty’s Revenue and Customs (HMRC), the Home Office (in connection with UK visas and immigration).
  • Third parties who work with us to provide staff support services (e.g. counselling and occupational health services).
  • External organisations including funders and third party clients (for example, where a member of staff is named as part of a funding application or the job role is being funded by another organisation.
  • Crime prevention or detection agencies.
  • Relatives/next of kin.
  • Internal and external auditors.
  • Courts and tribunals.
  • Press and the media.

Use of data processors

Data processors are third parties who provide elements of the recruitment/employment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us without permission. They will hold it securely and retain it for the period we instruct.

Royce Peeling Green (RPG)

If you are employed by WellChild, relevant details about you will be provided to RPG who provide payroll services to WellChild. This will include your name, bank details, address, date of birth, National Insurance Number, pension and salary details and other job role information.

Attivo Financial Planning and Scottish Widows

Your details may be provided to Attivo and will be provided to Scottish Widows who administer the workplace pension on WellChild’s behalf. If you qualify, you will be auto-enrolled into the pension scheme and the details provided to them will include your title, name, address, date of birth, sex, National Insurance number, marital status, nationality, residency and salary. Your bank details will not be passed to them.

Gecko Technology

Limited information will be provided to Gecko Technology who provide IT support to WellChild.

Mayflower Disclosure Services Limited & Disclosure and Barring Service

Your details will be provided to Mayflower and the Disclosure and Barring Service if a DBS check is required for your employment with WellChild.

Keeping data up-to-date

It is important that you tell us promptly about any changes to the data we hold about you. This is particularly important for your contact, next of kin and bank account details.

Handling personal data responsibly

Staff will, during their employment with WellChild, come into contact with personal data from many sources (including that of other staff members). We expect staff to handle data about other people responsibly and in accordance with our Data Protection Policy.

We encourage the use of social media as it can be a valuable tool for the communication and promotion of the work WellChild undertakes and can assist in the work of staff. Staff are reminded that the usual standards of behaviour and conduct that WellChild expects on a day–to–day basis apply equally to the use of social media. Further information on this can be found in our Acceptable Use & Social Media Policy. Misuse of social media can cause significant distress to others, and we may take disciplinary and/or legal action against those responsible.

How long is the information retained for?

If your application for employment is successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus three years following the end of your employment. This includes any DBS checks and references. After three years following the end of your employment, only enough information will be held so that a reference including employment dates and job title can be provided to future employers at your request.

If your application for employment is unsuccessful, we will hold your data on file for six months after the end of the relevant recruitment process. In some circumstances, we may request your permission to keep your personal data on file for a further 12 months for consideration for future employment opportunities. At the end of these periods or earlier if you withdraw your consent, your data will be deleted or destroyed in a secure manner.

How do we protect your data?

We will use our best endeavors to protect your personal information, from loss, misuse, unauthorised access, modification or disclosure. We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate and up to date.

Your rights

As a data subject, you have a number of rights:

  • to be informed about how we will process your data;
  • to confirm that your data is being processed and to access and obtain a copy of your data on request;
  • to require the organisation to rectify incorrect or incomplete data;
  • to be forgotten – to require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
  • to stop, restrict or suppress the processing of your data in certain circumstances.

You can read more about these rights here – https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights

If you would like to exercise any of these rights, please contact info@wellchild.org.uk or write to Data Protection Officer, WellChild, 16 Royal Crescent, Cheltenham, Gloucestershire, GL50 3DA.

If you believe that WellChild has not complied with your data protection rights, you can complain to the Information Commissioner  – https://ico.org.uk/make-a-complaint/your-personal-information-concerns

 

Complaints or queries

WellChild tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of staff data. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you would like to make a complaint about the way we have processed your personal information, please contact us using the address information below.

Links to other websites

This privacy notice does not cover links to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep this privacy notice under regular review. This privacy notice was last reviewed in August 2018.

How to contact us

If you would like to request information about our privacy policy or to raise any concerns/complaints or provide suggestions for improving our procedures, you can email us at info@wellchild.org.uk or write to:

Data Protection Officer
WellChild
16 Royal Crescent
Cheltenham
Gloucestershire
GL50 3DA