1. Our contact details:
Name: South East Cancer Help Centre
Address: 2, Purley Road, Purley, CR8 2HA
Phone Number: 020 8668 0974
E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.
Website: www.sechc.org.uk

Social Media:
Instagram: https://www.instagram.com/sechc_purley/
Facebook: https://www.facebook.com/pg/secancerhelp
Twitter: https://twitter.com/secancerhelp
LinkedIn: https://www.linkedin.com/company/south-east-cancer-help-centre-limited/

Policy review date: November 2022

2.The type of personal information we collect
We currently collect and process the following information (from which individuals can be identified either directly or indirectly):

  • Members’ contact details (Name, postal address, email address, telephone number(s))
  • Members’ next of kin, carer’s, family member’s contact details
  • Date of birth
  • Health information (for patients who are members)
  • Financial information (for therapists and staff)
  • Employee data (for staff)
  • References (for staff, volunteers and therapists)
  • Donors’ name and address and gift aid details

3.How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To become a Member of SECHC and access services provided
  • Because you are next of kin, carer or family of a Member
  • To become a Therapist providing services to SECHC
  • To become a Friend of SECHC
  • To become a Donor of SECHC
  • To become an Employee of SECHC
  • To become a Volunteer with SECHC
  • To become a Trustee of SECHC

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Health information given by members as part of the membership application process and when receiving therapist services
  • Referees’ information as part of the staff, therapist and volunteer application process
  • Recruitment agencies as part of the staff, therapist application process
  • Financial information as part of donations made by donors

We use the information that you have given us in order to:

  • Contact details – to provide information about SECHC services such as appointments, newsletters and fund-raising events
  • Health information – to ensure appropriate services are provided and the needs of members are met
  • Referee information – to obtain references to ensuring suitable therapists, staff and volunteers
  • Financial information – to be able to process donations and Gift Aid tax refund claims

Some information may be shared with the following, but this is strictly limited to those with a legitimate requirement:

SECHC Trustees, SECHC therapists, SECHC Coordinators, Volunteers (with access to the SECHC appointments system), HMRC, credit and debit card companies.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting: GDPR, South East Cancer Help Centre, 2 Purley Road, Purley, CR8 2HA. (or by email to: This email address is being protected from spambots. You need JavaScript enabled to view it.)

(b) Our legitimate interest.

4. How and why we collect your personal information
How we collect your personal information - from:

  • Completed Membership application and renewal forms
  • Completed Staff application forms
  • Completed Therapist application forms
  • Completed Volunteer application forms
  • Completed Reference forms
  • Information received by donors
  • Information received from recruitment agencies

Why we collect your personal information under the lawful basis of Legitimate Interest:

  • It is necessary for the provision of services to members
  • For contact in the case of an emergency (Members’ next of kin, carer, family)
  • It is necessary for the employment of suitable staff
  • It is necessary for the engagement of suitable therapists to provide services to members
  • It is necessary for the engagement of suitable volunteers
  • It is necessary to apply to HMRC for Gift Aid tax refunds

Why we collect your personal information under the lawful basis of Consent:

  • It is necessary for the maintenance of a donor database
  • It is necessary to maintain a mailing list for the dissemination of newsletters

You can remove your consent at any time. You can do this by contacting:
GDPR, South East Cancer Help Centre, 2 Purley Road, Purley, CR8 2HA or use the “unsubscribe” function on the newsletter mailing list.

When it may be necessary to pass your personal information to a third party:

  • To obtain a reference
  • To facilitate an appointment with a therapist, counsellor or group activity leader
  • To Mailchimp platform for provision of a regular newsletter
  • To credit/debit card banks/companies to facilitate payments and donations
  • To HMRC for Gift Aid tax refund claim

5. How and where your personal information is stored
All personal data held in paper form are retained in locked cabinets with access controlled by the Centre Coordinators or, in their absence, their deputy. Access is strictly limited to those with a legitimate requirement. Electronic records of personal data are held securely on the Microsoft Office 365 Cloud. Access to such records is strictly limited to those with a legitimate requirement.

6. How long we keep your personal information before secure disposal occurs.
Paper records:

  • Members’ therapist records are kept securely for 7 years
  • Members’ application forms are kept securely for 10 years
  • Credit/debit card receipts are kept securely for 6 months
  • Therapists’ contract records are kept securely for 7 years unless the therapist is still in contract with SECHC
  • Staff employment records are kept securely for 7 years unless the staff is still employed by SECHC
  • Volunteer records are kept securely for 7 years
  • Gift Aid forms are currently in the process of being scanned electronically and paper copies are stored securely and held as per HMRC rules.

Electronic records:

  • Members from whom we have had no contact for more than 10 years have their personal information removed from our database by full anonymisation (by automatic computerised application) so that the individual cannot be identified. Their activity remains for statistical purposes.
  • Therapists from whom we have had no contact for more than 10 years have their personal information removed from our database by full anonymisation (by staff manual process) so that the individual cannot be identified. Their activity remains for statistical purposes.
  • Staff from whom we have had no contact for more than 10 years have their personal information removed from our database by full anonymisation (by staff manual process) so that the individual cannot be identified. Their activity remains for statistical purposes.
  • Volunteers from whom we have had no contact for more than 10 years have their personal information removed from our database by full anonymisation (by staff manual process) so that the individual cannot be identified. Their activity remains for statistical purposes.

7. 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 information.
  • Your right to rectification - You have the right to ask us to rectify personal information 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 information in certain circumstances.
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at: GDPR, South East Cancer Help Centre, 2 Purley Road, Purley, CR8 2HA or by email to: (This email address is being protected from spambots. You need JavaScript enabled to view it.) if you wish to make a request.

8. How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at GDPR, South East Cancer Help Centre, 2 Purley Road, Purley, CR8 2HA or by email to: (This email address is being protected from spambots. You need JavaScript enabled to view it.). You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

 

Policy review date: November 2022