Some useful definitions:

What is Personal data?

•             Personal data is information that relates to an identified or identifiable individual.

•             What identifies an individual could be as simple as a name, address, email address or a telephone number.

•             If it is possible to identify an individual directly from the information you are processing, then that information may be personal data.

What is Special data?

•             Special category data is personal data that is more sensitive, and so needs more protection.

For example, information about an individual’s

·        race.

·        ethnic origin.

·        health.

Does this Policy apply to you?

This Policy applies specifically to parents, legal guardians, carers, or professionals who are making enquiries, or referring, their child for an award (referred to as “the Braveheart”). This Policy also applies to the Bravehearts themselves.

This Policy applies to any personal and/or special category data you provide us, including information about yourself, the Braveheart, and any other family members.

Please note that nominations cannot progress without the involvement and explicit consent of the parents or guardians of the Braveheart.

In the remainder of this Policy, any reference to “you” and “your” means the parent or guardian of a Braveheart or the Braveheart themselves.

Why we use your information.

•             to process and respond to nominations, queries, or requests on behalf of the Braveheart.

Other reasons include:

•             To pursue our charitable purpose to deliver our mission and vision

•             To raise vital funds for our work.

•             To ensure we meet our regulatory requirements as a charity

•             To manage our ongoing relationship with our supporters and anyone we work with

•             To manage our financial transactions and prevent fraud

How we use your information

To assess if the nominated child is eligible for a Braveheart.

We have medical criteria that the nominated child must fall within for us to be able to grant an award. To establish this eligibility, we will use the medical information provided by you and medical professionals.

To grant the Braveheart Award

The process of granting an award requires obtaining, assessing and storing information regarding the nominated child and other relevant family members. In addition to collecting information from nomination forms, we may also collect personal information during visits or other meetings with you, or via telephone conversations or emails.

To respond to any enquiries, requests, queries you make to us

This may include responding to your query, or sending you relevant information or materials. We may also keep a record of conversations we have with you and any materials we send out to you.

To comply with the law:

As with all charities, we ensure that our activities comply with the law. Therefore, we may need to share or use your personal information if we are required to do so by law (for example, in response to a warrant or court order), and we may use information from other sources for the purposes of fraud prevention, for example to comply with money laundering regulations, or to protect people’s rights, property or safety.

To share the Bravehearts stories as part of our charitable activities

Where we gain consent to do so, we may photograph and film award ceremonies to share the stories of the Bravehearts and their families to encourage charitable activities.

There is no obligation or assumption at this time that your consent must be given regarding the above statement, in order to qualify for an award.

Sharing your information with other organisations:

We will never share your information with third parties for their own purposes, unless this is explained to you at the time we collect your information and you give us your explicit consent to, or we are legally required to do so.

We also reserve the right to disclose some or all of the Bravehearts and/or the Bravehearts family’s personal information to:

•             government bodies or law enforcement agencies, or response to other legal or regulatory requests, but only if and to the extent required by law to do so; and

•             our auditors, lawyers or other professional advisers for any auditing, accounting or related business purposes, or in the enforcement, defence or settlement of any legal proceedings brought by or against us, but only if and to the extent such disclosure is strictly necessary for these purposes.

How long we keep your information for:

As a general rule, we will hold your information until the Braveheart reaches the age of 18.with your permission we keep pictures and other media for the same period of time and may ask you if we can continue to keep using your pictures and media past this point.

If you would like to know how long we will hold any specific information, then please contact us at braveheartsofthenortheast@gmail.com

Your rights:

Your data rights:

The General Data Protection Regulation (GDPR) stipulates that you have the following rights. We are happy to explain how we can help you with any requests around these rights or explain them in more detail for you.

•             Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data.

•             Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.

•             Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.

•             Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances, you may request that we erase your personal data held by us.

•             Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.

•             Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest

•             Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances

Right to Withdraw Consent at any time:

Where we use your personal information based on your prior consent, or where you have given us permission to send you marketing communications by email, mobile messaging and by direct message on social media, you can withdraw your consent at any time by contacting braveheartsofthenortheast@gmail.com

Complaints:

If you have any complaints about how we handle your personal data, please contact us so we can resolve the issue, where possible. You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office, the UK data protection regulator.

Updates to this Privacy Policy:

We may update this policy to reflect changes in how we use your information. You may wish to check this policy each time you provide us with your information. Where appropriate, we will provide you with notice of any significant changes to how we use your information.

Contacting us:

If you have any questions about this privacy policy and how we use your information please contact us at admin@brave-hearts.com