Who are Cancer Awareness Trust?

Cancer Awareness Trust is a global charity, founded and headquartered in the UK, responsible for Cancer Platform and Evamore Music. Our UK Charity number is 1181054. Our registered office is Level 39, One Canada Square, London, E14 5AB. Cancer Awareness Trust Ltd is registered with the Information Commissioner’s Office with registration number ZB672511.

You can find out more about Cancer Awareness Trust and Our services on our websites:

• Cancer Awareness Trust 

• Cancer Platform

• Evamore Music 

Throughout this Privacy Notice, we will refer to Cancer Awareness Trust Ltd, “Cancer Awareness”, “Affiliates”, “We”, “Our” or “Us”.

This Privacy Notice applies to all information which is obtained and processed by Cancer Awareness Trust and for which Cancer Awareness Trust is the Data Controller.

When are We acting as a Data Controller?

This Privacy Notice provides you with information on how We manage your personal data in your interactions with Us, regardless of your location.

Depending on your relationship with Us, We will hold and manage your information differently. The Cancer Awareness Trust could be in possession of your information as a: 

• Donor, or

• Prospective donor, or

• Fundraiser, or

• Supporter or prospective supporter, or

• Delegate at an event.

This Privacy Notice details how We manage your information in all the above situations as a Data Controller.

Contact Us

If you would like to exercise one of your rights as set out in this Privacy Notice, or you have a question, query, or complaint about this Privacy Notice or the way your personal data is processed, please contact Our Data Protection Officer either by phone, email, or post. 

• By email: dpo@cancerawarenesstrust.org 

• By post: Cancer Awareness Trust, Level 39, One Canada Square, London, E14 5AB 

The information that We collect

The personal data that we collect about you will be based on how you interact with Us, but We collect the following information from many of Our supporters: 

• Your name

• Your postal and email addresses

• Your telephone number or numbers

• Details of any correspondence that we have had with you. For example, if you call Us, We will make a note of the conversation, in case you need anything else on that matter

• How you would like to hear from us, and when you told us this

• Details of any donations that you have made to us

• Whether or not you have signed up to the Gift Aid Scheme, and when you did so

• Your date of birth

• Any fundraising appeals that you may have responded to

• Events that you have taken part in or enquired about. 

Given the nature of Our services, We may collect special category data about you which reveals your racial or ethnic origin, religions beliefs, or health situation. We may collect and hold other data in specific circumstances, for example: 

• Health information that you give us if you are participating in an event, to help us to ensure your safety.

• Details of your connection to the charity, including your experience with cancer, which may mean that you share other details with us including ethnicity and religion if relevant to the cancer experience, that is if you choose to provide us with this information.

• Information to support our work with high-net-worth individuals, to understand their philanthropic interests, and complete any necessary due diligence. 

When We collect information about you

We collect information in the following ways:

1. When you give it to Us DIRECTLY

You may give Us your information in order to sign up for one of Our events, tell Us your story, sign up to Our e-newsletter, fundraise on Our behalf, make a donation through the Cancer Awareness Trust, pledge a legacy, or to simply communicate with Us. Sometimes when you support Us, your information is collected by an organisation working for Us (e.g. a professional fundraising agency), but We are responsible for your data at all times. 

2. When you give it to Us INDIRECTLY

Your information may be shared with us by fundraising sites like Just Giving. These independent third parties will only do so when you have indicated that you wish to support The Cancer Awareness Trust and with your consent. You should check their Privacy Notice when you provide your information to understand fully how they will process your data. 

We may also seek information indirectly through information that is on the public domain such for due diligence processes, to learn about philanthropic history, or if we are introduced by another donor.

3. When you give permission to OTHER ORGANISATIONS TO SHARE, or it is AVAILABLE PUBLICLY

We may combine information you provide to Us with information available from external sources in order to gain a better understanding of Our supporters and to improve Our fundraising methods, products and services. You can find out more information on how We use your personal data upon request. 

The information We get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources: 

• Third party organisations - You may have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site. The data We receive depends on your agreement with the third-party organisation.  

• Social Media - Depending on your settings or the privacy policies for social media and messaging services like Facebook or X, you might give us permission to access information from those accounts or services. 

4. When we collect it as you use Our WEBSITE

Refer to our General Privacy Notice and Cookie Privacy Notice.

Why We collect and use your personal data

We collect personal data to help Us to process your requests, keep in touch with you and to help Us to interact with you in the most effective way.

We will use your personal information to:

• To provide you with the services, products or information you have asked for

• To process your donation including the processing of gift aid

• To support your fundraising efforts

• To ask you to help Us raise money or to donate through Our appeals

• To provide you with information about Our work and activities or to send you materials that you have requested

• To invite you to participate in market research, for the development of the Cancer Platform

• To invite you to events

• To manage and administer any legacies that have been pledged or left to Us

• To keep a record of your relationship with Us

• To ensure We know how you prefer to be contacted

• For internal record keeping, such as the management of feedback or complaints.

• Where it is required or authorised by law.

What are my data rights, and can I object to you processing my personal data? 

It is important that the personal data We hold about you is accurate and current.  Please keep Us informed if your personal data changes during your engagement with Us. 

 Where We are acting as a Data Controller, and under certain circumstances, by law you have the right to: 

• Request access to your personal data (commonly known as a Data Subject Access Request).  This enables you to receive a copy of the personal data We hold about you. 

• Request correction of the personal data that We hold about you.  This enables you to have any incomplete or inaccurate information We hold about you corrected. 

• Request erasure of your personal data.  This enables you to ask Us to delete or remove personal data where there is no good reason for Us continuing to process it.  You also have the right to ask Us to delete or remove your personal data where you have exercised your right to object to processing. 

• Object to processing of your personal data where We are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground.  You also have the right to object where We are processing your personal data for direct marketing purposes. 

• Request the restriction of processing of your personal data. This enables you to ask Us to suspend the processing of personal data about you. 

• Request the transfer of your personal data to another party. 

• Right to withdraw Consent. In the limited circumstances where We are processing your data on the basis of Consent you have provided Us, and We have no other legal justification or obligation to continue the processing, you have the right to withdraw your Consent for that specific processing at any time. 

 For your protection and to protect the privacy of others, We may need to verify your identity before completing your request.  

If you object to Us using your personal data or withdraw Consent for Us to use your personal data (when We are processing your personal data based on your Consent) after initially giving it to Us, We will respect your choice in line with applicable law. 

If you would like to exercise any of these rights or would like to confirm the accuracy of your information, please contact dpo@cancerawarenesstrust.org.

Automated decision making 

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making. 

Direct Marketing

We will send you relevant news about Our services in a number of ways, including by email, but only if We have a Legitimate Interest or your Consent to do so. Where We rely on Legitimate Interest, We have completed a Legitimate Interest Assessment for the processing activity, or for data of UK residents acting in a business environment, We rely on the Corporate Subscriber exemption.  

When We send you marketing by email, each email communication will have an option to object to the processing. If you wish to amend your marketing preferences, you can do so by following the link in the email you receive from Us and updating your preferences, or by contacting Us at dpo@cancerawarenesstrust.org.

Sharing your story

Some of Our supporters may choose to tell Us about their experiences with living with cancer to help further Our work. This may include them sharing sensitive information related to their health and family life in addition to their biographical and contact information. Should supporters choose to tell Us if they have any conditions/diseases, and where We have permission to do so, We will endeavour to use the information provided to tailor Our communications with them. If We have the explicit and informed consent of the individuals, or for children their parent or guardian’s consent, this information may be made public by Us at events, in materials promoting Our campaigning and fundraising work, or in documents such as Our annual report. For clarity, we will never share your story without your consent, or for children the parent or guardian’s consent.

Building profiles of supporters and targeting communications

As part of Our major donor fundraising activities, We undertake research and profiling of supporters and prospective supporters who may have an interest in, and financial ability to, support The Cancer Awareness Trust, the Cancer Platform, and particular aspects of Our work. This research helps Us to target Our communications in a more focused, personalised and cost-effective way by giving Us greater insight into what donors and prospective donors may find interesting and the level of support they may be able to provide. 

When undertaking research or gathering information to build a picture about a supporter or prospective supporter, We consider geographic, demographic and other publicly available information such as location, listed directorships or trusteeships, donations to other organisations and measures of affluence such as typical earnings in a given profession and house values. 

Our profiling methods and analysis activities can be categorised in the following four ways: 

1. Data Matching

We may use the personal information an individual has given Us in conjunction with data that has been obtained from external sources to obtain a greater understanding of their likely social, demographic and financial characteristics. This allows Us to tailor communications with a greater degree of relevancy to better meet the expectations and desires of the individual and other individuals in similar circumstances. We will not use this data in any way that might intrude upon an individual’s rights or be considered inappropriate. 

2. Segmenting

We analyse supporters by group or geodemographic area where supporters may be located. This enables Us to better tailor relevant campaigns and mailings for those most likely to be interested and get involved. This is not designed to identify any specific individuals, but rather many individuals who may lie in a particular segment of supporters. 

3. Event Planning

We sometimes create short biographies of individuals who are attending Our events or meetings for the purpose of understanding more about the people We are engaging with. This includes reviewing publicly available sources such as public registers, broadcast media and online publications and stories. 

4. Major Donor Analysis

We analyse Our database and use information on how supporters have engaged with Us in the past to see if We believe that they would be interested in building a relationship with Our fundraisers. We then use publicly available sources of information to understand their philanthropic interests and capacity to give greater support (which includes estimated levels of wealth where available). We may also identify other potential new supporters this way. We may from time to time engage a specialist third party prospect research company to analyse Our database against their demographic database for this purpose. 

These external data sources are gathered entirely from publicly accessible sources and include examples such as:

• Public Registers: Companies House (directorships, shareholdings and company accounts), The Electoral Commission (Political Donations), The Electoral Roll (Open Register), The FCA (Financial Services Register), The Law Society, The Land Registry.

• Trade and Industry References, Professional directories, Charity Commission.

• UK Reference volumes: Who’s Who, Debrett’s People of Today, Debrett’s Peerage and Baronetage, City of London Livery Company information, Trustfunding.org.uk, Sunday Times Rich List.

• Reliable print and broadcast media: newspapers (The Telegraph, Financial Times, The Times and Sunday Times, City AM), magazines.

• Information that individuals put into the public domain such as on company websites or biographies on professional networking sites

• Geographic and demographic information based on postcode 

The information that We then review from these sources includes things such as whether a person is a company director or trustee of a charity, their business profession, and estimated property values. 

Using this information means that We can tailor communications to areas of Our work that We believe will be of interest to you, as We know that donors want information relevant to their motivations. It enables Us to spend less money than We otherwise would to raise more funds. It also allows Us to ensure that We do not contact people inappropriately. 

If you would like any further information on Our profiling and major donor analysis, or do not wish Us to use your details in any of the ways described above, please contact Us:

• By email: dpo@cancerawarenesstrust.org 

• By post: Cancer Awareness Trust, Level 39, One Canada Square, London, E14 5AB 

Ethical Screening and Minimising Risk

We are subject to many legal and regulatory obligations and standards. We employ appropriate due diligence of donors and donations as well as implementing robust financial controls that help protect The Cancer Awareness Trust from abuse, fraud and money laundering. We may screen supporters to minimise the risk of associating ourselves with an individual or organisation that conflicts with the high standards We have set ourselves in Our ethical policy. 

Our legal basis for processing your data 

The legal basis for processing your personal data is based on compliance with a Legal Obligation, Our Legitimate Interest, Performance of a Contract, Vital Interest, or your Consent that We will have requested/stated at the point the information was initially provided, therefore, We will not store, process, or transfer your data unless We have an appropriate lawful reason to do so. 

Consent

Consent is where We ask you if We can use your information in a certain way, and you agree to this (for example when We send you marketing material via, text or e-mail). Where We use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time. 

Legal obligation

We are able to use your personal information where We need to do so to comply with one of our legal or regulatory obligations. For example, in some cases We may need to share your information with Our various regulators such as the Charity Commission, Fundraising Regulator, or Information Commissioner, or to use information We collect about you for due diligence or ethical screening purposes. 

Performance of a contract / take steps at your request to prepare for entry into a contract

We are able to use your personal information where We are entering into a contract with you or performing Our obligations under that contract. 

Vital interests

We have a basis to use your personal information where it is necessary for Us to protect life or health. For instance, if there were to be an emergency impacting individuals at one of Our events, or a safeguarding issue which required Us to contact people unexpectedly or share their information with emergency services. 

Legitimate Interests

We use legitimate interest as a lawful basis for collecting data in compliance with data protection legislation. We process your data where We are furthering Our legitimate aims and have assessed that the processing is not likely to be too intrusive, or to unduly infringe on your rights and freedoms. In legal terms, this is called the “legitimate interests” basis. 

We aim to revolutionise the global approach to cancer by empowering everyone with immediate access to potentially life-changing information. To this end, our mission is to build Cancer Platform:  the digital tool that enables everyone to face cancer empowered with expert knowledge and truth, providing a sense of hope and optimism. Ultimately, our purpose is to save lives and bring hope and optimism to everyone impacted by cancer. 

Our duty therefore is to promote ourselves and our work, to responsibly raise as much money as possible to further our charitable aims, to update our supporters and the public on our progress, and to operate in an effective way. We always pursue these interests in a respectful manner and with the needs of our supporters as our top priority.

We might further our legitimate interests in the following ways: 

To communicate with you about marketing and fundraising materials or products:

• To send you emails or mail by post relating to activities that We think you may be interested in (unless you have told Us you do not want this). We will always consider how much mail you receive from Us, and what the topic is, to ensure that it is appropriate.

• To contact you by telephone for fundraising or marketing purposes where you have provided Us with your number. (If you have already told Us that you prefer not to receive telephone calls from Us or are registered with the Telephone Preference Service then we will not call you).

To ensure that we understand Our supporters and so can contact them in a way that is relevant for them, and to make sure that We are using our marketing budgets effectively:

• To segment and analyse Our data that we hold so that We can understand who Our supporters are and contact them about specific activities. For example, to identify which supporters have previously participated in running events and to send them details of future running activities.

• To undertake research on potential high value supporters (as detailed in the “Building profiles of supporters and targeting communications” section above), to understand their philanthropic interests and ensure that we only contact people whose interests align with Our aims and charitable activities. 

To manage Our everyday business needs:

• To work with third party suppliers, where We can make use of their expertise in a specialist field, or where they can provide services at a more cost-effective rate than We could manage internally.

• To update Our database records to keep them accurate, for example, to amend an address where We receive returned mail.

• To process donations, gift aid declarations and applications for funding.

• To communicate with you in relation to administrative matters (see more below). 

You have the right to object to Us processing your data on the grounds of Our legitimate interests in certain cases. If you would like Us to stop using your data on this basis, please do get in touch with Us: 

• By email: dpo@cancerawarenesstrust.org 

• By post: Cancer Awareness Trust, Level 39, One Canada Square, London, E14 5AB

Administrative communications 

There are some administrative communications that We are required to send to you, which are not affected by how you have told Us you would like Us to contact you for marketing purposes. 

Examples of these include (but are not limited to): 

• Confirming the details of any direct debit that you set up with Us, including your bank account and payment details

• Confirming where you have made a Gift Aid Declaration orally, so that We can give you the information on the tax implications of this.

How to control the marketing that We send you

We want to make sure that We keep in touch with you when and how you want. Every marketing communication that We send will outline how you can update Us on your preferences and all our emails have an unsubscribe link.

You are also always welcome to get in touch with our Fundraising Team in any of the following ways:

• By email: contact@cancerawarenesstrust.org

• By post: Cancer Awareness Trust, Level 39, One Canada Square, London, E14 5AB

We will ensure that Our records are updated as soon as possible once We receive your instructions. For Our postal communications, it can take up to 21 days for any change to take full effect because of the production times for Our campaigns, but in most cases, We would expect the change to be effective much more quickly. If you do receive any mail within this 21-day window, please accept Our apologies and recycle it. 

How we work with third parties in processing personal data

At The Cancer Awareness Trust, We sometimes work with third parties. It’s important that you understand the circumstances where this might happen and who We work with. 

We never sell or swap your details with any other organisation for their marketing purposes.

These are some examples of how We work with third parties:

• Where We sign a contract with a third-party supplier to carry out services for Us. These contracts will always hold a supplier to Our own high standards of data protection to ensure that they treat your information with the same care as We do.

• Where you register to take part in an event, and We must provide your details to the event organiser to secure your place.

• Where a company sends Us data because you have given permission for them to share it, for example, where you set up an online giving fundraising page, sign up for an event via a third party or register with the Telephone or Fundraising Preference Services.

• Where We use companies who can help Us to enhance the information that We hold about you, for example, to help Us to understand which parliamentary constituency you fall into, the size and composition of your household, or the demographic of people living in your postcode area.

• Where We must legally share information. For example, if you make a Gift Aid declaration to enable us to claim Gift Aid on donations that you make, We must share your name and address with HMRC so that they can audit Our claim. 

Third party suppliers

We may use companies to provide services and process your personal data on Our behalf, where they have a specific expertise or can offer the most cost-effective solution for Us. Some of the activities that third-party companies carry out for Us are: 

• Packing and delivering postal mail

• Making telephone calls to Our supporters

• Signing up new supporters for Us over the phone, through door to door, street or private site campaigns

• Sending emails

• Processing credit card payments 

Whenever We work with a company in this way, We will always have a contract with them, to be certain that they treat your data with the same level of care and respect as We do. We will only send them the data that they need to carry out their specific service and they are required to delete it or return it to Us once they have completed this. Your data will only ever be passed to them for the services that they carry out on Our behalf, it is never shared for their marketing purposes. 

Event organisers

Some events require Us to pass your personal information to the event organisers to secure your place.

Third Parties who send Us data

Some third-party organisations collect data on Our behalf and share it with Us in accordance with their policies and procedures for data protection compliance. Some of these organisations are Data Management companies, which We use to ensure that data you have provided Us with is up to date. We do not use this to add new contact data; so, if We already have your address, We may update this, but if We do not have your telephone number, We will not use one of these companies to find and record it. Whenever you give your data to any organisation, you should always make yourself aware of the way your data is managed by reading the Privacy Notice.

Here are some examples of organisations We currently receive this information from: 

• Online Giving Providers: JustGiving, CrowdFunder, Charity Network,  FanDiem.

• Events Companies: EventBrite

Companies who provide Us with additional information

Understanding Our supporters helps Us to provide them with a personalised experience and makes sure that We use Our marketing budgets in the most efficient way. We may collect the following additional information about our supporters:

• Information on your financial ability to support Us

• Your postal address

• Information about your interests and hobbies

• The age band that you fall into

If you don’t want Us to use your data in this way, please get in touch with Us and We will make sure your details are not included:

• By email: dpo@cancerawarenesstrust.org 

• By post: Cancer Awareness Trust, Level 39, One Canada Square, London, E14 5AB 

Where we have a legal requirement

We will always share data where We have a legal requirement to do so. Examples of this include providing audit information to HMRC for Our Gift Aid claims or if We are required to do so by law enforcement officials. If We were to merge with another charity or restructure, we may also share your personal details with other entities involved in the merger/restructure for that purpose. 

How long does the Cancer Awareness Trust keep my personal data? 

We will hold your personal information on Our systems for as long as is necessary for the relevant activity, for example We will keep a record of donations subject to gift aid for at least seven years to comply with HMRC rules. Our Data Retention Policy stipulates seven years which allows us to comply with any legal obligations. 

If you request that We stop sending you marketing materials We will keep a record of your contact details and appropriate information to enable Us to comply with your request not to be contacted by Us. 

In the case of legacy income, We may keep data you provide to Us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving Us legacies. This also enables Us to identify and analyse the source of legacy income We receive.

How do We protect your personal data 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, We limit access to your personal data to those employees, contractors, and trusted third parties who have a business need-to-know basis for the purpose of supporting Us to deliver Our services. 

Keeping your information up to date

We may use information from external sources such as the Post Office national change of address database and/or the public electoral roll to identify when We think you have changed address so that We can update Our records and stay in touch. 

We do this so We can continue to contact you where you have chosen to receive marketing messages from Us and contact you if We need to make you aware of changes to Our terms or assist you with problems with donations. 

This activity also prevents Us from having duplicate records and out of date preferences, so that We don’t contact you when you’ve asked Us not to. 

We are committed to putting you in control of your data and you can opt out from this activity at any time. To find out more, please get in touch with Us:

• By email: dpo@cancerawarenesstrust.org 

• By post: Cancer Awareness Trust, Level 39, One Canada Square, London, E14 5AB 

We would really appreciate it if you let Us know if your contact details change.

Will my data be processed outside my home country? 

Your data will be processed in the UK as we are based in the UK. We work with Data Processors to deliver our services. Our third-party Data Processors may be based outside the UK, in countries such as the US.

Where We transfer personal data to Our Affiliates or other third parties outside of the European Economic Area, We will ensure that those transfers take place in accordance with the applicable data protection laws designed to ensure the privacy of your personal data, including by entering into data transfer agreements with recipients. If you would like more information about how your personal data may be transferred, please contact Us at dpo@cancerawarenesstrust.org.

How can I make a complaint? 

You have the right to make a complaint if you are unhappy about how your personal data is processed. However, We would appreciate the chance to deal with your complaint before you approach the Supervisory Authority, so please contact Us in the first instance at dpo@cancerawarenesstrust.org. Your satisfaction is extremely important to Us and We will always do Our very best to solve any problems you may have. If you remain dissatisfied, you may wish to contact the Supervisory Authority.

You have the right to complain about the use of your personal data to the local Supervisory Authority, which in the UK is the Information Commissioner’s Office.

You can find the contact details for the Information Commissioner’s Office below: