Cerebral Palsy Cymru (“we”) is committed to keeping the data you share with us safe and secure. Our aim is to be open and transparent about how we keep and use your information. The details you share with us will be used to better inform what we do and make sure you receive the information you want.
We keep our promises
We promise not to sell your data to any third party organisations and will only ever share it in the right legal or exceptional circumstances. Please see the section below on ‘Sharing your data’ for more information.
Having a better understanding of our supporters through their personal information allows us to make better decisions, fundraise more efficiently and, ultimately, helps us to reach our goal of improving the quality of life of more children in Wales who have cerebral palsy. We have updated our policy to make sure it is more understandable to our families and supporters.
We now have an ‘opt-in only’ policy for marketing materials which means that we will only send marketing communications to people who have said they are happy for us to do so via their preferred channel(s) (email, text, phone or post).
Our marketing communications include information about our therapy, fundraising and the difference we make. If you would like to receive these communications but have not opted in please contact us on 02920 522600 or email firstname.lastname@example.org. Please sign up to our e-newsletter by clicking here.
If you are a parent or carer of a child who receives therapy from Cerebral Palsy Cymru, we will contact you about things that will be of interest to you and your family. This information will include Family Support news about family seminars and coffee mornings, events such as tickets for the circus or Cerebral Palsy Cymru events that are suitable for families, as well as news about the Centre. We contact families with the above information on the grounds of a legitimate interest that this is information that can be of benefit to you and your family. This contact will as far as possible be done via email.
Who are we?
Cerebral Palsy Cymru is a registered charity (no.1010183) based in Cardiff that helps to improve the quality of life of children in Wales who have cerebral palsy. Our registered address is The Courtyard, Ty Glas Avenue, Llanishen, Cardiff, CF14 5DX. We have four charity shops in Barry, Crwys Road (Cathays), Llanishen, and Talbot Green.
Where do we collect information about you from?
You might give us your information to sign up for one of our events, tell us your story, make a donation, buy from one of our charity shops or volunteer with us. We are responsible for your data at all times. For families whose children receive therapy, you might also give us your information and information about your child so that we can provide therapy to your child. We are responsible for your data at all times.
For families whose children receive therapy, if you are referred to Cerebral Palsy Cymru by your local therapy team or paediatrician they will give us your contact details so we can offer you therapy for your child. We have a data-sharing agreement with each local health board. They will only pass us information that is required in order for us to administer and offer therapy sessions to children.
Through another organisation/company
You might have given permission to another organisation to share your data with third parties, including charities like us. This could be when you bought something, registered for an online competition or signed up with a comparison site.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you make sure you check them.
Available through public means
We may use information about you that we’ve found in places such as Companies House and that which has been published in articles/ newspapers.
We may combine information you provide us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services.
Through websites and/or apps
Please see the section below on ‘What are cookies and how do you use them?’
When signing up for our e-newsletters, we often use an e-mail provider called Mailchimp. This allows us to contact supporters on our database in an efficient way and means we can make our emails look more attractive for our supporters. When signing up for one of these newsletters, please be aware that Mailchimp tracks who the emails have been sent to, who opens them and who visits the Cerebral Palsy Cymru website.
What personal data do we collect and how do we use it?
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example, make a donation, volunteer, register to fundraise, sign up for an event or buy something from one of our shops, we will usually collect:
- Your name
- Your contact details
- Your date of birth
Where it is appropriate we may also ask for:
- Information relating to your health (for example if you are taking part in a high-risk event)
- Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us
We will mainly use your data to:
- Provide you with the services, products or information you asked for
- Administer your donation or support your fundraising, including processing Gift Aid
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Understand how we can improve our services, products or information
We may also use your personal information to detect and reduce fraud and credit risk.
With your consent, we will contact you to let you know about the progress we are making and to ask for donations or other support. Occasionally, we may include information from partner organisations or organisations who support us in these communications. We make it easy for you to tell us how you want us to communicate, in a way that suits you.
Our forms have clear marketing preference questions and we include information on how to opt-out or opt-in when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact us on 02920 522600 or email@example.com
We do not sell or share personal details with third parties for the purposes of marketing. But, if we run an event in partnership with another named organisation your details may need to be shared. We will be very clear about what will happen to your data when you register.
Families attending for therapy
If your child receives therapy from Cerebral Palsy Cymru we will collect information about you and your child:
- Your name and your child’s name
- Your contact details
- Your child’s DOB
- Your child’s medical history as required to best inform the therapy we provide
We appreciate and understand that this information about your family and your child is sensitive personal data. Please note that in order to provide clinical care to your child we are required to store and process this information. The grounds for the storage and processing of this data is that of the legitimate interests of a not-for-profit body as we require this data to inform and administrate our therapy services. We store any sensitive personal data on a secure password-protected database, and the data can only be accessed or processed by a limited number of authorised and trained staff.
We may also ask for your consent to store additional information that you give us about your child, including:
- Information about your child’s ethnic origin
If you give us information about your child’s ethnic origin this data is coded and stored on our secure password-protected database. Providing this information is optional. Information about how we use this data is detailed below.
We will use the data you give us to:
- Administer and provide therapy to your child now and in the future
- Keep a record of your relationship with us
- Produce reports to funding organisations regarding the provision of therapy. These reports may include anonymised numerical statistics regarding age, gender and ethnic origin of children who receive therapy from Cerebral Palsy Cymru
- Produce teaching materials for clinical courses, teaching opportunities and conferences
- Send you information about family support, events and Centre news all on the grounds of legitimate interest. For more information about this please see above.
What happens if you share your story
Some families choose to tell us about their experiences with cerebral palsy to help further our work and raise awareness of Cerebral Palsy Cymru. This may include them sharing sensitive information related to their health and family life in addition to their biographical and contact information.
If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, 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.
How do we process children's data?
We collect information from children and aim to manage it in a way which is appropriate to the age of the child. We collect information about children who attend Cerebral Palsy Cymru which can include sensitive personal data. Please see above for more information about the data we collect regarding children who receive therapy. We also collect information about children who attend any of our events or if they fundraise for us. We collect information from children who are able to give us feedback on their therapy, e.g. improvements in their physical abilities or well-being.
Where possible and appropriate we will seek consent from a parent or guardian before collecting information about children. Our events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age-appropriate.
How do we keep your information up to date?
We will endeavour to keep your information up to date. Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as described above.
We would really appreciate if you could let us know if your contact details change.
Sharing your data
We do not sell or share personal details with third parties for the purposes of marketing. We will only share your details with third party organisations when it’s necessary to;
- Provide you with the services you’ve asked for (we will make sure you’re happy for us to do this before anything happens and will explain who we are sharing the data with e.g. the Department of Work & Pensions, your local council etc.)
- Administer therapy for your child – for example inviting community therapists to attend your child’s therapy sessions, or sending reports regarding your child’s therapy to the professionals who are involved in their care. We will ask for your consent before we send any of this information.
- Administer your participation in an event or fundraising activity.
- Comply with Health & Safety regulation
For families who attend to help us provide specialist teaching and training, with your consent we will also share your data with our course tutors so they can use images and video for further teaching and training purposes.
If we ever need to share data for these purposes, we will always take the utmost care, to make sure only essential data is shared, and that it’s done securely and safely.
Cerebral Palsy Cymru may be required to share your details in exceptional circumstances, for example, to comply with code of professional conduct or where legally required by the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
How doe we keep your data safe and secure?
We make sure that appropriate measures and controls are in place to protect your personal details. We undertake regular reviews of who has access to information that we hold, to make sure that your information is only accessible by appropriately trained staff, volunteers and partners.
Before we use any external companies to collect or process personal data on our behalf, we will do comprehensive checks. We will always put a contract in place that sets out our expectations and requirements, especially how they manage the personal data they have collect or have access to.
Suppliers who run their operations outside the European Economic Area (EEA) are not subject to the same data protection laws as companies based in the UK. However, if we ever choose to use a supplier based outside of the EEA, we will make sure they provide an adequate level of protection in accordance with UK data protection law.
How long will we store your data?
We will retain relevant information on our database while participation with Cerebral Palsy Cymru is active. This information will then remain stored securely in line with our retention policy, available on request
Finding out what data we have about you, how to make changes to it and asking us to stop using your information
You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so. Contact us on 02920 522600 or firstname.lastname@example.org if you have any concerns.
You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.
If you want to access your information, send a description of the information you want to see and proof of your identity by either email or post to Cerebral Palsy Cymru, The Courtyard, Ty Glas Avenue, Llanishen, Cardiff, CF14 5DX.
We will continue to ensure this policy is as up to date as possible so from time to time, we may update it.
Last updated: April 2021
Therapy and support for children and their families
Cerebral Palsy Cymru is a registered charity in England and Wales 1010183. A company limited by guarantee. Registered company in England and Wales 02691690. Registered address: Cerebral Palsy Cymru, 1 The Courtyard, 73 Ty Glas Avenue, Llanishen, Cardiff, CF14 5DX.