Who we are
The terms ‘we’ or derivatives, ‘the Charity’, ‘the Association’ and ‘SAUK’ refer to the Scoliosis Association UK. SAUK is a registered charity in England and Wales (registered number 1181463), registered office address: 4 Ivebury Court, 325 Latimer Road, W10 6RA. For the purposes of the GDPR, SAUK is a Data Controller.
The term ‘you’ and derivatives refers to members, donors, volunteers, trustees and other users of our services, including the website.
How do we use your personal data?
We collect and process all personal data to enable us to:
- establish or maintain up-to-date membership records;
- put members in touch with the relevant Regional Representative(s) and, for ‘full’ members, put you in touch with other members living in your area or those that have similar medical experiences;
- provide services and publications to our members, including our Helpline, Backbone (our in-house magazine), and newsletters and notice of events (free or with an entrance fee) or other topics of interest sent by email. You are free to ‘unsubscribe’ from these emails at any time;
- raise funds through donations, an online shop and other related activities, including postal direct marketing.
- raise funds and promote the aims and objectives of the Association using electronic communication, primarily by email. Such electronic direct marketing is undertaken only with your consent, which you may withdraw at any time;
- employ our staff, engage volunteers and Trustees, and run the charity, including maintenance of our accounts and records.
It should be noted that fundraising activities are conducted either wholly on behalf of SAUK or jointly with our affiliated charity, the British Scoliosis Research Foundation (BSRF), registered charity 803772. Joint fundraising activities are undertaken through the Scoliosis Campaign Fund (SCF).
What personal data do we collect and process?
We collect and process only the minimum personal data needed to achieve the above objectives. Personal data you give us may include:
- identity (name and title). Optionally/prefer not to say: date of birth, age, gender;
- contact details (postal address, email address, telephone numbers);
- membership details (eg date joined, subs paid);
- ‘special category’ personal data that includes health information (including photographs), medical and surgical history, genetic and biometric data, current challenges and treatments. You do not have to provide special category data if you do not wish to;
- preferences (pen picture, dietary (for events));
- donation/bequest details (eg donations, bequests, gift aid details etc);
- payment details (for the online shop).
For staff, volunteers and Trustees only, we also collect and process bank details to enable the payment of salary, pensions, expenses etc.
You can give us your personal data by filling in forms on our website, registering to use our website, participating in Helpline discussions or by corresponding with us (by phone, email or by joining as a member, donor, employee or volunteer).
How we share your data
We keep your data confidential and share it only for operational purposes or in line with our legal obligations. Examples include payments processing (such as PayPal), HMRC (for Gift Aid or bequest purposes), our printers (for despatch of our magazine Backbone) and MailChimp (for email distribution and managing email marketing subscriber lists).
All conversations with our Helpline staff are completely confidential, unless in exceptional circumstances our staff need to contact the emergency services if a caller indicates that they are at serious or immediate risk of harming themselves or others, or if a terrorist act is suspected.
Some people have provided us with information about themselves in order to be used as case studies or on our literature or advertisements. In such instances, we first obtain their consent to use this information.
We do not share your data with anybody for marketing purposes.
How we make sure it is legal to process your data
We rely on the following ‘legal bases’ under the GDPR and PECR to use your personal data.
- Consent – for direct marketing by electronic means, primarily by email;
- Contractual obligations – to manage payroll, pensions and other staff-related data processing, and to fulfil orders from our online shop;
- Legitimate Interests – for all remaining data processing, including direct marketing by post and emailed newsletters and other non-marketing information.
We follow the Code of Fundraising Practice (https://www.fundraisingregulator.org.uk/code) guidelines as well as the PECR for marketing. We will not call people who are registered with the Telephone Preference Service (TPS) or companies registered with the Corporate TPS, unless those people or companies have consented to be called by us.
Charity Commission rules require us to be assured of the source of funds (especially bequests) and any conditions attached to them. As part of this process we will carry out research using publicly available information and professional resources. If this applies to you, we will explain the due diligence process when you make your donation.
On first use of the website you will be asked for permission to store cookies on your computer’s hard drive.
A cookie is a small file that helps us to analyse web traffic or identify you when you visit our site. Cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
We use Google Analytics to understand how you use the website. Google Analytics collects information including IP address, geographic location of the device, browser type, browser language, date and time of your request, time(s) of your visit(s), page views and page elements (ie links) that you click.
Our website may, from time to time, contain links to and from the websites of other relevant stakeholders. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we don’t accept any responsibility or liability for these policies.
How we secure your data
We hold your personal data on a secure computer in our office. It is password protected and only relevant staff have access to it. Our staff complete mandatory data protection training when first employed and annually thereafter.
Our website is hosted on servers located in the UK. We take great care to ensure that our website operates at the highest security levels and that our suppliers are committed to best practice in digital security. We encrypt all personal information and financial data in transmission.
How long do we keep your information?
We do not keep your information for longer than necessary.
We keep financial information for seven years due to legal requirements, and we delete all other personal information from our customer relationship management system if we have had no contact with you for three years.
You have the right to be ‘forgotten’, in which case we will remove all data we hold about you from our systems within 30 days, other than that needed to comply with our legal or regulatory obligations.
Data protection regulations give you clear rights over how we process your data. You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights here: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
How you can contact us
– Email: firstname.lastname@example.org
– Tel: 020 8964 5343
– Address: Charity Director, 4 Ivebury Court, 325 Latimer Road, W10 6RA.
Should you have any issues regarding our processing of your data we would welcome the chance to address these, but you are free to lodge any complaint directly with the Information Commissioner’s Office at https://ico.org.uk/global/contact-us/.