Who we are
The Prostate Project (PP) is a registered charity, please see our Charity Commission website entry. We are managed almost entirely by volunteers with a small amount of paid technical and secretarial assistance.
Postal address for correspondence:-
The Prostate Project
Purbecks
Grosvenor Road
Godalming
Surrey GU7 1NZ
email: info@prostate-project.org.uk
telephone: 01483 419501
What this Privacy Notice applies to
We take great care to protect your Personal Information and to give you the opportunity to manage how it is used. This notice applies to our websites and all Supporters Personal Information processed by the Prostate Project.
Our records
We maintain a contact and donation database and a MailChimp list to manage email messages. Our Support Group maintains contact information so you can be informed about their meetings and events. The contact information we hold has been explicitly provided because you asked us to keep you informed. Thus our contact with you is on the basis of Legitimate Interest. From time to time we may at our discretion ask you to reconfirm your wish to be kept informed.
We also keep Gift Aid records as required by HMRC.
We use your contact information to send you news about the Prostate Project, to inform you about our fund raising events, to invite your feedback and further support. The database is also used for administration and for statistical analysis.
Database
Your name, contact information and any donation amounts are recorded in our database when you opt to be contacted. Contact information may include email address, postal address, telephone number and your contact preferences. We also record whether you have any role in addition to being a supporter and any interests you declare. If you are a volunteer we record the activities where you help.
Much of our contact information is obtained from the donation services we use, Virgin Money, BT MyDonate and JustGiving, all of which are GDPR compliant.
MailChimp Supporters List
If you have given us your email address we use the MailChimp service to send you emails. Your name, email address and campaign information is included in an online Mailing List held on servers maintained by MailChimp in the USA. The MailChimp service is GDPR compliant. Using the link at the foot of every message, you can check that the Personal Information we hold on this email list is correct or unsubscribe from the list.
Retention and How to Unsubscribe (Database and MailChimp)
Your personal contact information remains on our records until you ask to be removed or until 6 years after you unsubscribe. Your Personal Information remains on our records until you unsubscribe.
If you no longer wish to be kept informed, please contact us by any of the ways shown at the top of this document or by clicking unsubscribe on a MailChimp message. If you have Gift Aided your donations we are legally obliged to keep your mandate and donation history on file for as long as HMRC requires. Your donations remain on the database in an anonymised form.
Support Group Contact List
When you ask to join the Support Group we collect the minimum of contact information needed for organising meetings, ie your name and preferred means of contact. So you can benefit from peer experience we also ask you to supply the date and nature of the cancer treatment you received.
Your contact information remains on our records until you ask to be removed or until 2 years after you last attended a group meeting or made contact with the Support Group.
You can contact the Support Group at any time on 0800 0355 302 or by email at supportgroup@prostate-project.org.uk, including if you wish to ask for your Support Group contact information to be deleted.
Limitations on our use of your Personal Information
Your Personal Information is never used to send messages on behalf of third parties nor revealed to others unless there is a legal necessity. We never share Personal Information with other charities or any other third party.
If anything in these privacy conditions is not acceptable to you, you should unsubscribe.
Data Security
Your information can be seen and processed by authorised members of the current Prostate Project Committee on a need-to-know basis. Processors are required to confirm in writing that they will comply with the letter and the spirit of this Privacy Notice and with our comprehensive security arrangements.
Your rights
You have the right to withdraw at any time any consent you have given to our recording and processing of your Personal Information. The means of doing so are shown in the conditions above, or you can contact info@prostate-project.org.uk or at 01483 419 501 or by post.
If you wish to know what Personal Information we hold about you or you believe the information we hold on you may be incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have used your Personal Information, we will investigate. For all of these, please email info@prostate-project.org.uk
If you are not satisfied with our response and continue to be unhappy about our processing of your Personal Information you can complain to the Information Commissioner’s Office (ICO). The information for doing this can be found at ICO: Report a concern https://ico.org.uk/concerns/
Winding up
Should the charity be wound up we will delete all Personal Information except any we are legally obliged to keep. No Personal Information will be transferred elsewhere without your explicit consent.
Changes to Privacy Notice
We keep this Privacy Notice under constant review, so for the latest version please return here. We will advise supporters if we need to make significant changes. If you do not agree to the revised conditions you will be able to unsubscribe.
This revision: 23 May 2018
Privacy Notice
The Prostate Project
Registered Charity No. 1078523
Thank you for keeping in touch.
If your details change or you want to change how you hear from us, please contact us at: info@prostate-project.org.uk
or call 01483 419501
giving men a better chance of beating prostate cancer