Privacy Policy

Hunts Community Cancer Network is committed to protecting your personal data, and we are transparent about what we use it for.

This Privacy Policy explains what data we collect about you, how we collect and use it, and who we give that data to. It also sets out your rights in relation to your personal data and who you can contact should you have any questions or concerns.

We may use your personal data for additional processing activities which will be subject to separate Privacy Policies. We will notify you and provide the relevant Privacy Policy when this is the case.

We may update this Privacy Policy at any time by posting a revised version on this website. You will be notified of any material changes by email or other appropriate medium.

Hunts Community Cancer Network (“HCCN”) exists to transform the quality of life of adults aged 18+ living with or beyond a cancer diagnosis, in the Huntingdonshire area by providing no cost, regular, evidence – based activities that promote healthy eating, physical exercise and emotional well-being – a triad of highly recommended self-care strategies for improving quality of life, aiding recovery, and supporting cancer prevention.

Working in partnership with the NHS-funded nursing service, we directly support individuals in taking control of their care following a cancer diagnosis.

Our charity focuses on four main areas:

1. Exercise
2. Nutrition
3. Emotional Wellbeing
4. Supporting Nurses, which includes providing technology and nurse training.

HCCN is registered as a charity in England and Wales (Registered Charity Number: 1163051).

Depending on how you interact with us, and what services you use, we will collect the appropriate personal data. This could include:

• Name
• Date of birth
• Email address
• Postal address
• Telephone or mobile number
• Bank account details
• Credit or debit card details
• UK taxpayer status (for claiming Gift Aid).

Note: We do not collect data about your actual tax payments, only whether you are a taxpayer.

We’ll give you details about what data we need and how we’ll use it at the point of collection.

We aim to keep your personal data accurate and up to date. If you inform us of inaccuracies, or we become aware of them, we will amend and update the data promptly.

We collect your personal data in the following circumstances:

• When you enquire about our activities.
• When you register with us (e.g., for newsletters).
• When you donate.
• When you sign up for an event.
• When you apply to volunteer.
• When you engage with our social media.
• When you order products or services (e.g., tickets or branded items).
• Whenever you provide us with personal data in other ways.

If you browse our website or download information, we may gather non-identifiable data about your activity, such as:

• The pages you visit most frequently.
• The events or activities that interest you the most.

This data helps us improve our website and services. Wherever possible, we use aggregated or anonymised information, ensuring it does not identify you as an individual. More details can be found in the section titled “Our Website”.

We do not typically collect sensitive personal data unless it is necessary, such as for event participation where specific accommodations are required.

In certain cases, we may collect health data e.g., if you share your hospital experiences as part of a case study, or when we require information about your health to better tailor our services to you. When doing so, we will clearly explain what data is being collected and why.

We use payment processors and facilitators to handle our online payment processing. You will be made aware of these organisations at or before the point of payment, and we recommend you refer to their own privacy policies and notices for information regarding how they handle your personal data.

We must have a valid reason to use your personal data, known as the “lawful basis for processing.” In some cases, we’ll ask for your consent, such as when you subscribe to our marketing communications, you can opt out of this at any time. At other times, when it’s reasonable to expect us to use your personal data, we won’t ask for your permission, when it’s permitted by law, and it respects your rights.

We may use your personal data for a variety of reasons, including:

• To provide the services, products, or information you have requested.
• To process any donations, you make.
• To ask for your support in fundraising or donating to our charity.
• To share information about our work or activities that you have requested.
• To send you items you have ordered.
• To invite you to participate in surveys or research.
• For administrative purposes, such as contacting you about a donation, event registration, or expressed interest.
• For internal record-keeping, such as managing feedback or complaints.
• To analyse and improve the services we offer.
• To use IP addresses to:
  • Block disruptive use.
  • Record website traffic.
  • Personalise how our information is presented to you based on your approximate location.
• When required or authorised by law, for example, as part of our Due Diligence obligations described below.
• To assess your personal data for credit risk reduction or fraud prevention. Note: Some individuals may target charities for illegal purposes, such as money laundering. We are obligated to monitor financial activity and report suspected fraud to the appropriate authorities.

We may contact you for marketing purposes via:

• Mail
• Email
• Telephone or mobile
• Text
• Social messaging

In some cases, and when legally required, we will ask for your consent before contacting you. We may also send you service communications via the above channels without prior consent.

As part of our obligations as a charity, we take reasonable steps to ensure we know our donors, particularly when significant sums are donated. To safeguard our reputation, we may conduct research—using publicly available information—on prospective donors, partners, or volunteers. This is to ensure that:

• Donations are from appropriate sources.
• Support aligns with our values and mission.

Please note:

• We do not question every donation or research extensive personal details about every donor.
• Any information collected will be limited to what is necessary and processed in line with your rights.

Your personal data is retained only as long as necessary to provide our services and fulfil legal obligations, including tax and accounting rules. When no longer required, we securely dispose of your data.

We may share your personal data with trusted partner organisations (data processors) that support our charitable purposes or assist with fundraising and marketing (in line with your communication preferences). These partners comply with data protection laws, follow our strict standards, and process your personal data only under our instructions. We ensure appropriate contracts are in place and regularly monitor compliance.

Your personal data may also be disclosed to third parties:

• If required by law (e.g., to the police or government authorities).
• To enforce or apply our terms and conditions or other legal rights.
• To protect us in cases of suspected fraud or defamation.

We do not sell your personal data with any third parties.

If you are aged 13 or under, you must obtain permission from a parent or guardian before providing us with personal data. When collecting information about a child or young person, we will clearly explain why we are collecting it and how it will be used.

You have the right to:

• request a copy of the information we hold about you;
• update or amend the information we hold about you if it is wrong;
• change your communication preferences at any time;
• ask us to remove your personal data from our records;
• object to the processing of your personal data for marketing purposes; or
• raise a concern or complaint about the way in which your personal data is being used.

If you have any questions, queries or complaints about this Privacy Policy, or if you wish to find out more about these rights, or obtain a copy of the information we hold about you, please contact:

• Designated Data Protection Contact: Jan Davis, Trustee and Chair, 07791 969874
• Deputy DPC: Sarah James, Operations Manager, 07396 823575

Our website uses cookies to ensure functionality and track usage. More information about cookies can be found below.

For areas of our site that collect personal data, we use secure servers. While we enforce strict security measures to protect your personal data, we cannot guarantee 100% security of data transmitted to us.

Our website may include links to third-party sites and social networking platforms (e.g., YouTube, Twitter, Facebook). We do not control their privacy practices and recommend reviewing their privacy policies and notices when leaving our site.

A cookie is a small file of letters and numbers placed on your computer or mobile device when you visit our website.

HCCN uses cookies to track the success of our online advertising and monitor how people use our website. We also use Google Analytics for web analytics.

Cookies help us:

• Distinguish you from other individuals and remember information about you so you aren’t required to provide it more than once.
• Provide a better browsing experience.
• Improve our website by analysing user behaviour (e.g., whether you are a first-time visitor or a returning one).

For more information about cookies and how to disable them, visit the All About Cookies website.

To learn more about the types of cookies we use and why, please see our Cookie Policy.

This policy and procedure will be reviewed and updated at least annually or sooner if there are changes in legislation or guidance. We’ll let you know via email, website notice or other appropriate means if we make any important changes.

• Designated Data Protection Contact (DPC): Jan Davis, Trustee and Chair, 07791 969874
• Deputy DPC: Sarah James, Operations Manager, 07396 823575
• Information Commissioner’s Office (ICO): 0303 123 1113 or https://ico.org.uk

This policy should be read in conjunction with other relevant HCCN policies and processes, including:

• Volunteer Handbook
• Complaints Procedure
• Confidentiality Policy
• Data Protection Policy & Procedure
• Adults At Risk Safeguarding Policy & Procedure
• Children & Young People Safeguarding Policy & Procedure
• Whistleblowing Policy and Procedure

Some of these documents are not currently available online, but you can request a copy by emailing info@hccnthecharity.org.