Privacy policy

Preservation of your privacy is important to Medcare (charity registration number 1141700) and we are committed to letting you know how we use your personal information and to making only responsible use of your data.

We will not pass your details onto any third party unless it is required by law or to a bank in connection with a Standing Order, for your sponsorship or donations, to the relevant authorities or organisations for us to claim Gift Aid, where you have consented to us doing so, or to medical professionals as mentioned in paragraph 7 below.

Here is a brief explanation of how Medcare handles personal data:

1. WHAT personal data is kept by Medcare?

•  We will collect personal information from you when you or your organization enquire about our activities, register as a sponsor, or subscribe to one of our services. This may include your name, title, email address, physical address, telephone numbers and job title.

•  When traveling abroad as a volunteer with Medcare, details are also obtained of the following: volunteer’s name, address, telephone number, email address, date of birth, gender, past and present medical history with diagnoses and medication / surgery received; name address and telephone numbers of next of kin.

•  When a sponsor/donor wishes Medcare to set up a standing order, their bank details (bank name, bank address, bank account name, bank account number, sort code) are provided.

2. HOW is this personal data obtained? 

•  When an individual wishes to sponsor a child in Uganda a form is supplied to each sponsor asking details of the sponsor’s name, address, telephone number and email address, together with a signed declaration in which they agree to sponsor a certain child.

•  Those participating in fund raising events on behalf of Medcare are asked to complete a simple form confirming their name, telephone number and email address (or home address) and consent to add their details onto the Medcare Supporters’ List.

•  Those persons enquiring about the work of Medcare or donating funds will be asked for consent to store their details (as above) on the Medcare Supporters’ List.

•  Gift Aid information (i.e. names, address, post code) is provided on Gift Aid forms completed by sponsors, donors and charity auction winners.

•  Standing order forms are sometimes completed by sponsors and/or donors and sent to the Medcare office for processing. On these forms are details of the supporter’s bank account (bank name, bank address, bank account name, bank account number, sort code).

•  Medical forms are completed by all volunteers traveling with Medcare to Uganda and held in the Medcare office in case of emergency.

•  Through general correspondence either by email, directly or via the Medcare website, or by post.

3. WHERE is the personal data stored?​ 

•  Sponsorship / donors’ / supporters’ details are stored on the computer in the office in a file containing the name of the sponsored child (when appropriate), name of sponsor or donor, telephone numbers, email addresses, home or business address. There is also a list of email addresses of all supporters held on that computer.

•  Copies of letters - sent to individuals in response to a query, accompanying receipts or other documents, making enquiries on behalf of the charity – are kept on file on the computer. Paper copies are not kept.

•  The computer is kept in a secure office and is password protected. Only two persons can access this information from the computer at present – the Chair and acting administrator of the charity, and one other member of the Medcare Board of Trustees.

•  Paper copies of sponsorship forms and Gift Aid forms are kept in a locked filing cabinet in the office.

•  Standing order forms are securely stored in the Medcare office filing cabinet. They are held in the office until the bank has verified the standing order is functioning and are then destroyed.

•  Any outdated paper information or paper information which a supporter has asked to be removed is shredded in the Medcare office and securely disposed of daily.

•  Any data kept on the Medcare computer which needs to be removed is put in the ‘trash’ and the trash emptied immediately.

4. FOR WHAT PURPOSE is the personal data used?​ 

•  Providing up to date information on the sponsor’s child/children – annual reports and any urgent matters pertaining to the sponsor’s child/children.

•  Sending monthly updates on the work of Medcare, both in the UK and Uganda, where consented to.

•  Sending Medcare newsletters – provided twice a year, where consented to.

•  Advertising any fund raising activities, where consented to.

•  Advertising special appeals for children requiring urgent medical attention, where consented to.

•  For the safety of volunteers traveling to Uganda with Medcare.

•  Claiming Gift Aid once a year. To obtain Gift Aid Medcare has to provide HMRC the full name and post code of the sponsor/donor.

5. LEGAL BASIS for processing the personal data​ 

•  Our legal basis for processing the personal data is your consent, when signing the relevant sponsorship form, fund raising form, standing order form, Gift Aid form, medical form or giving your consent to the processing in any other way.

•  Our legal basis for processing any special category personal data (e.g. information regarding the medical history and/or health of volunteers) is your explicit consent, when signing the relevant medical form or giving your explicit consent to the processing in any other way.

•  You may withdraw any such consent at any time by emailing us or writing to us at the relevant address below. Doing so may result in us being unable to continue to do what we have done with your consent (e.g. process your sponsorship or donations or send you newsletters, updates or other information). Withdrawing your consent to us processing such special category personal data may result in you being unable to participate, or continue to participate, in any trip to Uganda, even if you have already paid for, and/or made other arrangements in respect of, such trip.

6. HOW LONG the personal data will be kept for​

•  We will hold sponsors’ personal data for so long as the relevant sponsorship arrangement continues and for any longer period we are required to retain it by applicable law or comply with applicable law (e.g. accounting requirements).

•  We will hold the personal data of volunteers traveling to Uganda with Medcare for the duration of the relevant trip to Uganda, for any longer period required to enable us to deal with any matters arising during such trip and for any longer period we are required to retain it by applicable law or comply with applicable law.

•  We will hold anyone else’s personal data for so long as they continue to consent, and do not withdraw their consent, to us doing so and/or for any longer period we are required to retain it by applicable law or comply with applicable law.

7. SECURITY​

•  We will take reasonable precautions to prevent the loss, misuse or alteration of information you give us.

•  Communications in connection with Medcare are sent by email whenever possible. Email (unless encrypted) is not a fully secure means of communication. Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.

8. TRANSFER OF YOUR INFORMATION OUT OF THE EEA 

We will not transfer your personal data out of the European Economic Area (EEA), apart from personal details provided on the medical forms for those travelling to Uganda with Medcare. These forms will be carried to Uganda by the leader of the proposed trip, and kept in his/her possession for the duration of your stay in Uganda. In case of illness or accident some of these health details may be disclosed to any relevant medical professionals. On your return to the UK the medical forms will be shredded and securely disposed of. Uganda does not have the same data protection laws as the UK and EEA. Whilst the European Commission has not given a formal decision that Uganda provides an adequate level of data protection similar to those which apply in the UK and EEA, no such disclosure will be made unless such leader considers it absolutely necessary.

9. YOUR RIGHTS 

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:

•  fair processing of information and transparency over how we use your use personal information;

•  access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;

•  require us to correct any mistakes in your information which we hold;

•  require the erasure of personal information concerning you in certain situations;

•  receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;

•  object at any time to processing of personal information concerning you for direct marketing;

•  object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;

•  object in certain other situations to our continued processing of your personal information;

•  otherwise restrict our processing of your personal information in certain circumstances; and

•  claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

•  email, call or write to us;

•  let us have enough information to identify you;

•  let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

•  let us know the information to which your request relates.

If you would like to unsubscribe to any email newsletter, update or other publication please email back on admin.medcare@icloud.com to tell us.

We hope that we can resolve any query or concern you raise about our use of your information. However, the General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner, who may be contacted at https://ico.org.uk/concerns/ or telephone 0303 123 1113.

10. HOW WE USE COOKIES​ 

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to visitor's needs. We only use this information for statistical analysis purposes.

Overall, 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.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

11. LINKS TO OTHER WEBSITES

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

CHANGES TO THIS PRIVACY NOTICE

This privacy notice was published on 9th May 2018.

We may change this privacy notice from time to time. When we do, we will inform you, by email if we have an email address for you.

HOW TO CONTACT US 

Please contact us if you have any queries about this privacy notice or the information we hold about you.

If you wish to contact us, please send an email to admin.medcare@icloud.com, write to Medcare, Fraser House, Bridge Lane, Frodsham, Cheshire WA6 7HD or call 01928 739214.