PRIVACY POLICY

1. Why we use your information 

We will only use your information where we have a lawful basis to do so, and will always respect your rights. 

Where we use your information, it may be because you've consented to us doing so, or because we consider we have a legitimate interest in doing so. Where we rely on a legitimate interest, we always make sure this is done in a way that isn't intrusive and doesn't cause distress. We may also use your information because we have a legal obligation to do so, or because we need to fulfil a contractual obligation. 

Some examples of what we mean by this: 

• You've given us your consent to use your information for a specific purpose, such as sending you marketing emails. 

• We have a legal obligation to use your information, for example to claim Gift Aid. 

• We need to use your information to fulfil a contract with you, such as sending you something you've bought from us. 

• We're using your information in pursuit of a legitimate interest, for example writing to tell you about our work and asking for your support. 

Other reasons we use your information include: 

• to pursue our charitable purpose of improving the outcomes of gynaecological cancers 

• to raise vital funds for our work 

• to meet our regulatory requirements as a charity 

• to manage our ongoing relationship with our supporters and everyone we work with 

• to manage our financial transactions and prevent fraud 

2. How we use your information 

2.1 To respond to your requests, complaints or queries 

If you contact us directly, we'll use the information you give us to handle your enquiry or request, including responding to your query or feedback, or sending you relevant information. We may keep a record of conversations we have with you, feedback you provide, and any materials we send you, so we can handle future queries more efficiently. 

2.2 To process donations, claim Gift Aid, and keep a record of your support 

This includes keeping a record of any pledges, gift agreements, or other indications that you're planning to donate to us. We keep a record of donations for audit purposes and because we're legally required to keep information related to Gift Aid claims. We may need to use your information to prevent fraud. 

We also run raffles and auctions as part of our fundraising. Where you take part, we'll use your information to administer these, including to contact you if you've won a prize. 

2.3 To support you at events, fundraising activities and campaigns you sign up to 

If you've completed a form to register or enquire about an event, activity or campaign, and given us your consent to contact you, we'll treat this as a request to send you details about it. 

Where you provide contact details, we'll provide information and support by post, phone, mobile messaging, email, social media or any other channel you've consented to. When you've asked for details of an event, we'll send you information including, where relevant, fundraising ideas and reminders. You can change your contact preferences at any time by getting in touch with us (see "Contacting us", above). 

Where appropriate, we'll use the information you provide to identify any support we can offer that's specific to your activity. Where this involves sensitive information, such as your own health or experience of gynaecological cancer, we'll only use it where you've given us explicit consent to do so (see "Sharing your story", below). 

We may also receive information through event organisers or third-party fundraising platforms (for example, JustGiving) so we know you're fundraising for us. 

2.4 Recruitment 

We advertise roles both directly and through recruitment agency portals. Personal data you provide as part of a recruitment process, such as your name, contact details, employment history and qualifications, is held and used only for the purposes of that selection process, and in connection with any subsequent role, unless we've told you otherwise. This information is needed so we can fairly consider your application, communicate with you about it, and, where relevant, meet our statutory and internal reporting responsibilities. 

We may also view publicly available social media profiles, such as LinkedIn, where relevant to your application or our assessment of candidates. Where your application is unsuccessful, we hold your data confidentially within our recruitment records for up to six months before it is deleted, so we can consider you for other roles that may arise and meet any statutory reporting requirements. 

3. How we tell you about our work 

3.1 Marketing by email, mobile messaging or social media 

Where you've provided an email address, mobile number, or social media details and consented to being contacted this way, we'll send you information, including by direct message, covering ways to give or raise money for us, campaign with us, and updates on our work. We never give your information to partner organisations or third parties for their own purposes without your prior consent. 

3.2 Marketing by phone and post 

Where it's appropriate and relevant, and you've given us a phone number or postal address, we may occasionally call or write to tell you about ways to support us and our wider work. We do this because we consider it a legitimate interest in promoting our charitable cause. 

We will not contact you by phone for marketing purposes if your number is registered with the Telephone Preference Service, unless you've agreed to receive calls from us, and we will not contact you by post if your address is registered with the Mailing Preference Service. 

3.3 Managing your contact preferences 

You can ask us to stop contacting you, or change how we do so, at any time by getting in touch with us using the details in "Contacting us", above. We'll keep a record of any such request so we don't contact you again in future, unless you tell us you'd like to hear from us again. 

3.4 Understanding our supporters and tailoring communications 

We try to make sure our communications are relevant. This can mean using information you've given us, such as your donation history or the activities you've taken part in, to tailor how we communicate about future activities, and using information about how you use our website or interact with our emails to make them more effective. 

We carry out donor profiling to better understand our supporters and identify prospective major donors, individuals, trusts and companies who may wish to support us significantly. This helps us provide relevant communications and make the best use of our charitable funds.  

Like many charities, we carry out due diligence checks on individuals who give, or propose to give, large donations, so we can meet our duty to protect the Foundation's funds, assets and reputation, comply with Charity Commission "know your donor" guidance, and prevent fraud. 

3.5 Digital and social media targeting, and cookies 

If you visit our website, we log the IP address of the device you're using to protect our servers against abuse and malicious activity; these logs are deleted regularly. We also use analytics to understand how many people visit our site and how they use it. 

We use the information you provide us with to target our digital and social media advertising effectively. This may include securely providing contact details, such as your name and email address, to digital advertising networks or social media companies, including but not limited to Facebook, Google and Instagram, for example to display adverts to you, or to find potential supporters with similar characteristics to you. Any information we share with these companies is shared in an encrypted format and will not be used for their own purposes. 

You can stop your information being used in this way at any time by contacting us using the details in "Contacting us", above. Even if you opt out, you may still see adverts related to the Foundation, since the social media site or advertising network may select you based on information they hold themselves, such as your age or location, rather than information we've provided. You can also control the advertising you see through your social media account settings, your browser settings, and by opting out via networks such as the Digital Advertising Alliance. 

Our website uses cookies to help it run properly. When you first visit, a cookie banner lets you accept, manage, or decline non-essential cookies. Some cookies are essential to how the site works, for example remembering your cookie choice or supporting secure browsing and online donations, and these don't require your consent. We also use Squarespace's own built-in analytics, a first-party tool that isn't shared with third parties, to understand how visitors use our site. We do not currently use Google Analytics, a Meta (Facebook) Pixel, or any other third-party analytics or advertising cookie on our website. If this changes, we'll update this policy and our cookie banner accordingly. 

3.6 Images, videos and things you tell us about your fundraising 

If you share information about fundraising or campaigning you've done for us, by post, email or social media, we may want to use this to promote future events and activities. If you're taking part in an event with us, we'll ask if you're happy to be included in photographs, please tell us if you're not. In other cases, we'll obtain your permission before using or sharing this information; if you've already posted about your involvement with us on social media, we may repost it. 

3.7 Partnerships supporting our work 

We maintain a record of information relating to our wider partnerships and campaigns, for example offers of support, donations of time or resources from a company or partner, or discounts and in-kind support for our events. This is stored because it's important to delivering our charitable goals, and will include contact details as well as the offers made and any networks or connections shared with us. 

3.8 Complying with the law 

As with all charities, we make sure our activities comply with the law. We may need to share or use your personal information if required to do so by law (for example, in response to a court order), and we may use information from other sources for fraud prevention, such as to comply with money laundering regulations, or to protect people's rights, property or safety. Where certain levels of donation are made, the Fundraising Regulator's Code of Fundraising Practice requires us, like all UK charities, to carry out relevant checks (see fundraisingregulator.org.uk). 

4. Keeping your details up to date 

We use the information you provide to keep your records up to date and respect your preferences. We may also use publicly available information, such as the Mailing Preference Service, Telephone Preference Service or Post Office National Change of Address database, to help keep the contact details we hold accurate. You can let us know if you move house or your details change by contacting us using the details in "Contacting us", above. 

5. Sharing your story 

Where you've shared information about your own experience, including your experience of a gynaecological cancer, a fundraising or awareness activity, or feedback about us, through a survey, conversation, email or otherwise, we'll explain what the information will be used for and whether it will be held anonymously. 

We will never use your personal story without obtaining your explicit consent first. If a suitable opportunity arises to use your story in a way that isn't already covered by an agreement with you, we'll contact you to explain how we'd like to use it and obtain your fully informed consent before doing so. 

Because health information is a special category of personal data, we only collect, hold or use it with your explicit consent, and only for the purposes we've explained to you. 

6. Sharing your information with other organisations 

We will never share your information with third parties for their own purposes, unless we've explained this to you when we collect it, you've given us permission, or we're legally required to do so, for example providing your data to HMRC if you've agreed to us claiming Gift Aid. 

We work with trusted suppliers, known as data processors, who help us deliver our work, for example event management companies, mailing houses and printers, payment processors, and our CRM provider. We ensure these suppliers are under a contractual obligation to use your information only in line with our instructions, for no other purpose. 

7. International transfers 

Your information is normally held in the UK or the European Economic Area. Where organisations working on our behalf need to process or store it outside the UK, we make sure appropriate safeguards are in place, for example confirming the destination country's data protection standards are not materially lower than the UK's, or using approved contractual protections such as the UK International Data Transfer Agreement or the EU Standard Contractual Clauses. 

8. How long we keep your information 

We generally keep information about donors and people who've taken campaign action or joined our mailing lists for 6 years after their last donation or interaction with us, in line with our data retention policy. Once that period ends, we confidentially dispose of or permanently delete the information. 

• If you've told us you plan to leave us a gift in your will, we may keep your information for longer. 

• Unsuccessful job application data is held for six months before it is deleted. 

• We keep photographs and other media used with your consent for three years, after which we'll seek your fresh consent before continuing to use them.

If you object to further contact from us, we'll keep some basic information about you on a suppression list, purely to avoid contacting you again in future. If you'd like to know how long we hold any specific information, contact us using the details in "Contacting us", above. 

9. Automated decision-making 

We do not use automated decision-making, wealth-screening or eligibility-scoring tools that have a legal or similarly significant effect on you without human involvement. 

10. Children's privacy 

Some of our awareness and education content is aimed at, or may be seen by, people under 18. Where we knowingly collect information from a child, we collect no more than we need, take extra care over how it's used and shared, and write anything addressed directly to children in an age-appropriate way. We will not use the personal details (such as names) of a child under 16 in publicity or marketing material without consent from their parent or legal guardian, though we may use images where a child is incidentally pictured, for example as part of a crowd at an event. 

11. Your rights 

Data protection law gives you a number of rights in relation to our use of your personal information. We're happy to explain any of these in more detail, or help with a request: 

• Information right: the right to receive the information in this policy about how we process your personal data. 

• Access right: the right to know we're processing your data and, in most cases, to have a copy of what we hold, along with details of why we process it and how long we keep it. 

• Correction right: the right to ask us to correct inaccurate data, or complete incomplete data. 

• Erasure right: sometimes known as the "right to be forgotten", in certain circumstances, you can ask us to erase your personal data. 

• Restriction right: the right to ask us to restrict how we process your data in certain circumstances, for example if you contest its accuracy or our processing is unlawful. 

• Objection right: the right to object to us processing your data for direct marketing, for research or statistical purposes, or for profiling connected to marketing or legitimate interests. 

• Portability right: the right to receive certain personal data, or have it transferred to another organisation, in some circumstances. 

For larger or more complex requests, we may need to search a reasonable and proportionate range of our records, which can mean the process takes a little longer. We'll keep you updated if so. 

Right to withdraw consent 

Where we use your information based on your consent, including sending you marketing by email, mobile messaging or social media, you can withdraw that consent at any time by contacting us using the details in "Contacting us", above. 

12. Complaints 

If you have any complaints about how we handle your personal data, please contact us first so we can look into it. We'll acknowledge your complaint within 30 days and aim to resolve it as quickly as we can. 

You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator, at ico.org.uk or on 0303 123 1113. Where your complaint relates to our fundraising, you can also contact the Fundraising Regulator at fundraisingregulator.org.uk. 

13. How we keep your information secure 

We take appropriate measures to hold data confidentially and securely. Our staff are trained in handling data correctly, our processes are reviewed regularly, and we protect information using measures such as secure servers, firewalls and encryption, with access restricted to those who need it. Where we work with third parties who provide us with data, or who hold your data on our behalf (for example, a fundraising platform or email marketing tool), we make sure they meet the relevant data protection standards. 

14. Updates to this policy 

We may update this policy to reflect changes in how we use your information. We recommend checking it from time to time. Where appropriate, we'll let you know about significant changes, for example by email. This notice was last updated 10 September 2026.