Data protection and privacy policy

This page outlines our privacy and cookie policy.

1. Who we are?

Tommy's exists to save babies' lives. We fund research into the causes and prevention of pregnancy complications that lead to miscarriage, stillbirth and premature birth. We also provide pregnancy health information for parents-to-be.

Tommy’s is registered as a charity in England and Wales (registered charity number 1060508), and in Scotland (registered charity number SC039280). We are also registered as a company limited by guarantee (company number 3266897). 

We also use two wholly owned subsidiary companies of Tommy’s: The Baby Fund Trading Limited (registered company in England and Wales number 2557706) to record our activity classed as trading for example the selling of sponsorship rights; and LLHM Limited (registered company in England and Wales number 10584979) to record our event driven activity.  Within the context of this policy, “we” means both the charity and its subsidiaries.

2. Data Protection Act

In carrying out our day to day activities we process and store personal information relating to our supporters and we are therefore required to adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.

3. What personal information do we collect?

Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, mobile telephone number, fax number, bank account details, credit/debit card details and whether you are a UK tax payer so that we can claim Gift Aid. We collect personal information about you when you ask about our activities, register with us (for example, registering on an app, or for a publication), make a donation to us, register for an event, engage with our social media or message boards, order products and services (such as publications and email newsletters), or otherwise give us personal information.

If you do nothing other than read pages or download information from our website, we may gather information about this use, such as which pages are most visited and which events or activities are of most interest.  This information can be used to help us improve our website and services and ensure we provide you with the best service.  Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website.  More information can be found in the section below entitled “Our Website”.

We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, such as participation in a marathon or similar fundraising event or where we need this information to ensure that we provide appropriate facilities or support to enable you to participate in an event, and that our communications with you are appropriately sensitive. For example, a member of the public raising money for Tommy’s may choose to disclose their personal motivations for doing so. We may record some details of their personal story in order to ensure that all future communications are sensitive to their personal circumstances and do not cause them unnecessary distress. We may collect health information if you tell us about your experiences of pregnancy (for example, if you act as a case study for us); however, we will make it clear to you when collecting this information as to what we are collecting and why.

4. Credit and debit card information

If you use your credit or debit card to donate to us, buy something or pay online or over the phone, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard.

We do not store your credit or debit card details at all, following the completion of your transaction.  All card details and validation codes are securely destroyed once the payment or donation has been processed. Only those staff authorised to process payments will be able to see your card details.  If we receive an e-mail containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this. 

5. Why do we collect and how do we use your information?

We may collect your personal information for a number of reasons, such as:

• to provide you with the services, products or information you have requested;

• to process any donation(s) we may receive from you;

• to ask you to help us raise money or donate money to our charity, but always in accordance with our supporter promise to observe your marketing preferences;

• to provide you with information about our work or our activities, that you have asked to receive;

• to send you the items you have ordered through our shop;

• to invite you to participate in surveys or research;

• for administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for;

• for internal record keeping, such as the management of feedback or complaints;

• to analyse and improve the services we offer;

• the use of IP addresses to block disruptive use, to record website traffic or to personalise the way our information is presented to you to identify your approximate location;

• where it is required or authorised by law; and

• assessing your personal information for the purposes of credit risk reduction or fraud prevention (regrettably some people target charities for illegal purposes such as money laundering and, quite rightly, we are required to monitor financial activity and report suspected fraud to the appropriate authorities).

We may supplement or add to the information we hold about you with information that is available through, or we receive from, other sources e.g. public registers, third party information services such as Experian Mosaic. This allows us to send you the most relevant information and promote those fundraising opportunities that we believe you are most likely to be interested in. 

We may contact you for marketing purposes by mail, e-mail, telephone, mobile telephone, text or social messaging; in some cases, this will require getting your permission. We may also send you service communications via e-mail, text or social posting, for example where you place an order for goods or services on our website, or if you have made a donation by text.

It is your choice on the type of communications and information you receive about our charity and the ways in which you can get involved. You can change your mind at any time by contacting us at Tommy’s, Nicholas House, 3 Laurence Pountney Hill, London, EC4R 0BB, or by phone on  0207 398 3460 or via e-mail at mailbox@tommys.org.

We will not use your information for marketing purposes if you have asked us not to. However, we will retain your details on a suppression list to help ensure we do not continue to contact you.

6. Information sharing and disclosure

We will not sell or swap your information with any third party.

We may share your information with our data processors. These are trusted partner organisations that work with us in connection with our charitable purposes; and other entities that act as fundraisers for us, sell our products or provide us with information and marketing (subject to your communication preferences and our internal policies and procedures). All our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate contracts and controls are in place and we regularly monitor all our partners to ensure their compliance.

We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.

We do not share your information for any other purposes.

7. The accuracy of your information

We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible.

8. Under 16s

If you are aged 16 or under, and would like to participate in an event, make a donation or get involved with us, please make sure that you have your parent/guardian’s permission before giving us your personal information. When we collect data about a child or young person aged under 16 we will make it very clear as to the reasons for collecting this data and how it will be used.

9. Vulnerable circumstances policy

We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Charity is in a position to make a free and informed decision.

10. Inappropriate website content

If you post or send any content that we believe to be inappropriate, offensive or in breach of any laws, such as defamatory content on our forums or social media pages, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.

11. Storing your information

For financial and technical reasons we may, on occasion need to use the services of a supplier outside the European Economic Area (EEA), however we will ensure that your information is held in compliance with the European data protection regulations. By submitting your personal information you agree to this transfer, storing or processing at a location outside the EEA. We will take all steps reasonably necessary to ensure that your data us kept secure and in accordance with this privacy policy.

We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.

12. Our website

Our websites use cookies to help them work well and to track information about how people are using them. More information on cookies can be found below.

For all areas of our website which collect personal information, we use a secure server. Although we cannot 100 per cent guarantee the security of any information you transmit to us, we enforce strict procedures and security features to protect your information and prevent unauthorised access.

Our website contains links to other websites belonging to third parties and we sometimes choose to participate in social networking sites including but not limited to You Tube and Facebook. We may also include content from sites such as these on our website however, would advise that we do not have any control the privacy practices of these other sites. You should make sure when you leave our site that you have read and understood that site’s privacy policy in addition to our own.

13. Cookies and spotlight tags

Tommy’s uses “cookies” to help track the success of our online advertising and monitor the usage of our website. We use Google Analytics for our web analytics and work with DoubleClick to monitor our online advertising results.

With cookies, the information we collect and share is anonymous and does not personally identify you. It does not contain your name, address, telephone number, or email address.

What is a cookie?  A cookie is a small file of letters and numbers that we may put on your computer or mobile device when you access our website.  These cookies allow us to distinguish you from other users of the website helping us to provide you with a good experience when you browse our website and also allow us to improve our site. For example, they will tell us whether you have visited our site before or whether you are a new visitor.

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the this site. Therefore it is recommended that you do not disable cookies.

14. Changes to the policy

We may update the terms of this policy at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website(s). By continuing to use our website you will be deemed to have accepted such changes.

15. Your rights

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 information from our records;

•object to the processing of your information for marketing purposes; or

•raise a concern or complaint about the way in which your information is being used.

If you wish to find out more about these rights, or obtain a copy of the information we hold about you, please contact us at:

Private Information Request

Tommy’s

Nicholas House

3 Laurence Pountney Hill

London

EC4R 0BB

Tel: 0207 398 3460

Email: mailbox@tommys.org

16. Privacy queries

If you have any questions or queries about this Privacy and Data Protection Statement, please contact our Data Protection Officer using the above address and contact details.

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