This Privacy Notice explains how we store and use the Personal Information of all Supporters who trust the Charity with contact and other information either directly, or indirectly through one of the donation services we use. We take great care to protect your personal information and give you the opportunity to manage how it is used.
Who we are
The Prostate Project is a registered charity, please see our Charity Commission website entry. We are managed entirely by volunteers.
The Charity can be contacted at:
The Prostate Project, Stokes Urology Centre, The Royal Surrey County Hospital, Egerton Rd, Guildford GU2 7XX
prostate-project.org.uk
07724 465 883
Our records
We maintain a database using Salesforce, and a Mailchimp list to manage monthly email bulletins. Our Support Group maintains separate contact information if you ask to 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 uploaded onto the Salesforce database associated with donations as required by HMRC.
We use your contact information to send you news about the Prostate Project and prostate cancer research, treatments and diagnosis, 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 Salesforce database when you opt to be contacted. Contact information may include email address, postal address, telephone number and your contact preferences. We may also record which events you attend. Please refer to the Salesforce data protection and privacy statement at: https://help.salesforce.com/s/articleView?id=sf.data_protection_and_privacy.htm&type=5
Much of our contact information is obtained from the online donation services we use, please also refer to their privacy statements at: JustGiving (privacy policy https://www.justgiving.com/about/info/privacy-policy/privacy-policy-v40) and PayPal (privacy policy https://www.paypal.com/us/legalhub/privacy-full)
Website
The Prostate Project 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 Facebook, X, Instagram and You Tube. Please also refer to the Google privacy policy at http://www.google.com/policies/privacy. We may also include content from sites such as these on our website however, we do not have any control over the privacy practices of these websites. You should make sure that when you leave our site that you have read and understood that site’s privacy policy in addition to our own.
Mailchimp
If you have given us your email address we use Mailchimp service to send you email bulletins with news about prostate cancer (diagnosis, treatment and research), Prostate Project appeals and fundraising events. Mailchimp privacy policy can be found here: https://www.intuit.com/privacy/statement/. Your name, email address and a list of emails sent to you is held online on Mailchimp servers. Using the link at the foot of every message, you can check that your contact details are correct or unsubscribe from the list.
Retention and How to Unsubscribe (Database and Mailchimp)
Your personal contact information remains on our records until you unsubscribe.
If you no longer wish to be kept informed, please contact us by any of the routes 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 anonymised donation records always remain on the database.
Support Group
The Charity facilitates a Support Group enabling those with prostate cancer or their relatives to exchange experience and voice their concerns.
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 optionally to supply the date and nature of the cancer treatment you may have 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 01483 347730 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 Committee members on a need-to-know basis who are required to confirm in writing that they will comply with this Privacy Notice and with our comprehensive security arrangements.
Your rights
Under the UK General Data Protection Regulation you have the right to:
- Request a copy of the information we hold on 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.
- Question a decision made about you by automated means Or
- Raise a concern or complaint about the way in which your information is used
The contact details for doing so are shown at the top of this page
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 Commissioners Office: Wycliffe House, Water Lane, SK9 5AF, or call: 0303 123 1113 or online at 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.
Revisions
This document is regularly reviewed to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements. It is published on the Charity website prostate-project.org.uk, please visit to keep up to date with any changes. 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.
Last updated: May 2024
Version 1.4 15/5/2024