1.0 Policy Statement
This is the Privacy Statement of Children’s Health Foundation as it relates to this Site. We are not responsible for the content or privacy practices of other websites. Any external links to other websites are clearly identified as such. Children’s Health Foundation respects the rights of users of our Site and is committed to protecting your privacy in accordance with Data Protection legislation at all times.
We will not collect any personal information (also referred to as personal data) about you on this Site without your permission or otherwise in accordance with Data Protection legislation. You are not required to provide us with any personal information (or personal data) in order to use our Site. However, where you choose to give us personal data, via online feedback forms, registration forms, online donations or e-mail, then we will treat your personal information in accordance with Data Protection legislation.
By simply visiting our Site, you do not disclose, nor do we collect, personal data about you.
This statement is for the attention of any individual(s) visiting this Site and sets out the responsibilities and obligations of Children’s Health Foundation in the handling of your data and information collected about your visit.
- The information collected about your visit is limited to technical data such as:
- The Internet address (or IP address) of the device you used to access this Site
- Whether you reached the Site using a search engine or if you clicked a link on another website
- The type of web browser you used
- The type of device you used to access the Internet.
We use this data for administrative and statistical purposes as well as to help us improve our Site. This technical data does not provide us with the personal data of visitors to our Site.
3.1 When we collect information
We collect information to be able to raise vital funds for sick children and to have effective communications and fundraising activity. By understanding more about how people use the information we provide, we can improve how we communicate the most important messages that you need to hear.
We can broadcast information on TV, in the news and on our website, but if we can talk to you directly or deliver it straight to your doorstep or to your inbox, we can be sure that you get to know exactly what you can do to help as soon as it happens. We never do anything without carefully considering how much it costs. Collecting information about you and what grabs your attention allows us to work out the most efficient way to do things so that more funds can be directed into children’s health.
We collect information every time you interact with us. The type and quantity of information we collect and how we use it depends on why you are providing it. There are many instances in which we may collect information about you.
For example, we may collect information when you:
- Volunteer with us, participate in an event or visit Children’s Health Foundation
- Make a donation to us, buy something from us or make a pledge to leave us a gift in your Will
- Subscribe to our e-newsletters, request information from us or join a campaign
- When you visit one of our websites or social media pages via tools such as cookies and online identifiers, including if you make comments on our message boards or discussion forums
- Apply for a job with us
- Contact us or become involved with us in any other way than as stated above
3.2 What information we collect
The information we may collect from the above interactions may include, but is not limited to any of the following:
- Your name, address, telephone number, mobile number, and email address, along with your preferences as to how we should contact you in the future
- We may collect your year of birth or date of birth in order to verify you are an adult as it is our policy not to market to children and there are some services we are not able to provide to under 18s
- Credit card and financial information which you give to us, including your bank account details and CHY forms for the tax back revenue scheme (note that we do not store credit card information except in the case of credit card direct debits, which are securely stored)
- Information you enter onto our website, including information to take part in challenge events or to volunteer with us (such as your date of birth and contact information). When you enter a challenge event organised by a third party you may be asked by the organisers to complete the official event form which may require providing information on your medical history and next of kin. This information is not passed to Children’s Health Foundation.
- Records of your donation history, correspondence and campaign actions taken with us
- Images, photographs or video if you volunteer or take part in an event with us after providing consent
- Details of your visit to our websites, including technical information such as the IP address you use to access the website, your device, browser type and version
- We might also obtain personal data about individuals who may be interested in giving major gifts to organisations like ours. In these limited cases only, in addition to information you give us directly, we may also collect information about you from publicly available sources such as your work or interests
- Any other details which you give us including your reasons for supporting us The only other instance in which we might collect sensitive categories of information is if you apply for a job with us. We may collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. You will be provided with a separate data protection policy when the information is requested so you are aware of how your data will be collected, used and stored.
3.3 Data collection methods
We use different methods to collect data from and about you including through:
- Direct interaction we get information directly from you, for example when you make a donation in person at the Children’s Health Foundation Office, hospital stand, or at an event.
- Automated technologies or interactions
If you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, we may automatically contact you via email to see if we can help with any problems you may be experiencing with the form or our websites. Similarly if you receive an email, open it, don’t open it, select a link, browse our website, we collect this information so we can see which stories are popular and which aren’t. And next time we’ll do better so that more people will be inspired by the work they are helping to achieve.
3.4 Accuracy of Information
Where possible we use publicly available sources to keep your records up to date; for example, we use An Post’s Address Database. This allows us to better direct our resources and efforts. Writing to you can be expensive and we want to be sure that our charitable resources are best used, and not write to you if you no longer live there. If you have moved house then please update us if you can. We regularly check for deceased and gone away records to manage supporter relationships, protect brand reputation and ensure data remains accurate, up to date and compliant.
When a supporter has passed away, we generally rely on relatives to contact us so that we can update our records appropriately. When administering legacies, generally, we rely upon information provided to us by Executors/Administrators appointed by the Will. We may also be informed by third parties of the death of supporters particularly if we are named as a beneficiary in a Will.
We may obtain your personal information through your use of social media such as Facebook, Twitter or LinkedIn, depending on your settings or the privacy policies of these social media services. To changes your settings on these services, please refer to their privacy policies which will tell you how to do this. In signing up for a service, you may have agreed for your data to be passed to other organisations such as ours. Where we use this data we check that we are entitled to by reviewing the privacy notice of that third party to ensure that it informs people that their data may be passed to us.
In a very limited number of cases, we may use desk research, profiling and screening techniques to analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you, to be prepared when we meet you, or to help us find others like you who might like to show their support. We do this because it allows us to make appropriate and relevant approaches and target our resources more effectively, which donors consistently tell us is a key priority for them.
We may make use of additional information about you, including geo-demographic information and measures of affluence. We may on occasion use third party suppliers to undertake these activities on our behalf and provide them with your information to the extent required. Such information is compiled using publicly available data about you, for example addresses, listed Directorships, social media posts, newspaper articles or typical earnings in a given industry. This helps us understand the background of the people who do or may support us and helps us to make appropriate requests for gifts to supporters who may be able and willing to give more than they already do and/or leave us a gift in their will.
Collating this publicly available information helps us better understand your motivations and preferences enabling us to deliver a more targeted and relevant donor experience. Additionally, it enables us to raise more funds, sooner, and more cost-effectively than we otherwise would.
3.6 How data is used
We use personal data for a number of different processing activities which includes:
- Providing you with the information or products you have requested e.g. registration forms for events, branded merchandise or greeting cards.
- Keeping you up to date with the work you are supporting
- Administering your donation, including calculating eligibility for and processing claims under Revenue's Charitable Tax Relief scheme • Keeping a record of your relationship with us
- Asking for financial and non-financial support
- Managing your communication preferences, including marketing preferences • Understanding how we can improve our services, events, or information
- Sending you tailored communications and displaying relevant adverts which we think will be of interest to you
- Sending you marketing materials including on fundraising and events
- Inviting you to events
- Analysing our database for statistical purposes, and to better communicate with you about things we think will be of interest. Note that this is on a generic rather than an individual level to ensure that our communications are cost effective
- In limited circumstances, analysing the personal information we collect about you and using publicly available information to better understand your interests, preferences and level of potential donations so that we can contact you more effectively and be better prepared in special circumstances when we may meet with you
- Sending you details of products you can purchase from us and giving you information on similar products if you have already purchased from us and have not opted out of receiving such information
3.7 Our Legal Basis for collecting your data
All of our use of personal data is in accordance with the law. The law requires us to only process data where we have a valid legal basis for doing so. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you, such as providing you with the service you have requested, (for example supporter updates and to contact you about these in order to administer your request).
- Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests (as set out below).
- Where we need to comply with a legal or regulatory obligation, (for example processing and retaining CHY Tax forms, and reporting regulatory bodies to satisfy our legal, regulatory and compliance obligations).
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending email or text message (and in some instances by phone) direct marketing communications about fundraising and events. We may also provide you information on similar products you may purchase from us such as Children’s Health Foundation merchandise or Raffle Tickets, if you have previously purchased from us, and have not opted out of receiving such information.
You have the right to withdraw your consent to marketing at any time by contacting us or clicking the unsubscribe link in the email communication we send you. Children’s Health Foundation’s legitimate interests include administering the charity, sending you marketing materials by phone and post, and understanding our supporters.
A summary of each of these and some examples of how we may use your data in these ways on the basis of it being within our legitimate interests to do so are set out below:
3.8 Legitimate Interest
As a charity our mission is to protect and improve the healthcare of all children on the island of Ireland, through the provision of funding and leadership to help deliver extraordinary care today and better cures tomorrow. In order to deliver against these charitable purposes, we need to undertake certain processing activities. We will only use your personal data where law permits.
Children’s Health Foundation does not generally rely on consent as a legal basis for processing your data, other than sending direct marketing communications (including third-party) to you via email or text message. You can withdraw consent to marketing at any time by contacting us at email@example.com.
Most commonly, we will process your personal data in the following circumstances:
- Where you have expressly consented or requested
- In order to perform a contract entered into with you or pre-contractual steps at your request
- Where it is necessary for our legitimate interests, or that of a third-party, and your interests or rights do not override those interests • In order to comply with a legal or regulatory obligation
- In order to recording your communication and marketing preferences and maintain suppression files so we don’t contact you when you have asked us not to
- To keep a record of who our supporters are, your relationship with us, and your order and donation history
- To review our database of supporters across the organisation for historical, scientific and statistical purposes
- Operational administration such as:
- Recruiting and processing job applications
- Keeping employee records and monitoring
- Health and Safety
- Management and planning purposes
- Thanking you for your support
- Keeping you up to date with the work you are supporting and the latest charity news
- Administering your donation by sending your bank details to our bank
- Financial management and controls such as:
- Processing supplier invoices
- Administering grants to partners
- Taking steps to prevent fraud, knowing our donors, and taking steps to ensure there is no misuse of services or money laundering
- Administering estates and gifts in Wills where Children’s Health Foundation is named as beneficiary or executor
- We may also contact you by post, phone or email where the level of your donations meets the threshold of eligibility for Revenue's Charitable Tax relief scheme as we consider it within our legitimate interests to be able to maximise our income from this source in order to help us achieve our mission.
3.9 Contact by post and phone
Contact with our supporters is vital to the way we operate – when you support Children’s Health Foundation, you are joining a national movement and showing your support for sick children. We want to keep in touch with you and, along with telling you how your support is helping and what we have achieved together, we also want to keep you up to date with the numerous activities you can get involved with.
We believe it is in our legitimate interest to send you such materials by post and to speak to you by phone, unless you have told us you prefer us not to. In order to achieve our mission we need people like you to support us, and to gather your support we need to be able to contact you.
Specific examples of processing activities under this legitimate interest include sending marketing materials as detailed below, including:
- Asking for financial and non-financial support
- Inviting you to events by post and phone
- Sending you details of merchandise or raffles you can buy online or by post
- Providing you information on similar products you may purchase from us, if you have previously purchased merchandise or raffle tickets from us, and have not opted out of receiving such information
3.10 Understanding our supporters
It is important that we understand our supporters. If we don’t understand you, then we cannot communicate with you in a meaningful way, and in a way which will be engaging and interesting. If we understand you, then we are better able to direct communications to you which you will be interested in.
This helps us safeguard your donations and ensure value for money across our communication activities. In order to understand our supporters better, we undertake a number of processing activities including analysis, research, profiling and customising your experience as detailed in this policy.
Specific examples of processing activities under this legitimate interest include:
- Analysing our database and seeing what has worked and what hasn’t. This helps us develop our products and services, and helps inform our marketing strategy so we only send you information that we think will be of interest to you, and so that we understand the effectiveness of the marketing we serve you
- Researching your interests - we want to utilise your donations in the most cost effective way, and so we don’t send blanket messages to the entirety of our database. Rather, we deliver content we think will be relevant to you and personalised when appropriate
- In limited circumstances, analysing the personal information we collect about you and using publicly available information to better understand your interests, preferences and level of potential donations so that we can contact you more effectively
- Customising your experience and displaying more relevant information (including adverts) to you If you would like more information on our uses of legitimate interests or to change our use of your personal data in this manner, please contact us.
3.11 What we communicate
We communicate with you about what you have asked us to – to provide the service you have requested. If you have made a donation to Children’s Health Foundation or have requested information, we will send you updates such as our Children’s Health Foundation Newsletter and our annual report.
3.12 Marketing communications
In addition to newsletters and updates on our work, we may also contact you about two other things (note: these detail examples of the types of communications we may send, and are not exhaustive):
- Fundraising: your support is vital to our work and without you we would not be able to continue our efforts. We may ask you to make a donation, contribute to an appeal, upgrade your support or change its type. We may also as you to renew or restart your support.
- Events: we run a host of events, which we may like to invite you to. We’d also love to tell you about our challenge events which we’d love you to get involved with.
- We’d also like to tell you about community fundraising opportunities where we can support you with your own events. The law distinguishes between the channels you choose to receive this information, and so we give you different options when we ask to use your data in this way.
We will always ask for your consent if we want to contact you by email or text message, however we do not normally ask for consent to make telephone calls to you or write to you about these two things (provided you haven’t specifically told us you don’t want to receive them). This is because, as a charity, each of these activities is fundamental to how we work, so we have a legitimate interest to contact you, as described in Section 3.8 above.
When you give us your details we will tell you what we are going to do with them. You will always be given the opportunity to opt-out of receiving these materials by phone and post if you prefer not to. You can unsubscribe at any time by contacting us. While we don’t usually ask, there are some instances where we may have expressly asked you for consent to receive telephone calls or letters from us (for example, if you gave us your details through our fundraisers in person). If you have consented for us to contact you in these ways, we will continue to do so unless you tell us not to.
In addition, where you have purchased merchandise or tickets online and provided us your details, then we may send you information about similar products which we think will be of interest to you, where you have not opted out of receiving such information. We will also always provide an opportunity for you to opt-out in every communication we send you about these products.
3.13 Marketing Preferences
We make it easy for you to tell us how you want us to communicate with you. Our communications have clear marketing preference questions and we include information on how to opt out when we send you marketing or fundraising materials, which in the case of emails, is by means of an unsubscribe link. You can change your marketing preferences at any time by contacting us.
Where you have previously provided us with your telephone number, please note that we may use that telephone number to call you. You can of course change your preferences at any time if you wish to as detailed above. Please note that changing your marketing preferences will not affect the communications we send you that are not for a marketing purpose or where it constitutes the service you have requested – for example, if you have signed up to a monthly donation, we will send you correspondence about that donation arrangement (eg to confirm, change, enquire about or cancel it).
We may also contact you about Revenue's Charitable Tax Relief scheme, if you make eligible donations in any calendar year. It is also our policy to send a receipt/acknowledgment for all donations, notwithstanding your marketing preferences.
3.14 Sharing of your data
We do not sell or share personal details with third parties so that they can market to you.
Service providers / suppliers - As with other organisations, we do not undertake all of our processing activities ourselves and we appoint suppliers to help us out. In order to do this we need to share your personal data with them so they know where to send newsletters or updates. Similarly, we don’t print all our letters in our office, nor do we print all of our design-work and community fundraising packs in-house. In these cases and others, we ensure that we have a contract with the supplier and as part of that agreement the supplier agrees to respect the security of your personal data and to treat it in accordance with the law. We only permit suppliers to process your personal data for specified purposes and in accordance with our instructions. If you would like further information on our third party processors please contact us.
International transfers - We may need to transfer your personal data to suppliers based in the US or other countries outside of the European Economic Area (EEA) to allow them to perform services on our behalf. In doing so, your data may be stored or otherwise processed outside of the EEA. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is in place:
- The country has been deemed to provide an adequate level of protection for personal data by the European Commission
- A specific contract which is approved by the European Commission and gives personal data the same protection it has in EEA, has been entered into with the supplier
- Where we use service providers based in the USA, it is accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA.
- Social media - Depending on your settings and the privacy policies for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those accounts or services. For example, we may occasionally participate in Facebook’s “Custom Audience” program which enables us to display adverts to our existing or potential supporters via Facebook.
- Where required - In other cases we will not disclose any of your personal data except in accordance with this policy, or when we have your permission, or under special circumstances, such as when we believe in good faith that the law requires it or to protect the rights, property and safety of Children’s Health Foundation, or others. This includes disclosing your details if required to the police, regulatory bodies or legal advisors. 3.15 How we keep your data safe
We have appropriate physical, technical and managerial controls in place to protect your personal details; for example our online forms are always encrypted and our network is protected and routinely monitored. Within our offices only those who have a business need to access your information and who are trained in handling data securely will have access to your information.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Whilst we hope it will never happen, we have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are required to do so. When we use external companies to collect or process personal data on our behalf we undertake due diligence on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, including keeping and using your data securely.
Our website may, from time to time, contain links to third party websites. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. Despite all of our precautions however, no data transmission over the internet can be guaranteed to be 100% secure.
So, whilst we strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention that you do so at your own risk. Where we have given you (or you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential, and we ask you not to share this with anyone. 3.16 Keeping your information up-to-date We really appreciate it if you let us know if your contact details, or circumstances change. You can also update your details online at any time by contacting us.
3.17 How long we keep your data
We will only keep your personal information for as long as is necessary for the purpose for which it is collected, which may include the purpose of satisfying any legal, accounting or reporting requirements. If you request that we stop sending you marketing materials we will keep a record of your contact details and the appropriate information to enable us to comply with your request not to be contacted by us.
3.18 Retention of your data
In order to determine how long we keep your data we look at the category of data and the reason we collected and have processed it. We look at whether that reason is on- going and whether you are an active supporter or not. We consider you to be an active supporter if you have opened our mailings and have interacted with us in some way such as if you have corresponded with us, signed up for a newsletter and/or financially supported us.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve these purposes through other means, and the applicable legal requirements.
3.19 Other data
As detailed above, we may hold personal data about individuals who interact with us in other ways. We have a data retention policy which addresses each type of information we hold. Please get in contact if you would like to find out more about how long data is kept in these circumstances.
3.20 Anonymising or deleting data
When we anonymise or delete your data, we will ensure that it is no longer identifiable to you. We may keep anonymised data for future analysis on aggregated data so that we can understand our supporters better. This may be for research or statistical purposes, and we may use this information indefinitely without further notice to you.
3.21 How to find out what information we have about you
You can request the details of the personal information we hold about you. If you want to access your information, please contact us and send a description of the information you want to see and proof of your identity. We may then need to ask you for further information in order to service your request, such as confirmation of your identity, or whether there is any specific data you would like or from a specific time period. We may send you a form in order to assist you in this.
We will respond to you within one month of your legitimate request. You will not have to pay a fee to access your personal data however we reserve the right to charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively we may refuse to comply with your request in these circumstances.
3.22 How to change the way we contact you
You can ask us to stop sending you marketing messages at any time by contacting us, or by following the opt-out links on any marketing messages you have received. Where you opt out of receiving marketing messages from us, please note that you will still continue to receive items to perform the service you have asked of us, i.e. you will still receive your Impact Report if you are a donor you will just not receive other information about fundraising, events and campaigns.
You can opt back in at any time by contacting us. We will only email or text you if we believe you have consented for us to do so. In every email or text we send there will be instructions on how to unsubscribe. During any phone conversation you have with us please feel free to let us know how you prefer to be contacted. Due to the timing of our mailings, there may be a delay of up to 6 weeks before your instruction is actioned and during this time you may still receive mailings from us.
There is no need to contact us again. If you are still hearing from us 6 weeks after you have asked us not to contact you then please contact our Supporter Care Team on 01 7091700 Please note that if you request that we stop sending you marketing materials we will keep a record of your contact details and the appropriate information to enable us to comply with your request not to be contacted by us. See 3.18 Retention of your data.
3.23 Stopping collection of your data
If you don’t want us to collect information about you as you browse our website you’ll need to set your browser to notify you when you receive a cookie, then choose to decline it. If you don’t want us to hold any personal details about you, it’s best just not to give them to us. If you want us to stop collecting information about you or processing that information then please let us know by contacting us.
3.24 Objecting to our processing
3.25 Your rights
Under data protection laws you have various rights over your personal data. If you would like to exercise any of these rights then please contact us you have the right to:
- Access your personal data: You have the right to request access to your personal data, commonly known as a ‘subject access request’. This enables you to receive a copy of the personal data we hold about you.
- Request correction of your personal data: You can request that we correct the personal data we hold about you. This enables you to have an incomplete or inaccurate data we hold about you corrected, although note that we may need to verify the accuracy of the new data you provide to us.
- Request deletion of your personal data: You have the right to ask us to erase your personal data in certain circumstances. Please note however that there may be circumstances where you ask us to erase your personal data but we are legally required or entitled to retain it.
- Object to processing of your personal data or request restriction: We conduct analysis of personal data to understand your requirement and preferences. Where your data is being profiled in this manner, you may object to this. Please note that there may be circumstances where you object to, or ask us to restrict, our processing of your personal data, but we are legally required to continue to process your personal data and to decline your request. In some cases, we may be required to demonstrate that we have a compelling legitimate basis to process your personal information, which may be balanced against your preferences, rights and freedoms.
- Withdraw consent: Where we have asked you for consent to process your data, you may withdraw this consent at any time by contacting us. Please note however that we may still be entitled to process your personal data if we have another legitimate reason (other than consent) for doing so.
3.26 Changes to this Statement
This statement was last updated in September 2020. We may amend or update this policy at any time to take account of any changes to data protection law or other legislation. When further updates to the policy are made they will be posted on this page, so please check back here regularly. Any significant changes will be notified to you.
3.27 Further information
The law: The laws that dictate how your personal information can be used are:
The Data Protection Act 2018
The Privacy and Electronic Communications Regulations 2011
The EU General Data Protection Regulation
Complaints: We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. For full details of our complaints procedure and how to make a complaint, please visit:
If you have a complaint then please contact us in the first instance and we hope to be able to resolve your complaint. If however, you believe that we have not been able to assist with your complaint or concern then you have the right to make a complaint to the data protection authority which is the Information Commissioner.
You can contact the Information Commissioner’s Office at www.oic.ie to find out more or report a concern. They are Ireland’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. We work with them to make sure that we collect, store and use your information appropriately and don’t do anything you wouldn’t expect us to.
As a charity registered with the Charities Regulatory Authority we abide by the Code of Fundraising Practice. This is a code of best practice which governs how our fundraising must take place. We take the requirements very seriously. The Code has sections on personal data which sit alongside the laws as named above and we strive to comply with best practice as well as law.
If you have any concerns about how your data is used in fundraising, then please do contact us in the first instance or if your query is not resolved, you may contact the Charities Regulator at www.charitiesregulatoryauthority.ie.
For further information on your rights and the General Data Protection Regulation, please contact: Office of the Data Protection Commissioner Canal House Station Road Port Arlington Co Laois R32 AP23 or email firstname.lastname@example.org.
If you have any questions please contact our Supporter Care team using the details below:
Phone: 01 7091700
Post: Children’s Health Foundation, 14-18 Drimnagh Road, Crumlin Dublin 12.