At Look Good Feel Better we are committed to protecting your information and using it responsibly. Please read our policy carefully to understand how we collect, use and store your information.
This policy details why we need the personal information we request when you support us and how we will use it. Developing a better understanding of our supporters through their personal information allows us to make better decisions, communicate more efficiently and ultimately enables us to help more people face cancer with confidence.
The processing of your information is carried out by or on behalf of the Cosmetic, Toiletry and Perfumery Foundation (programme name: ‘Look Good Feel Better’).
The Cosmetic, Toiletry and Perfumery Foundation is a registered charity in England and Wales (1031728) and a registered company in England and Wales (02850925).
Why we use your information
We will only use your information where we have a legal basis to do so and will always respect your rights.
Where we use your information, it may be because you have consented to us doing so or because we consider we have a legitimate interest to do so. Where we do rely on a legitimate interest to use your information, we will always ensure that this is done in a way so as not to be intrusive or cause distress, and that respects your rights. Other reasons may include using information because we have a legal obligation to do so or because we have to fulfil contractual obligations.
Some examples can be found below.
What personal information we collect
The personal information we collect about you will depend on how and why you are engaging with us. It could include (but is not limited to):
Where you have provided information about your experience of cancer, including through a survey, focus group, questionnaire, or when we are talking to you by phone or email, we will explain what the information will be used for. If you share any sensitive information, including your medical history, the information you have provided will be kept by Look Good Feel Better and will be treated with the strictest of confidence. It will not be shared with a third party without your fully informed consent.
How we use your personal information
To respond to or fulfil any requests, complaints or queries we receive from you
If you contact us directly, we will use the information you give to us to handle your enquiry or request. This may include responding to your query or feedback, or sending you relevant information, such as workshop information or fundraising materials. We may also keep a record of conversations we have with you, feedback you provide and any marketing materials we send out to you. This can help us to handle queries more efficiently.
To process any donations you make, claim any relevant Gift Aid and maintain a record of your past or potential future financial contributions
This includes keeping a record of any pledges, gift agreements or any other indications that you are planning to donate to LGFB. We keep a record of any donations we receive for audit purposes, and as we are legally required to keep information related to Gift Aid. We may need to use your information to prevent fraud.
To provide you with information and support for any events, fundraising activities or volunteering opportunities you sign up to
If you have completed a form to register or enquire about an event or activity, or to sign up to volunteer, we will consider this as a request to send you details about the event, activity or volunteering opportunities.
Where you provide contact details, we will provide information and support by post, phone, mobile messaging, email, via social media, and any other channels for which you have provided your details. When you have asked for details of an event, we will send you information including, where relevant, ideas for fundraising and reminders on key information about the activity.
Where appropriate, we will use the information you provide to identify any help we can offer, specific to the activity you have signed up for and to provide necessary information to event organisers.
We may also receive information through event organisers or through third party websites such as JustGiving or VirginMoneyGiving so we know you are fundraising for us.
To manage our recruitment
When applying for a role with LGFB the personal data you provide as part of the recruitment process will only be held and processed for the purpose of the selection processes of LGFB and in connection with any subsequent employment unless otherwise indicated.
By submitting your personal information, you are consenting to LGFB holding and using it. You will be asked to provide certain information including your name, contact details, employment history and qualifications. This information is mandatory in order for LGFB to consider your application, communicate with you about your application and where successful, follow up with references or meet our statutory and internal monitoring and reporting responsibilities.
We may also view social media profiles of applicants, such as LinkedIn, to the extent that it is relevant to your application. Unsuccessful applicant data will be held confidentially within the recruitment system for a period of two years before it is deleted.
To raise funds and promote the aims and objectives of the charity
Where you have provided an email or postal address and consented to being contacted in this way, we will send you information by those channels, via e-newsletters and our bi-annual magazine – covering ways to give or raise money for us, to volunteer for us and on our wider work. This may include promoting the work of a partner organisation that we believe will benefit us and our charitable cause.
To manage your contact preferences
You can tell us to stop contacting you, or change the way in which we do so, by emailing [email protected] or calling us on 01372 747 500.
To make sure we speak to you in way that is relevant to you, and to understand our supporters more broadly
We try to ensure that our communications are as effective as possible so that we make the best use of our resources. This means communicating with people in different ways, appropriate to them.
We sometimes use information you have given us directly, for example, events you have previously participated in or where you live to tailor our communications with you about future activities. We will also use information about how you use our website or interact with our emails so we can make them more effective.
For our internal purposes such as management research, analytics, organisational reporting and ways that will improve efficiencies
We often ask our beneficiaries, volunteers or supporters for their feedback through online and offline questionnaires and feedback forms, this information is only used internally to help us improve the running of our services.
Use any images, videos of, or other information you tell us about something you have done for LGFB
If you share information about the fundraising or campaigning activities you have done for us, or your personal experiences, by post, email or over social media, we may want to use this to help us promote our events and activities in the future. We will obtain the necessary permission to use this information.
Keeping your details up to date
You can let us know if you move house or your details change by contacting us on [email protected] or calling 01372 747 500.
Who we share your personal information with
We never give or sell ant personal information to other charities or organisations. However there are some circumstances where we would share your data with third parties. For example:
How long we keep your information
The period for which we keep your information depends on the purpose for which your information was collected. We will not keep your personal information for longer than necessary for the organisation’s purposes or for legal requirements.
If you would like to know how long we will hold any specific information, then please contact us on [email protected] or call 01372 747 500
Under the General Data Protection Regulations (GDPR) you have the following rights:
Right to Withdraw Consent at any time
Where we use your personal information based on your prior consent, such information about your health, or where you have given us permission to send you marketing communications by email, mobile messaging and by direct message on social media, you can withdraw your consent at any time by contacting us.
If you have any complaints about how we handle your personal data, please contact us so we can resolve the issue. You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office, the UK data protection regulator. Where you have a complaint about the way in which we have used your personal information in our fundraising, you can also complain to the Fundraising Regulator.
How we protect your personal information
We maintain the highest standards of data privacy and security to protect your personal details and other information about you and we regularly review our processes.
We may update this policy to reflect changes in how we use your information. You may wish to check this policy each time you provide LGFB with your information. Where appropriate, we will provide you with notice of any significant changes to how we use your information.
Revised May 2018