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Privacy and Cookie Policy

Privacy and Cookie Policy

At Helen & Douglas House we are committed to ensuring your privacy whether online or through other means of communicating with the charity. We promise to respect any personal data you share with us, and keep it safe. We aim to be clear where and when we collect your data and not do anything with your data you wouldn’t reasonably expect us to.

Please read this statement to understand how your personal information that you give will be used.

Who we are

Helen & Douglas House is a registered charity caring for terminally ill children, young adults and their families through exceptional hospice care. We provide medical, emotional and practical support, helping families deal with the implications of living with a child who will die prematurely, so they can make the most of their time together. As a charity we rely almost entirely on donations to support our families.

Our Registered Charity Number is 1085951.

As an organisation Helen & Douglas House is registered with the Information Commissioner in accordance with the Data Protection Act 1998.

What information do we collect and how do we use it?

Personal information is any information that can be used to identify you. For example, it can include information such as your name, email address, postal address, telephone number, credit/debit card details, as well as information relating to your health.

If you support us by making a donation, registering for an event, or buying something from our online shop, we will usually collect:

  • Your name
  • Your contact details
  • Your bank or debit/credit card details

Where it is appropriate we may ask for:

  • Information relating to your health (for example if you are taking part in an event)
  • Details of an emergency contact (again, if you are taking part in an event)
  • Your reason for giving

We will use your data to:

  • Provide you with the services, products or information you asked for
  • Process your donation or support your fundraising activity
  • Keep a record of your relationship with us
  • Manage your marketing preferences

What is profiling and data appending?

We may also use your personal information to create a profile of your interests and preferences, so we can contact you with information relevant to you. We may also make use of additional information about you, including demographic information and measures of affluence, when it is available from external sources, to help us do this more effectively. This helps us understand our supporters and helps us to make appropriate requests for gifts to supporters who may be able and willing to give more than they already do.

With your consent, we will contact you to let you know about the work that we do, and to ask for financial and non-financial support.  Our forms have clear preference questions.

You can let us know at any time if you would prefer not to receive marketing from us, by emailing, calling 01865 799150, or writing to Fundraising, Helen & Douglas House, 14a Magdalen Road, Oxford, OX4 1RW.

Do we sell or share personal details?

No we do not sell or share personal details about our supporters with third parties for the purposes of their own marketing. We will only share data with organisations who provide fundraising services to us, such as the Local Hospice Lottery, who run our lottery, and Rapidata who manage our online donations.

Your information may be shared with us by independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated that you wish to support Helen & Douglas House, and with your consent. You should check their Privacy Policy when you provide your information to them, to understand fully how they will process your data.

How do we use financial information?

If you are making a donation or payment with a Debit or Credit card via the Helen & Douglas House website, please be assured that we take security very seriously. With this in mind, rather than process our own donations or payments we use two companies who are experts in their field.

For donations we use Rapidata. You can read more about them by visiting their website. 

Similarly we use World Pay for our online shop transactions. You can read more about them please visit WorldPay’s website 

What are log files?

Another type of information that we collect is standard log files on our web server. Log files are not personal data but are types of information that help us to assess usage and usability of our website. This information may include the IP address of your computer but please be assured that we will not try to trace your email address.

What are cookies?

The Helen & Douglas House website uses cookies for website visitor analytical purposes, which do not store any personal information about visitors to the website, and when you access our online shop. These ‘session’ cookies are needed by the online shop so that it can remember who you are and any information that you have entered for that particular visit. For example, if we didn’t have session cookies and you were using the online shopping basket, if you added something to your basket and then wanted to carry on browsing, the site would forget your details and treat you as a new visitor.

However, we do not use ‘persistent cookies’ which allow the site to remember you on subsequent visits. By themselves, cookies cannot be used to identify you. If you would like to know more about cookies and their management, please visit this site

Can I update my personal information?

It is very important to Helen & Douglas House that we get your details right. If you find that they are incorrect or need updating, please contact the Fundraising Team on 01865 799150 or email the Fundraising Team. You can also write to us at Helen & Douglas House, 14A Magdalen Road, Oxford, OX4 1RW.

Can I see the information that you have about me?

In accordance with the Data Protection Act 1998 we fully recognise that you have a right to see the information that we hold on you. If you wish to see this information, please contact the Fundraising Team on 01865 799150.

What security precautions do you have in place to ensure that my data is not altered or misused in any way?

When you give Helen & Douglas House information about yourself, we take every means to ensure that it is securely processed and stored. Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure. As a result, while we do our utmost to protect your personal information, we cannot absolutely guarantee the security of any information you transmit to us, and you therefore do so at your own risk. Once we receive your email or message, we do our best to ensure that it is securely stored.

If you would like further information or would like to speak to someone about our privacy statement, please email or call us on 01865 799150 (Monday -Friday 9-5pm).