Privacy Policy

Dementia Adventure is a charity registered in England and Wales (1163163). Our Mission at Dementia Adventure is to enable people living with dementia to get outdoors, connect with nature, themselves and their community, and retain a sense of adventure in their lives.

This privacy notice explains how we use any personal information we collect about you. Dementia Adventure promises to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect. Where we refer in this notice to ‘we, ‘us’ or ‘our’ we are referring to Dementia Adventure. When you give your information to other organisations and websites you should check their privacy notices or policies.

Dementia Adventure works hard to stay up to date with legislation and good practice and so by May 2018 we will be moving to an ‘opt-in only’ communication policy. This means we will only send communications to people who have explicitly stated that they are happy for us to do so via their preferred channels.

This notice now provides more information on:

  • How would you like to be contacted by us
  • What personal data we collect and how we use it
  • How we collect information about you
  • How we keep your data safe and who has access
  • Keeping your information up to date
  • Access to your information and correction
  • Complaints
  • Changes to this notice
  • How to contact us

The type and quantity of information we collect and how we use it depends on why you are providing it.

We will mainly use your data to:

  • Process your request for information (for example, a holiday booking request, volunteer enquiry, fundraising enquiry)
  • Provide you with a service (for example to arrange your holiday or organise your training)
  • Administer your donation or support your fundraising, including processing gift aid
  • Support you to volunteer with us
  • Keep a record of your relationship with us
  • Manage your marketing preferences
  • Understand how we can improve our services, products or information.

We may also collect and retain your information if you send feedback about our services or make a complaint.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

If you support us, for example make a donation, volunteer, register to fundraise, we will usually collect:

  • Your name
  • Your contact details
  • Your bank or credit card details (for donations).

Where it is appropriate we may ask for:

  • Your date of birth
  • Information relating to your health (for example if you are taking part in a high-risk event)
  • Your motivation for giving.

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you.  We may make use of additional information about you when it is available from external sources to help us do this effectively.  We may also use your personal information to detect and reduce fraud and credit risk.

At Dementia Adventure we take your privacy seriously and will only use your personal information to administer your account and to provide the products and services you have requested from us.

However, with your consent, we may contact you to tell you about new holidays, training products and services, keep you up to date with our work and to ask for financial and non-financial support.

We will not contact you for marketing purposes by phone, text or email unless you have given prior consent. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing.

If you don’t want to hear from us, that’s fine. Just tell us so when you provide your data. If you would like to check or change your communication preferences, please contact us by phone on 01245 237548 or email info@dementiaadventure.co.uk.

We do not sell or share personal details to third parties for the purposes of marketing, unless you have told us you are happy for us to do that.

Some people choose to tell us about their experiences with dementia to help further our work.  This may include them sharing sensitive information related to their health and family life in addition to their biographical and contact information.

If we have the explicit and informed consent of the individuals (or their parent or guardian if they are under 18) this information may be made public by us at events, in promotional materials, on our website or in documents such as our annual report.

We organise supported short breaks, holidays and training and collect personal data to process your booking request and provide those services. By signing up for a holiday or training course, you have given us permission to process your data for the purposes of providing that service. We will not use the data for any other purpose unless you give us explicit consent to do so.

We may collect sensitive personal data about you and your health to keep you safe on a holiday. This information will be collected verbally, over the telephone and face-to-face to identify client care requirements whilst on a short break so that we can provide the best possible support.

If we run a training event/holiday in partnership with another named organisation your details may need to be shared to enable us to provide you with the best experience. We will be very clear what will happen to your data when you register.

Otherwise, we will not disclose any information about you to any company outside Dementia Adventure other than in exceptional circumstances for example where a safeguarding issue is identified, to prevent fraud or if otherwise required to do so by law.

We collect information about you in three ways; directly, indirectly and through our website. It is good practice for us to provide you with privacy information through the method you have made contact with us and, so we provide further detail on this below.

You may give us your information to book one of our holidays or training sessions, sign up as a volunteer, tell us your story, make a donation or communicate with us.  The information may be provided by you through a form on our website, in an email, telephone call or by sending us something in the post.

Your information may be shared with us by fundraising sites like Just Giving, BTMyDonate or Virgin Money Giving or by independent event organisers that are organising places at fundraising challenge events (for example, Global Adventure Challenges).  These independent third parties will only do so when you have indicated that you wish to support Dementia Adventure and with your consent. You should check their privacy policy when you provide your information to understand fully how they will process your data.

Depending on your settings or the privacy policies for other online services like Facebook or Twitter, you might give us permission to access information from those accounts or services.  The information we get from those services depends on your settings, so you should regularly check them.

We may collect information about you from publicly available information such as articles published in newspapers or information at Companies House.

Our website does not store any information that would, on its own, allow us to identify individual users of this service without their permission.  We collect non-personal information such as IP addresses (the location of the computer on the internet), pages accessed, and files downloaded. This helps us to determine how many people use our site, how many people visit on a regular basis, the typical user paths through the site and how popular our pages are. This information doesn’t tell us anything about who you are or where you live. It simply allows us to monitor and improve our service and contribute to our social impact.

However, Dementia Adventure reserves the right to attempt to identify and track any individual who is reasonably suspected of trying to gain unauthorised access to computer systems or resources operating as part of Dementia Adventure web services.

Like most websites, we use ‘cookies’. Cookies are small pieces of information sent by a computer’s web server to a web browser, which enables the server to collect information from the browser. A cookie essentially takes the form of a small text file deposited on your computer’s (or phone or tablet) hard drive. Cookies mean that a website will remember you. They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.  We may place a cookie on your machine to help with the gathering of website data. For example, we use Google Analytics to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

If you would like to prevent our cookies from being stored on your computer in future, you can do so by referring to your Internet browser’s instructions. You can do this by clicking on the Help menu. Further information about deleting or controlling cookies is available at www.aboutcookies.org. You can also opt out of being tracked by Google Analytics across all websites by using the Google Analytics’ opt-outs for the web tool.

We ensure that there are appropriate technical controls in place to protect your personal details; for example, our online forms are always encrypted, and our network is protected and routinely monitored.

 

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

 

We do not use external companies to collect or process personal data on our behalf.

 

Some of our suppliers run their operations outside the European Economic Area (EEA).  Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

 

We may need to disclose your details, if required, to the police, regulatory bodies or legal advisors.

 

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database. We really appreciate it if you let us know if your information details change.

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please write to us. We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. If you spot any mistakes, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to Dementia Adventure, Unit 11 Old Park Farm, Main Road, Ford End, Essex CM3 1LN.

We do not accept these requests by email, but if you have any questions please send these to Simon Thorp (Data Controller at Dementia Adventure) simon@dementiaadventure.co.uk. For further information see the Information Commissioner’s guidance here.

If you want to make a complaint about the way we have handled your information, please contact Simon Thorp, Data Controller, Dementia Adventure, Unit 11 Old Park Farm, Main Road, Ford End, Essex CM3 1LN or email simon@dementiaadventure.co.uk.

If you are not happy with our response, you can report a concern to the Information Commissioner’s Office (ICO).

We keep our privacy notice under regular review and may update it from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear on the Dementia Adventure Website or by contacting you directly. This privacy notice was last updated in December 2017.

If you would like this notice explained to you over the phone, or in audio or video formats, or any other information then please contact us. Please do consider providing us with your telephone number so we can process your request as quickly as possible.

For further information on how your information is used, how we maintain the security of information and your rights to access this information please contact us.
Here are the ways you can contact us:

By phone: 01245 237 548
By email: info@dementiaadventure.co.uk
By post: Unit 11, Old Park farm, Main Road, Ford End, Essex CM3 1LN

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