SameYou is a charity which aims to help young adults recover from brain injury and stroke trauma by improving access to quality rehabilitation and recovery care. We couldn’t do any of our work without supporters like you. Whether it’s making financial donations or helping us break the silence on brain injury – your support makes all the difference. The personal information you provide helps us by, for example, allowing us to carry out our grant making work and keeping people updated about the progress we are making.
Please read this Policy carefully. We know it’s long, but it contains important information about how and why we use your personal information and your personal rights to privacy. We aim to be clear when we collect your personal information and not do anything with your personal information that you wouldn’t reasonably expect.
The provision of your personal information to us is voluntary. However, without providing us with your personal information, your use of our services or your interaction with us may be limited. For example, you may be unable to receive updates about the progress we are making, tell us your story or enter our prize draw for unforgettable experiences
SameYou is a charity (with registration number 1170102) and company (with registration number 10134313) registered in England and Wales (10 Queen Street Place, London EC4R 1BE). which aims to help young adults recover from brain injury and stroke trauma. We want to help improve access to quality rehabilitation and recovery care after individuals leave hospital, for example by improving specialist nurse training; funding clinical research; and developing evidence for policy change. While we are headquartered in the UK (in London), and our website is operated from there, we are also a registered charity in the US (with registration number EIN – 81 -393 – 1169). We aim to achieve our goals on a global scale.
We may therefore collect and use personal information of individuals in different jurisdictions, for example member states of the EU or the US. Please note that there are certain aspects of this Policy that only apply when we are required to comply with some jurisdiction-specific laws, for example the EU General Data Protection Regulation 2016/679 (“GDPR”). In general, if you are interacting with us from the EU, the GDPR is likely to apply.
We collect your personal information in the following ways:
You may give us your personal information in order to tell us your story about your experience of brain injury or stoke trauma, make a donation or communicate with us.
We work with a number of different partners to help achieve our goals (please see Will we share your personal information? below). Your information may be shared with us by an organisation working with or for us, for example third party fundraising organisations, like JustGiving https://www.justgiving.com/sameyou or independent event organisers. Your personal information may also be shared with us by sub-contractors in technical, payment and delivery services.
To the extent we have not done so already, we will notify you when we receive your personal information from them and tell you how and why we intend to use that personal information.
Your personal information may be available to us from publicly available external sources, for example:
Information which is publicly available
This may include information found in places such as Companies House in the UK and information that has been published in articles/newspapers.
We also collect certain types of your personal information every time you interact with us online. While the information obtained may not be personal information under the laws of the country you are based in, we recognise that there are certain laws (for example the GDPR) which consider these types of information to be personal information.
These types of information include:
(a). technical information, including the internet protocol (IP) address used to connect your device to the internet, browser type and version, time zone setting, browser plug-in types and versions and operating systems and platforms; and
(b). information about your visit to our website, including the uniform resource locator (URL) clickstream to, through and from the website (including date and time), services you viewed or searched for, page response times, download errors, length of visits to certain pages, referral sources, page interaction information (such as scrolling and clicks) and methods used to browse away from the page.
Cookies mean that a website will remember you, and can obtain an overall view of visitor habits and volumes to our website. They can make interacting with a website faster and easier, for example filling in your name and address in text fields.
We may combine your personal information from the different sources set out in this section to achieve the purposes set out in this Policy.
We may collect, store and otherwise use the following kinds of information (which may be considered personal information according to the laws of the country where you are located when you interact with us):
Your personal information, however provided to us, will be used for the purposes set out in this Policy. In particular, we may use your personal information:
Under certain laws, for example the GDPR, we are required to rely on one or more lawful grounds to collect and use your personal information.
Where this requirement applies to us, we consider the grounds listed below to be relevant:
(a).Where you have provided your consent for us to use your personal information in a certain way (for example, we may ask for your consent to use your personal information to send your our newsletter or to ask for a donation).
(b).Where necessary so that we can comply with a legal obligation to which we are subject (for example, where we are obliged to share your personal information with regulatory bodies which govern our work and services).
(c).Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (for example to ensure that you can enjoy your prize if you win one of our prize draws).
(d).Where it is in your/someone else’s vital interests (for example, in case of medical emergency suffered by an attendee at one of our events).
(e).Where there is a legitimate interest in us doing so.
In certain instances, we may collect and use personal information where this is reasonably necessary to achieve our own (or a third party’s) legitimate interests (so long as that processing is fair, balanced and does not unduly impact your rights).
In broad terms, our “legitimate interests” means the interests of running SameYou as a charity which aims to raise awareness about and improve the standards and conditions of rehabilitative care after brain injury and stroke trauma. Specific examples include:
In all cases, we balance our legitimate interests against your rights to privacy and any potential impact on you (both positive and negative), and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or go against your previously expressed preferences. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
Do we process special categories of your personal information?
Certain law in some jurisdictions (such as the GDPR in EU Member States) recognises certain categories of personal information as sensitive and therefore requiring more protection, for example information about your health, ethnicity and political opinions. Under the GDPR, this is known as “special category” personal information.
In certain situations, SameYou may collect and/or use these types of personal information. For example, you may choose to share information about your health with us when you tell us your story of your experience with brain injury or stroke trauma, or we may need to know information about your health or religious beliefs to ensure that your access or dietary requirements can be facilitated at one of our events. We will only use these types of personal information if there is a valid reason for doing so and where applicable law allows us to do so. In most instances, we will obtain your explicit consent to use information about your health.
We may also analyse your personal information to create a record of your interests and preferences. This allows us to gain a better understanding of our supporters to improve our fundraising methods, products and services; for example by ensuring that our communications are timely and relevant, so you’re only receiving the information you want.
This activity also assists us in understanding the background of the people who support us and helps us to make appropriate requests to supporters who may have the means and the desire to donate, or donate more than they already do, enabling us to raise funds and help beneficiaries sooner and more cost-effectively.
If you would prefer us not to use your personal information for supporter research in this way, you can opt out by contacting us at firstname.lastname@example.org.
We may contact you so we can update you on news and information about campaigns to get involved with, ways to financially support our work, stories from patients, and other news or information about our work, events, services or activities we think you’d be interested in.
Where we do this via email, SMS or telephone, we will not do so without your prior consent (unless allowed to do so by applicable law).
Where you have provided us with your consent previously but no longer wish to be contacted by us about our work, events, services, activities or products in the future, you can update your preferences or unsubscribe from these communications at any time by clicking the link provided in every message we send you or by contacting us (see the How to contact us section below). We will not use your personal information for promotional or fundraising purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.
We will never pass on your information to other companies or charities for their own promotional or fundraising purposes. We may use third party data tracing services and publicly available sources in order to make sure your information is up to date so we can keep in touch (only where you have provided your consent, if necessary).
When you use our secure online donation function you will be directed to a specialist payment services provider who will receive your financial information to process the transaction. We will provide your personal information to the payment services provider only to the extent necessary for the purpose of processing your donation.
When we use children’s personal information, where required we will not do so without their consent or, where required, the consent of a parent / guardian. We will always have in place appropriate safeguards to ensure that children’s personal information is handled with due care.
In some countries, there are limits on how long we may retain your personal information. Where these limits apply, in general, unless still required in connection with the purpose(s) for which it was collected and/or used, we remove your personal information from our records 6 years after the date it was collected. However, if before that date (i) your personal information is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure (please see section 15 below), we will remove it from our records at the relevant time.
We will take reasonable steps to securely delete, destroy or de-identify personal information we hold if it’s no longer needed in connection with the purpose(s) for which it was collected and/or processed or if we are no longer lawfully entitled to use it.
However, if you do choose to share your information with us publicly (for example, photos or footage on social media), then it’s possible that other people may have copied this information during the time that it was live, and therefore use of it is beyond our control.
You can request copies of your personal information that we hold at any time (see Your rights and how to exercise them below).
We want you to know that we will never sell or pass on your personal information to third parties for their own marketing purposes. There may be some third parties that we need to share personal information with in order to achieve our goals as a charity. Those third parties include, but are not limited to:
In addition, we may have to disclose your personal information to third parties:
We are committed to keeping your personal information safe and secure. We have appropriate and proportionate organisational and technical measures in place to do this, for example we invest in the appropriate software to protect your personal information from loss, misuse, unauthorised access, modification or disclosure and have written policies and procedures in place to understand that people handling your personal information on our behalf understand how to do so as securely as possible. Your personal information is only accessible by appropriately trained staff, volunteers and contractors, and stored on secure servers with features enacted to prevent unauthorised access.
Certain countries have rules relating to the transfer of personal information across borders and require us to ensure that personal information remains protected according to appropriate standards (for example, EU Member States under the GDPR).
As an international organisation also registered in the US, and because some of our suppliers run their operations outside the UK, we may occasionally need to transfer your personal information overseas e.g. to the US. In particular, it is possible that personal information we hold may be transferred to and stored in a location outside the UK and the European Economic Area ( “EEA” ).
Please note that some countries outside of the UK and EEA have a lower standard of protection for personal information, which may include lower security requirements and fewer rights for individuals. Where your personal information is transferred, stored and/or otherwise processed outside the UK and EEA in a country that does not offer an equivalent standard of protection to the UK and EEA, we will take all reasonable steps to ensure that there are appropriate safeguards in place to protect your personal information (such as entering into European Commission approved standard contractual clauses) designed to protect your personal information.
Unfortunately, no transmission of your personal information can be guaranteed to be 100% secure. However, once we have received your personal information, we will use strict procedures and security features to try and prevent unauthorised or unintended access.
Certain countries give you certain rights in relation to how your personal information is used. Some of these rights may only be available to you if you are located within the EU when you engage with us.
Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time. This includes the right to ask us to stop using your personal information for marketing or fundraising purposes or to unsubscribe from our email list at any time.
You also have the following rights:
Right to complain: you have the right to raise a concern or complaint with your local data protection authority about the way in which we use your personal information. A list of the data protection authorities in each EU Member State, including their contact details, can be found here: http://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm .
We may ask you for additional information to confirm your identity and for security purposes, before taking action in response to your request. Please note that some of these rights only apply in limited circumstances. If you have any questions, please contact us using the details in the How to contact us section.
This Policy was updated in March 2019. We will keep it under review and make updates from time to time. If we make any significant changes to the Policy, we will make this clear on the SameYou website or, where appropriate, by contacting you directly.
Our Data Protection Officer ( “DPO”) is Nicholas Powe can be contacted directly at email@example.com. Alternately, please use the details in the How to contact us section and mark the email for the attention of, or ask to speak to, the DPO.
If you have any questions or concerns about this Policy or the way in which SameYou uses your personal information, please let us know by contacting us using the following channels:
Post: 10 Queen Street Place, London, EC4R 1BE