Tyler’s Friends exists to help bereaved parents financially, give advice and provide support at the time of need. Our families and supporters are important to us, and we’re committed to keeping your data safe, making it clear what information we collect from you, and how we use it.
This page, together with our cookies policy, sets out how we use and protect your data. Tyler’s Friends is registered with HMRC under number EW87131 (England and Wales).
You can change how we contact you at any time, simply by contacting one of our trustees by email at email@example.com or calling us on 07948469192.
What data we collect and how we use it
The type and quantity of data we collect and use depends on why you have provided it.
- We will only collect, use and otherwise handle your personal data:
- where you have consented to this for specified, explicit and legitimate purposes
- where this is necessary to fulfil legal obligations that apply to us
- where it is necessary for our legitimate interests relating to running our daily operations, as long as, in each case, these interests are in line with applicable law and your legal rights and freedoms.
If you support us, for example by signing up to an event, donating, signing up to Gift Aid, or signing up to a campaign, we will usually collect your name, contact details, and whether you would like to be contacted, and how we would do so. If appropriate, we may also ask to collect your date of birth, financial details, Gift Aid eligibility, reasons for support, information relating to health and disability, and responses to our campaigns.
We collect this data so we can keep you up to date with information and products you have requested, or may be interested in, and to ask for more support, in the way that you have chosen; to run our events; and to fulfil our legal responsibilities for financial and Gift Aid reporting. We will keep your data only for as long as necessary. If you have kindly donated to us, we are required to keep this data for seven years. If you have not donated to us, we will only keep your data for three years.
If you volunteer with us, or enquire about our volunteering opportunities, we will usually collect your name, contact details, emergency contact details, bank details, contact preferences, ethnicity, gender, availability to volunteer, disability (including physical and mental conditions) and criminal convictions.
We collect this data so that we can contact you about volunteering opportunities that come up; so that we ensure the safety of our volunteers, staff and customers; can pay expenses; carry out our awards programme; and to help us anonymously measure our inclusion and accessibility across our volunteering programmes. We will keep this data for two years after you stop volunteering for us.
Gift in Wills
Some of our supporters choose to let us know that they plan to leave a gift in their Will to Tyler’s Friends to help us carry out our important work. We will collect contact details and contact preferences of supporters who ask us for more information about how to leave a gift to Tyler’s Friends in their Will or who tell us that they are thinking about leaving a gift to the charity. We will use this data to keep in touch and send you other information and products that you are interested in. If you change your mind then we will only keep this data for three years.
If you tell us that you do intend to leave us a gift in your Will then we will collect contact details and contact preferences. We will use this data to keep in touch and send you other information and products that you have expressed an interest in. This data will be kept on file long-term, as hopefully it will be many years before your gift is realised.
In order to administer bequests, solicitors, executors will provide us with details of the deceased, the corresponding executors, solicitors and where necessary other beneficiaries. This data will be kept by us and shared with our legacy administrators that we may choose to use for the purposes of administering our legacy income. On occasion we may share this data with other parties such as co-beneficiaries, third party experts and any other person(s) involved with the estate for the purposes of administering legacies only. The data will be kept on file indefinitely.
Some of our supporters kindly tell us stories about their experiences to help us in our campaigns. We will record the details of the story, and contact details to enable us to get updated approval to use the story. We will keep this data for three years after you give it to us, and will always contact you each time we wish to use it.
Our supporters, volunteers and customers kindly let us use photography and images of them to help our campaigns and activity come to life. We keep these images stored in a secure location and will only use them with the subject’s permission. We keep these images for three years after we have been given them, unless you ask otherwise.
Part of the work we do involves carrying out research. If you agree to take part, we will record responses to questions that you give us, and your personal details. This data will be used to fulfil our research objectives, and may be shared for relevant projects. Your data will remain anonymous unless you consent to it being disclosed. The data we collect will be kept for five years.
Tyler’s Friends offers an online community for bereaved parents and friends for advice and information, and to talk to people with similar experiences. This service is anonymous and no personal data is stored.
Posts will be kept indefinitely.
Should you wish to register a complaint we will collect your name, contact details and details about the complaint to enable us to respond, monitor and improve our organisation. This data will be shared with any parts of Tyler’s Friends or any third parties who are involved in resolving the complaint, for example, agencies that we have partnered with.
We will hold this data for six years.
We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or Instagram, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
Should you not wish Tyler’s Friends to contact you in the future, we will hold your contact details on file. This will enable us to ensure that we comply to your wishes.
We will hold this data indefinitely. Should you wish to engage with Tyler’s Friends again then please get in touch with our trustees firstname.lastname@example.org
Although children under 16 can fundraise with the consent and support of a guardian, we do not record their contact information. Instead, their parent or guardian’s details are recorded (with their contact preferences). Individuals over 16 can be recorded but still require a guardian as reference (for school contacts this can be a teacher).
For our services, the service is always provided to the family or parent. Data is supplied to us where we have a legal basis to collect and retain that data as per the contracts, or included in the case notes provided, for example by paediatricians or in independent support where there is a young person involved. This information is not shared with anyone not connected to providing the service.
Sharing your data
Unless we are required to share your data for legal or regulatory reasons, to help with a complaint, or to administer a Gift in Will, we will never share your data with other organisations.
We do use third-party organisations to help us collect donations such as GoldenGiving and to help us fulfil our marketing. Where we use external companies to collect or process data on our behalf, we carry out comprehensive checks on these companies, and put in place contracts to control how they manage the data they may collect or have access to.
Keeping your data safe and up to date
At Tyler’s Friends we ensure that the most appropriate technical controls are in place to keep your data safely. Access to your data is regularly reviewed and only accessible
to the relevant trained staff, volunteers and contractors.
Where we use external companies to collect or process data on our behalf, we carry out comprehensive checks, and put in place contracts to control how they
manage the data they may collect or have access to. Your data will be hosted on servers located in the UK.
We will only collect the data that we need to carry out the purposes you have contacted us for, or given us permission to use it for.
To enable us to carry out the purposes you have contacted us for, there will be occasions when we will make some data collection mandatory i.e. your name and address to claim gift aid, or your email address to access our services. If you don’t provide this data, we cannot carry out the purposes you have contacted us for. We will always tell you why these fields are mandatory.
At any time that you wish you can:
- gain access to your personal information
- object to the processing of your personal information
- object to the use of automated decision-making and profiling
- restrict the processing of your personal information
- ask for a copy of your personal data (known as data portability)
- rectify or correct your personal information
- have your personal information removed (known as Erasure or the ‘right to
Where you have provided consent to be contacted or to receive a service, you will be entitled to withdraw that consent at any time.
Changes to this Policy