Privacy Policy
Last Updated On: 11-Jun-2026
The Solan Connor Fawcett Family Cancer Trust ("we", "us", "our", or "the Trust") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal and sensitive data.
Our Contact Details
- Name: Solan Connor Fawcett Family Cancer Trust
- Address: 26-28 High Street, Spennymoor, County Durham, DL16 6DB
- Phone Number: 01388 205294
- E-mail: admin@teamsolan.org.uk
- Registered Charity Number: 1174716
1. The Type of Personal Information We Collect
We currently collect and process the following information:
- Personal identifiers and contacts: Name, address, date of birth, contact details, and next of kin information.
- Sensitive & Special Category Data: Medical information, including doctor’s letters, diagnoses, and treatment details.
- Financial Information: Bank details (for processing payments, salaries, or donations).
- Employment & Verification Data: Previous employer details, references, driving licence, passport copies, and utility bills.
Note: This list is not exhaustive and is subject to change as required to fulfill our support services.
2. How We Get the Personal Information and Why We Have It
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You are an employee, volunteer, or Trustee of the Trust.
- You are a client ("Warrior") or a family member of a Warrior being supported by the Trust.
- You are a supplier, independent contractor, or professional therapist/counsellor.
- You are a fundraiser, donor, or corporate partner.
- You are an active member interacting with our official Social Media accounts.
We also receive personal information indirectly, from the following sources in the following scenarios:
- You are referred to the Trust by a third party (such as a medical professional, social worker, or family member).
- Employment or volunteer references received from previous employers.
How We Use Your Information
We use the information that you have given us in order to:
- Tailor individual services, grants, and personal support to meet your specific needs.
- Design, assess, and improve our charitable services and support programs.
- Process payroll, expenses, and manage staff/volunteer operations.
- Check legal eligibility to work or volunteer (safeguarding checks).
Data Sharing
We may safely share this information with organisations we work closely with in delivering services and support, including the NHS, Macmillan, Join the Dots, mobility equipment suppliers, specialized therapists, and professional counsellors. We never sell your data or share it with external third parties for marketing purposes.
3. Lawful Basis for Processing
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the lawful bases we rely on for processing this information are:
- (a) Your consent: You are able to remove your consent at any time. You can do this by contacting us on 01388 205294 or emailing admin@teamsolan.org.uk.
- (b) We have a contractual obligation: To fulfill employment contracts, volunteer agreements, or supplier terms.
- (c) We have a legal obligation: For tax tracking, financial accounting, and safeguarding compliance.
- (d) We have a vital interest: To protect someone’s life or health in an emergency.
- (e) We have a legitimate interest: To manage and safely administer our charity, process donations, and organize fundraising events.
Where we process special category data (such as medical information), we do so under strict confidentiality conditions and primarily based on your explicit consent or our legitimate activities as a non-profit body providing health and social care support.
4. How We Store and Retain Your Personal Information
Your information is securely stored to prevent unauthorized access or loss:
- Physical Records: Secured in locked filing cabinets inside our head office at 26-28 High Street, Spennymoor.
- Electronic Records: Stored securely on our encrypted shared drive, with access permission restricted strictly to authorized personnel only.
Data Retention
We keep your personal information only for as long as necessary to fulfill the support services, manage your relationship with the charity, or comply with legal obligations. Financial, tax, and employment records are held for 6 years in line with HMRC rules. When personal data is no longer required, it is securely shredded or permanently deleted from our digital drives.
5. Your Data Protection Rights
Under UK data protection law, you have rights including:
- Your right of access: You have the right to ask us for copies of your personal information.
- Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate or complete information you think is incomplete.
- Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing: You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one calendar month to respond to you. Please contact us at admin@teamsolan.org.uk if you wish to make a request.
6. Data Protection Complaints Procedure
The Solan Connor Fawcett Family Cancer Trust is committed to handling data protection concerns fairly, transparently, and promptly. In accordance with the Data (Use and Access) Act 2025, you have an explicit statutory right to lodge a formal complaint directly with us if you are unhappy with how we have collected, handled, or stored your personal information.
Under UK law, you are required to submit your complaint directly to us in the first instance to allow us to investigate the matter internally.
How to Complain to Us
To submit a formal data complaint, please write to us via email or postal mail:
- Email: admin@teamsolan.org.uk (Subject: Formal Data Complaint)
- Postal Address: Solan Connor Fawcett Family Cancer Trust, 26-28 High Street, Spennymoor, Co. Durham, DL16 6DB
Please include your name, contact details, a description of your concern, and your preferred resolution.
Our Obligations & Timeline
- Acknowledgment: We will formally acknowledge receipt of your complaint within 30 days of receiving it.
- Review: We will thoroughly and fairly investigate the matter without undue delay, keeping you informed if any additional review time is needed.
Escalation to the ICO
If you remain completely dissatisfied following our final response and internal review path, you have the right to escalate your complaint to the Information Commissioner’s Office (the UK supervisory authority for data protection).
- ICO Website: https://www.ico.org.uk
- Helpline Number: 0303 123 1113
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
