Disclaimer

Mots Privacy Policy in compliance with the GDPR: May 25th 2018

Below is some of the change we have made to our Privacy Policy which you can find on our website: www.mots2012.org.uk

• Change of policy name to M.O.T.S Privacy Policy

• We have added information that is required by the General Data Protection Regulation (GDPR). This includes more detail on what we do with your personal data and how long we will keep your personal data.

• We may need to update our M.O.T.S Privacy Policy in the future to make sure we are compliant with any changes there may be with the Data Protection Legislation that the governing bodies may bring.

• We do not transfer information outside the European Economic Area (EEA)?

How do we use your personal data?

MOTS now has a new Privacy Policy, which replaces the Data Protection Policy we had in place. This policy explains how we use your personal data and the reasons we have to store your information. MOTS is the data controller in relation to the processing activities described below. This means that MOTS decides why and how your personal information is processed.

As we are a charity we sometimes need to collect and process personal data in order to provide services to our members such as grants. This will help us to manage our database effectively and maintain meeting the legal requirements from the Charity Commission.

At Mots we value diversity and recognise that different people bring different perspectives, ideas, knowledge and culture and that this difference brings great strength. We treat each other with courtesy and respect, challenge inequalities, and anticipate and respond positively to different needs and circumstances. We respect the rights of individuals to hold different beliefs and views and to express them through appropriate contribution to discussion and academic debate. We respect confidentiality and only use information we have been given for the legitimate purposes for which it is provided.

At MOTS, we are committed to the data protection principles of good practice for handling information which has been put in place. All of your personal information will be kept on a electronic database which will be on a computer that is protected. Any manual files we have will be stored in a safe and secure place in a locked file cabinet. MOTS will only share your information within the charity structure on a need-to-know basis so we can continue to provide support and other services to you. We use your data to provide a membership and support to you. We may need contact you so can keep in touch and see if there is any support we can provide or for your input on ideas we have that could improve the charity. We also send out a quarterly newsletter and monthly email just to keep you informed of the progress of the charity, but if you do not want to receive any of these items, you can opt out by contacting us and we can implement this for you.

When we receive your application form, we create a membership for you and store your information on our database. We may need to add information to your file during your time as a member with us, this may range from any contact we have from yourself or if we have provided any support or services to you. We use your personal information to provide our newsletters and monthly “keep in touch” emails/texts. We might receive further information from you regarding your health, for example: a medical condition or illness, information about your religion, or information pertinent to an enquiry or complaint. We only use this information for the purpose for which it was provided.

We may need to contact you for administration or support purposes and to send you our quarterly newsletter and monthly emails. On occasion we may get in touch with yourself to invite you to take part and give your opinion on any changes we may want to implement to improve the charity or to improve our support system. If you do not wish to receive these communications, you can contact us and opt out of all or any of these you do not want to receive. We will not send you any marketing emails. When it comes to handling your personal data, we are committed to providing the upmost principles of good practice relating to data protection. All your personal information is held safely and securely.

What information do we collect about you and how do we collect it?

We only collect information that you give to us when you request to become a member of the MOTS support group. When we receive your application form, we create a file for yourself on our database which we record your personal data, contact information and any financial support we have given to you. We will to continue to add information that you give us or any further support you receive from us during your membership. We collect your personal data in order to give to you our support, to help us manage the charity administration effectively, and to meet any legal requirements they are needed.

We hold general information about you, such as your name, address, your date of birth, your contact information, the hospital you attend, your transplant details including the date you received this and what type of transplant you have had or are expecting. You can give us further information if you believe it is for our best interest to know and we will record this on your electronic and paper file. For example: any other illnesses you have or other operations you may be having.

We do record on your personal file any financial support we give to you. As part of our constitution, which has been put in place by the Charity Commission, we provide Grants and Accommodation Payments to our members if they request our support. If this is something you do request from us, we have forms which do have to be completed by the member or a trustee of the charity: A Trustee can only complete the forms with the permission of the member and only if there is no other way the form can be completed by the member.

If you participate in any sponsored event we will keep a record of this and keep any paper sponsor forms you send, and we will record any electronic donations that have been made. For example: via PayPal or Just Giving.

We also provide Hug in a Box gifts to our members that are going through a tough time. If a member receives this gift, we do record on file how much was spent and how much postage was. We also provide Summer Packs to our members if they request one. We will store the completed form in your personal file and log this information on our database.

We may also use some of your testimonials you have given to use on our website or our Facebook support group page. We will only do this with your permission.

Who do we share your information with?

We may need to share data with some organisations for specific purposes. For example, We may need to share data with other organisations where we have a legal or regulatory obligation to do this, such as government departments. For example: we may need to liaise with the hospital you attend if we need to provide a grant or accommodation payment for yourself or family. We will not discuss any of your health issues, it will purely be relating to financial/emotional support or new membership.

We may need to share data with organisations that provide funding, for example: Our MOTS Charity Bank Account

We may disclose your information to our third-party service providers and agents for the purposes of providing services to us, or directly to you on our behalf. When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service. Any information we give to them, we will provide a form which will need them to complete and sign and confirm that they will keep any information private and confidential. We will remain compliant with the GDPR.

If MOTS cease to continue as a charity, any information or data we have with yourself will be destroyed and not forwarded on to any other company or charity.

How long do we keep your personal information for?

When we collect your personal information, the length of time we keep it for is determined by our purpose for using the information and our legal obligations. We need to keep your information for the length of your membership in order to keep an ongoing relationship with you. After three years, we may destroy some documentation that is no longer required and is not required for any charity purposes.

Your Rights

When it come to your personal information that we hold for you, you have to right to request from us any data you require. This is known as a Subject Access Request. In order to request this, you can contact us by email, phone, text or letter. You have the right to:

• access the personal information that we hold about you

• correct inaccuracies in the personal information that we hold about you

• request that we stop sending you direct marketing communications. In certain circumstances, you have the right to

• have your details removed from systems that we use to process your personal data

• restrict the processing of your personal data in certain ways

• obtain a copy of your personal data in a structured electronic data file

• object to certain processing of your personal data by us.

If you are concerned about the way we have processed your personal information, you can complain to the Information Commissioner’s Office (ICO). Please visit the ICO’s website for further details: www.ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/

Please direct any queries about this policy or about the way we process your personal information to our Data Protection Officer using the contact details below. Email: mots2012@hotmail.co.uk Tel: 07599299861 Address: Multi Organ Transplant Support: MOTS PO Box 896 Newport NP20 9NG

Information we process in our interests in the future.

• To stay in touch with you

• To verify the accuracy of data that we hold about you and create a better understanding of you as a member of MOTS.

• To prevent fraud and other criminal activities, for example fraud in relation to public funding

• To audit our activities in order to ensure regulatory compliance

• To monitor use of IT services and ensure network and information security

• To test and maintain our systems and to ensure robust performance

Where we have a legal obligation to share data • These are legal obligations when we may have to share your information with others, find these listed below:

If you complain about us and escalate your request to the Office of the Independent Adjudicator (OIA), we will share details of your complaint with them.

• We will share information with the emergency services where there is an emergency situation, such as illness or serious injury.

• We will share information with the police and other agencies where necessary for the prevention and detection of crime, including under our “Prevent” (Counter-Terrorism) duty.

• When we use third party service providers, we only disclose to them any personal information that is necessary for them to provide their service. We have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions.

Our Policies

We at MOTS will only provide valid and suitable information which we believe may be useful to our members. Even though we make every effort to ensure that the information placed on our website is true and accurate, we understand that there may be some minor errors or changes to this information, and we will endeavour to rectify this if any are found.

We at MOTS do not encourage or discourage individuals with the medical aspects and treatments of their life and will always recommend the individual listens to the healthcare professional who is responsible for providng their medical care. The stories and comments of individuals that appear on the website are the person's own experience and as such are unique to the person involved.

We will not be held accountable for other people's views/comments or inappropriate content which may be viewed and added to the website due to the comments link that is available, but we will aim to prevent this and will remove/edit anything that may be seen as this. If you do see anything that may need updating or removing from our website, please contact us on our email: mots2012@hotmail.co.uk, or via our Contact Us webpage and we will respond to you within 48 hours.

Our Terms and Conditions.

We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information. . For the purposes of our terms and conditions, 'us' 'we' and 'our' refer to Multi Organ Transplant Support and your use of this website constitutes your acceptance of these terms and conditions. These terms and conditions govern your use of our website; by using our website, you accept these terms and conditions in full. If you disagree with these terms and conditions or any part of these terms and conditions, you must not use our website.

Licence to use website

Unless otherwise stated, we own the intellectual property rights in the website and material on the website. You may view, download for caching purposes only, and print pages or documents from the website for your own personal use, subject to the restrictions set out below and elsewhere in these terms and conditions. You must not republish material from this website; reproduce, duplicate, copy or otherwise exploit material on our website for a commercial purpose or edit or otherwise modify any material on the website

Acceptable use

You must not use our website in any way that causes, or may cause, damage to the website or impairment of the availability or accessibility of the website; or in any way which is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity. You must not use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, or other malicious computer software. You must not conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent. You must not use our website to transmit or send unsolicited commercial communications. Access to certain areas of our website is restricted. We reserve the right to restrict access to areas of our website, or indeed our whole website, at our discretion. If we provide you with a user ID and password to enable you to access restricted areas of our website or other content or services, you must ensure that that user ID and password is kept confidential. We may disable your user ID and password in our sole discretion without notice or explanation.

User generated content

In these terms and conditions, “your user content” means material (including without limitation text, images, audio material, video material and audio-visual material) that you submit to our website, for whatever purpose. You grant to us a worldwide, irrevocable, non-exclusive, royalty-free licence to use, reproduce, adapt, publish, translate and distribute your user content in any existing or future media. You also grant to us the right to sub-license these rights, and the right to bring an action for infringement of these rights. Your user content must not be illegal or unlawful, must not infringe any third party’s legal rights, and must not be capable of giving rise to legal action whether against you or us or a third party (in each case under any applicable law). You must not submit any user content to the website that is or has ever been the subject of any threatened or actual legal proceedings or other similar complaint. We reserve the right to edit or remove any material submitted to our website, or stored on our servers, or hosted or published upon our website. Notwithstanding our rights under these terms and conditions in relation to user content, we do not undertake to monitor the submission of such content to, or the publication of such content on, our website. Whilst we endeavour to ensure that the information on this website is correct, we do not warrant its completeness or accuracy; nor do we commit to ensuring that the website remains available or that the material on the website is kept up-to-date. To the maximum extent permitted by applicable law we exclude all representations, warranties and conditions relating to this website and the use of this website.

Limitations of liability

Nothing in these terms and conditions will exclude or limit our liability for fraud, for death or personal injury caused by our negligence, or for any other liability which cannot be excluded or limited under applicable law. Subject to this, our liability to you in relation to the use of our website or under or in connection with these terms and conditions, whether in contract, tort (including negligence) or otherwise, will be limited as follows: to the extent that the website and the information and services on the website are provided free-of-charge, we will not be liable for any loss or damage of any nature; we will not be liable for any consequential, indirect or special loss or damage; we will not be liable for any loss of profit, income, revenue, anticipated savings, contracts, business, goodwill, reputation, data, or information; we will not be liable for any loss or damage arising out of any event or events beyond our reasonable control; our maximum liability in relation to any event or series of related events will be limited to £1.00 (one). You hereby indemnify us and undertake to keep us indemnified against any losses, damages, costs, liabilities and expenses (including without limitation legal expenses and any amounts paid by us to a third party in settlement of a claim or dispute on the advice of our legal advisers) incurred or suffered by us arising out of any breach by you of any provision of these terms and conditions, or arising out of any claim that you have breached any provision of these terms and conditions.

Breaches of these T&C’s

Without prejudice to our other rights under these terms and conditions, if you breach these terms and conditions in any way, we may take such action as we deem appropriate to deal with the breach, including suspending your access to the website, prohibiting you from accessing the website, blocking computers using your IP address from accessing the website, contacting your internet service provider to request that they block your access to the website and/or bringing court proceedings against you. We may revise these terms and conditions from time-to-time. Revised terms and conditions will apply to the use of our website from the date of the publication of the revised terms and conditions on our website. Please check this page regularly to ensure you are familiar with the current version.

Severability

If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect. If any unlawful and/or unenforceable provision would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect. These terms and conditions will be governed by and construed in accordance with English law, and any disputes relating to these terms and conditions will be subject to the exclusive jurisdiction of the courts of England and Wales. These terms and conditions, together with our privacy policy, constitute the entire agreement between you and us in relation to your use of our website, and supersede all previous agreements in respect of your use of this website.

Our details

Our charity’s full details are Multi Organ Transplant Support: M.O.T.S. Our registered address for all mail to be sent to is: Multi Organ Transplant Support: M.O.T.S PO Box 896 Newport NP20 9NG Our contact details are mots2012@hotmail.co.uk and our telephone number is 07599299861.

Our Privacy Policy

What information do we collect?

We may collect, store and use the following kinds of personal data: Information about your computer and about your visits to and use of this website including your IP address, geographical location, browser type, referral source, length of visit and number of page views. Information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services including Name, address and phone numbers and business details. Information that you provide to us for the purpose of registering with us. Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters (including name and email address).

Cookies

A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser. We may use both “session” cookies and “persistent” cookies on the website.

Using your personal data

Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website. We may use your personal information to: administer the website; improve your browsing experience by personalising the website; enable your use of the services available on the website; send to you goods purchased via the website, and supply to you services purchased via the website; send statements and invoices to you, and collect payments from you; send you general (non-marketing) commercial communications; send you email notifications which you have specifically requested; send to you our newsletter and other marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology. You can inform us at any time if you no longer require marketing communications; provide third parties with statistical information about our users – but this information will not be used to identify any individual user; deal with enquiries and complaints made by or about you relating to the website; Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us. We will not without your expressed consent provide your personal information to any third parties for the purpose of direct marketing.

Disclosures

We may disclose information about you to any of our trustees or committee members as reasonably necessary for the purposes as set out in this privacy policy. In addition, we may disclose information about you: to the extent that we are required to do so by law; in connection with any legal proceedings or prospective legal proceedings; in order to establish, exercise or defend our legal rights including providing information to others; and to the purchaser or prospective purchaser of any business or asset which we are or are contemplating selling. Except as provided in this privacy policy, we will not provide your information to third parties.

International data transfers

Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this privacy policy. Information which you provide may be transferred to countries (including the United States),which do not have data protection laws equivalent to those in force in the European Economic Areas (EEA).In addition, personal information that you submit for publication on the website will be published on the internet and may be available, via the internet, around the world. You expressly agree to such transfers of personal information.

Security of your personal data

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure password and firewall protected servers. All electronic transactions you make to or receive from us will be encrypted using SSL technology. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

Your rights

You may instruct us to provide you with any personal information we hold about you. You may instruct us not to process your personal data for marketing purposes by email at any time. In practice, you will usually either expressly agree in advance to our use of your personal data for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal data for marketing purposes.

Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

Marketing

Please let us know if the personal information which we hold about you needs to be corrected or updated. With your permission we may use your personal details to give you information about products and services available from ourselves and other members of our group company, which may be of interest to you. If personal information is passed on, it is only such information as would allow them to contact you, by telephone, email, post, mobile messaging and other means. We will not share your information with third parties accept where outlined in this Privacy Policy. If we intend to use your data for any marketing purposes outside of this policy, we will inform you. We are not responsible for the privacy policies or practices of third party organisations.

SMS donations

Multi Organ Transplant Support will receive 100% of your donation and Multi Organ Transplant Support will not receive any payment from networks for standard rate texts. Multi Organ Transplant Support won’t appear as the message sender on your phone bill. The number you texted will appear instead. Data obtained from you in connection with this SMS service may include your mobile number, your carrier's name, and the date, time and content of your messages and other information that you may provide.

Use

This website is intended to provide information about Multi Organ Transplant Support’s activities and issues relevant to its objectives. You must not use our website fraudulently or for any unlawful purpose, for the purpose of harming or attempting to harm minors in any way or to transmit or procure the sending of spam. We reserve the right to change, replace or amend any part of the website at any time without notice. This website www.mots2012.org.uk is owned and managed by Multi Organ Transplant Support. We are registered in England and Wales. Our UK registered charity number is 1156562

Contact Us

If you have any questions about this privacy policy or our treatment of your personal data, please contact us at mots2012@hotmail.co.uk.