General Privacy Notice


Your personal data – what is it?

‘Personal data’ is any information about a living individual which allows them to be identified from that data – for example, a name, email address, postal address, photograph or video. Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed in the United Kingdom by the General Data Protection Regulation of 2018 (GDPR) and the Data Protection Act 2018.


Who are we? 

This Privacy Notice is provided to you by the Trustees of APCA UK who are the data controllers for your data.


APCA UK exists to support the work of the African Palliative Care Association (APCA). Thus we may need to share personal data we hold about you with that organisation so that it can provide updates about its work etc. This Privacy Notice is provided by the APCA UK Trustees on their own behalf and on behalf of the data controller for APCA. In the rest of this Privacy Notice, we use the word ‘we’ to refer to each data controller, as appropriate.


What data do the data controllers listed above process?  

Data controllers will process some or all of the following where necessary to perform their tasks: 

  • names, titles and photographs;

  • contact details such as telephone numbers, postal addresses and email addresses;

  • where they are relevant to the charity, or where you provide them to us, demographic information such as gender, age, date of birth, marital status or nationality;

  • where you make donations, financial identifiers such as bank account numbers, payment card numbers or payment/transaction identifiers.


How do we process your personal data?

The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.


We might use your personal data for some or all of the following purposes:

  • to enable us to meet all legal and statutory obligations;

  • to carry out voluntary or charitable activities for the benefit of the public in a particular geographical area, as provided for in the constitution and statutory framework of each data controller;

  • to fundraise, recruit volunteers and promote the interests of the charity;

  • to maintain our own accounts and records;

  • to process a donation that you have made (including Gift Aid information);

  • to seek your views or comments;

  • to notify you of changes to our activities, events and role holders;

  • to send you communications that you have requested and that may be of interest to you;

  • to process an application for a role relating to the charity.


What is the legal basis for processing your personal data?

Most of our data is processed because it is necessary for our legitimate interests or the legitimate interests of a third party (eg, APCA). Examples of this would be our fundraising work or the processing of APCA membership fees. We will always take into account your interests, rights and freedoms.


Some of our processing is necessary for compliance with a legal obligation – for instance, the provision annually of a set of accounts. We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract – for instance, if you run the London Marathon in order to fundraise for us. 


Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.


Sharing your personal data 

Your personal data will be treated as strictly confidential.  It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent.  It is likely that we will need to share your data with some or all of the following (but only where necessary):

  • the African Palliative Care Association;

  • our agents, servants and contractors – for example, we may ask a commercial provider to send out a newsletter or maintain our website;

  • other charities with which we are carrying out joint events or activities.


How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time – for example, it is current best practice to keep financial records for a minimum period of seven years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.


Your rights and your personal data  

You have the rights set out below with respect to your personal data. When exercising any of these rights, in order to process your request we might need to verify your identity for your (and our) security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.


Your rights are as follows:

1. The right to access information we hold on you

  • At any point you can contact us to request details of the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request, we will respond within one month.
  • There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.

2. The right to correct and update the information we hold on you

  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

3. The right to have your information erased

  • If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.
  • When we receive your request, we will confirm to you whether the data has been deleted or the reason why it cannot be deleted (for example, because we need it for our legitimate interests or regulatory purpose(s)).

4. The right to request us to stop processing your data

  • You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know whether we are able to comply or whether we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

5. The right to data portability

  • You have the right to request that we transfer some of your data to another data controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

6. The right to withdraw at any time your consent for any processing of data for which your consent was sought.

  • You can withdraw your consent easily by telephone, email or post (see the ‘Contact details’ subsection below).

7. The right to lodge a complaint with the Information Commissioner’s Office.


Transfer of data abroad

Any electronic personal data transferred to countries or territories outside the European Union will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example, in a newsletter) might be accessed from overseas.


New purposes

If we wish to use your personal data for a new purpose not covered by this Privacy Notice, we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.


Contact details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:


The Data Controller, APCA UK, +44 7989 462990