Privacy Policy

Cancer Support Yorkshire (CSY) is committed to protecting your personal data and respecting your privacy. This notice explains how we collect, use, store and protect personal information relating to staff, clients and volunteers.

1. Who We Are

Cancer Support Yorkshire Registered Charity are the Data Controller responsible for how your information is used.

2. What Personal Data We Collect

Depending on your relationship with us, we may collect:

Clients

• Contact details
• Health and wellbeing information
• Support session notes (AdvicePro)
• Demographic information
• Emergency contact details

Staff & Volunteers

• Recruitment information
• Employment/volunteer records
• Payroll and tax details (staff)
• Training and performance records
• Sickness and absence information
• Emergency contacts

3. Why We Collect Your Data

We use your data to:

• Provide cancer support services
• Manage appointments and referrals
• Ensure your safety and wellbeing
• Meet legal and regulatory obligations
• Manage employment or volunteering relationships
• Process payroll, expenses and HR functions
• Report to funders (anonymised where possible)

We only collect what is necessary.

4. Lawful Bases for Processing

We process data under:

• Consent
• Contract
• Legal obligation
• Vital interests
• Public task
• Legitimate interests

Special category data (e.g., health information) is processed only where necessary and with additional safeguards.

5. How We Store Your Data

Your data is stored securely using:

• AdvicePro
• Xero and DEXT
• Microsoft 365
• Locked filing systems

We restrict access to authorised staff only.

6. Sharing Your Data

We may share data with:

• HMRC, payroll providers, insurers
• Funders (anonymised where possible)
• Health or safeguarding professionals (where necessary)
• IT service providers

We never sell your data.

7. How Long We Keep Your Data

We follow CSY’s Document Retention Schedule, keeping data only as long as necessary for legal, operational or safeguarding reasons.

8. Your Rights

You have the right to:

• Access your data
• Correct inaccurate information
• Request deletion (where appropriate)
• Restrict or object to processing
• Withdraw consent
• Make a complaint to the ICO

Requests should be made in writing to the CEO.

9. Data Breaches

If your data is involved in a breach that poses a high risk to your rights, we will notify you without delay.

10. Contact Us

For questions or data requests:

Chief Executive Officer, Cancer Support Yorkshire, Unit 90, Carlisle Business Centre, 60 Carlisle Road, Manningham, Bradford BD8 8BD or email kerry.jk@csyorkshire.org.uk