Privacy Policy

Your Information & How We Use It

A simple guide to how Cancer Support Yorkshire protects your privacy

1. Who we are

Cancer Support Yorkshire (CSY) provides free advice, emotional support and wellbeing services. To give you the best possible support, we sometimes need to collect and use information about you.

We take your privacy seriously and always keep your information safe.

CSY is the Data Controller, which means we decide how your information is used and protected.

2. What information do we collect?

Depending on the support you receive, we may collect:

• Your name and contact details
• Information about your health or diagnosis
• Notes from your appointments
• Information about your benefits, finances or caring responsibilities
• Details of your family or support network (if relevant)
• Your communication preferences

We only collect what we genuinely need to support you.

3. Why do we collect your information?

We use your information to:

• Provide advice, casework and wellbeing services
• Understand your needs and plan your support
• Keep you safe
• Contact you about appointments
• Improve our services
• Report anonymised statistics to funders (your name is never included)

We never sell your information.

4. Who do we share your information with?

We only share your information when:

• You give us permission
• It is necessary to deliver your support (for example, referring you to another service)
• We must do so by law (for example, safeguarding concerns)

If we need to share information, we will explain why unless we are legally prevented from doing so.

5. How do we keep your information safe?

We use secure systems and strict procedures to protect your information, including:

• Password‑protected and encrypted computer systems
• Secure case management software
• Locked storage for paper files
• Staff and volunteer training
• Regular checks to make sure our systems are safe

Only staff who need to see your information can access it.

6. How long do we keep your information?

We keep your information only as long as necessary. For example:

• Advice casework: usually 6 years
• Counselling notes: in line with professional standards
• Safeguarding information: longer if required by law

When we no longer need your information, we delete or destroy it securely.

7. Your rights

You have the right to:

• See your information - You can ask for a copy of the information we hold about you.

• Ask us to correct anything that’s wrong - If something is inaccurate, we will put it right.
• Ask us to delete your information - In some cases, you can ask us to remove your information. (We may need to keep some information for legal or safeguarding reasons.)
• Ask us to stop using your information - We can store it but not use it unless we have a legal reason.
• Object to how your information is used - For example, if we are using “legitimate interests”.
• Change your mind about consent - If you have given consent (for example, to receive newsletters), you can withdraw it at any time.

We will always explain your rights and help you understand your options.

8. How to make a request

If you want to see your information, correct it, or ask us to delete it, you can contact us:

Email: support@csyorkshire.org.uk

Phone: 01274 776688

Address: Unit 90, Carlisle Business Centre, 60 Carlisle Road, Bradford BD8 8BD

FAO: Data Protection Lead

We will respond within one month.

9. If you have concerns

If you are unhappy with how we use your information, please tell us — we want to help.

You can also contact the Information Commissioner’s Office (ICO): www.ico.org.uk

10. We’re here to support you

Your trust matters to us. We will always treat your information with care, respect and confidentiality.

If you have any questions about how we use your information, please just ask a member of our team.