Dementia Adventure is a charity registered in England and Wales (1163163). Our mission is to enable people living with dementia to get outdoors, connect with nature, themselves and their community, and retain a sense of adventure in their lives.

This privacy notice explains how we use any personal information we collect about you. Dementia Adventure promises to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect. Where we refer in this notice to ‘we, ‘us’ or ‘our’ we are referring to Dementia Adventure. Any personal data processed in line with our Privacy Notice is done in our capacity as either a data controller or joint data controller. When you give your information to other organisations and websites you should check their privacy notices or policies.

This notice now provides more information on:

• How we use your personal information and how long we keep it
• What personal data we collect
• Direct marketing
• Sharing your story
• How we collect information about you
• Cookies
• Social media
• Keeping your information up to date
• Access to your information and correction
• Complaints
• Changes to this notice
• How to contact us

The type and quantity of information we collect and how we use it depends on why you are providing it.

We will mainly use your data to:

• Process your request for information (for example, a holiday booking request, volunteer enquiry, fundraising enquiry)
• Provide you with a service (for example to arrange your holiday, outing or organise your training)
• Administer your donation or support your fundraising, including processing gift aid
• Support you to volunteer with us
• Keep a record of your relationship with us
• Process a payment
• Send you communications about our work and how you can help us, for example, information about our fundraising activities, volunteering and campaigns
• Manage your marketing preferences
• Understand how we can improve our services, products or information.

We use some of the information to evaluate our services and assess trends, such as who is using them and the types of enquiries that are being made. However, all information used in this way will be anonymised.

We may also collect and retain your information if you send feedback about our services or make a complaint.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

We take into account various criteria when determining the appropriate retention period for personal data including:

• the purposes for which we process your personal data
• how long personal data is likely to remain accurate
• for how long the personal data might be relevant to possible future legal claims
• any applicable legal, accounting, reporting or regulatory requirements which specify how long certain records must be kept.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect, store and use the following kinds of personal information:

• your name
• your contact details (including postal address, telephone number, e-mail address and/or social media identity)
• your date of birth
• your gender
• if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability
• information relating to you and your health, dietary requirements and next of kin to keep you safe on a holiday or outing or other event (for example we organise supported short breaks, holidays, outings and training and collect personal data to process your booking request and provide those services)
• if you have left us a legacy, any information regarding next of kin with which you may have provided us to administer this
• information as to whether you are a taxpayer to enable us to claim Gift Aid
• age, nationality and ethnicity information for monitoring purposes;
• photographs and films; and
• any other personal information you provide to us.

If you use your credit or debit card to donate to us or pay for something, we will use a specialist payment processor.

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you.  We may make use of additional information about you when it is available from external sources to help us do this effectively.  We may also use your personal information to detect and reduce fraud and credit risk.

By signing up for a holiday, outing, training course or other event, you have given us permission to process your data for the purposes of providing that service. We will not use the data for any other purpose unless you give us explicit consent to do so.

If we run an event in partnership with another named organisation your details may need to be shared to enable us to provide you with the best experience. We will be very clear what will happen to your data when you register.

Otherwise, we will not disclose any information about you to any company outside Dementia Adventure other than in exceptional circumstances for example where a safeguarding issue is identified, to prevent fraud or if otherwise required to do so by law.

At Dementia Adventure we take your privacy seriously and will only use your personal information to administer your account and to provide the products and services you have requested from us.

However, with your consent, we may contact you to tell you about new supported holidays and outings, training products and services, keep you up to date with our work and to ask for financial and non-financial support.

We will not contact you for marketing purposes by phone, text or email unless you have given prior consent. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing.

If you don’t want to receive marketing communications from us, that’s fine. Just tell us so when you provide your data. If you would like to check or change your communication preferences, please contact us by phone on 01245 237548 or email info@dementiaadventure.co.uk.

We do not sell or share personal details to third parties for the purposes of marketing, unless you have told us you are happy for us to do that.

Some people choose to tell us about their experiences with dementia to help further our work.  This may include them sharing sensitive information related to their health and family life in addition to their biographical and contact information.

If we have the explicit and informed consent of the individuals (or their parent or guardian if they are under 18) this information may be made public by us at events, in promotional materials, on our website or in documents such as our annual report.

We collect information about you in three ways; directly, indirectly and through our website. It is good practice for us to provide you with privacy information through the method you have made contact with us and, so we provide further detail on this below.

You may give us your information to book one of our supported holidays, outings or training sessions, sign up as a volunteer, tell us your story, make a donation or communicate with us.  The information may be provided by you through a form on our website, in an email, telephone call or by sending us something in the post.

Your information may be shared with us by fundraising sites like Just Giving or Virgin Money Giving or by independent event organisers that are organising places at fundraising challenge events (for example, Global Adventure Challenges).  We may collect information from event platforms such as Eventbrite and payment processing providers such as Stripe, Paypal and others.  You should check their privacy policy when you provide your information to understand fully how they will process your data.

Depending on your settings or the privacy policies for other online services like Facebook or Twitter, you might give us permission to access information from those accounts or services.  The information we get from those services depends on your settings, so you should regularly check them.

We may collect information about you from publicly available information such as articles published in newspapers or information at Companies House.

Our website does not store any information that would, on its own, allow us to identify individual users of this service without their permission.  We collect non-personal information such as IP addresses (the location of the computer on the internet), pages accessed, and files downloaded. This helps us to determine how many people use our site, how many people visit on a regular basis, the typical user paths through the site and how popular our pages are. This information doesn’t tell us anything about who you are or where you live. It simply allows us to monitor and improve our service and contribute to our social impact.

However, Dementia Adventure reserves the right to attempt to identify and track any individual who is reasonably suspected of trying to gain unauthorised access to computer systems or resources operating as part of Dementia Adventure web services.

To view our Cookie Policy, click here.

Dementia Adventure uses social media to promote our work. We have accounts on Facebook, Twitter, LinkedIn, and Instagram. We collect donations through Facebook Fundraisers and Facebook Donate. Where members of the public engage with our posts or publish content relevant to our work, we may like the posts, follow them, reply or write to them. We conduct research on what people say on public social media platforms to better understand how people feel about our sector and to improve our work. This research may be done by staff or companies we work with.

Keeping your data secure is really important to us at Dementia Adventure. We will never sell your information to third parties for marketing purposes.

We ensure that there are appropriate technical controls in place to protect your personal details; for example, our online forms are always encrypted, and our network is protected and routinely monitored.

We use a secure, cloud-based Client Relationship Management (CRM) system. All sensitive data is encrypted in this database. Data is held behind a closed network on servers that are not accessible by the public. Users have secure access, requiring two-factor authentication and minimum strength passwords. Automated backups run every day to ensure your data stays safe.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors. We control who has access to your data in our CRM system with roles and permissions for team members.

If you use your credit or debit card to donate to us or pay for something we will use a specialist payment processor. We do not store card details.

We use an external company to evaluate our services but will only pass on your personal details with explicit consent from you.

Some of our suppliers run their operations outside the European Economic Area (EEA).  Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

We may need to disclose your details, if required, to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

We would really appreciate it if you let us know if your information details change.

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please write to us. We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. If you spot any mistakes, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to Dementia Adventure, Unit 11 Old Park Farm, Main Road, Ford End, Essex CM3 1LN.

We do not accept these requests by email, but if you have any questions please send these to info@dementiaadventure.co.uk. For further information see the Information Commissioner’s guidance here.

If you want to make a complaint about the way we have handled your information, please refer to our Complaints Policy.If you are not happy with our response, you can report a concern to the Information Commissioner’s Office (ICO).

We keep our privacy notice under regular review and may update it from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear on the Dementia Adventure Website or by contacting you directly. This privacy notice was last updated in July 2021.

If you would like this notice explained to you over the phone, or in audio or video formats, or any other information then please contact us. Please consider providing us with your telephone number so we can process your request as quickly as possible.

For further information on how your information is used, how we maintain the security of information and your rights to access this information please contact us.

Here are the ways you can contact us:

• By phone: 01245 237 548
• By email: info@dementiaadventure.co.uk
• By post: Unit 11, Old Park farm, Main Road, Ford End, Essex CM3 1LN