We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
This notice was last updated on Tuesday July 13th, 2021, and complies to the UK GDPR, underpinned by the UK law the Data Protection Act (2018), and regulated by the UK ICO (Information Commissioners Office).
Scope & Responsibilities
Our scope is all data subjects, whose personal data is collected, in line with the requirements of the UK GDPR.
The Data Protection Officer (DPO) is responsible for ensuring that this notice is made available to data subjects prior to The Harvey Hext Trust collecting and/or processing their personal data.
All associates, employees & trustees of The Harvey Hext Trust who interact with data subjects are responsible for ensuring that this privacy notice is drawn to the data subject’s attention and their consent to the processing of their personal data is secured.
Who we are?
The Harvey Hext Trust is a charity who supply high quality, large, wooden, individual A4 personalised memory boxes to each bereaved sibling in the family. The memory boxes will hold the sibling’s treasured items that can stay with them forever and continue to keep the child’s memory alive for future generations. The memory boxes are designed by the sibling using photos, pictures or drawings that are special to them.
The Harvey Hext Trust collects and processes certain personal information about you.
We are responsible as the data controller & data processor (UK GDPR Article 30) for all personal information collected for the purposes of those laws. The Data Protection Officer (DPO) is Sarah Hext of The Harvey Hext Trust, 9a Fairseat Workshops, Stoke Hill, Chew Stoke, Bristol, England, BS40 8XF.
The Harvey Hext Trust can be contacted via email email@example.com
The personal information we collect and use.
Lawful bases for processing of personal data:
The lawful bases for processing are set out in Article 6 of the UK GDPR. At least one of these must apply whenever The Harvey Hext Trust processes your personal data:
- Contract – the processing is necessary for The Harvey Hext Trust to fulfil the obligations of an agreement or contract for the provision of our personalised memory boxes. Both parties would be provided with a signed copy of the contract and a copy of this privacy notice.
- Legitimate Interests – the processing is necessary, as The Harvey Hext Trust has ascertained the legitimate interest of the individual/organisation and explained why the processing of personal data is required to action the legitimate interest. The Harvey Hext Trust reviews our legitimate interest to hold personal data annually via a Legitimate Interests Assessment (LIA).
How we use your personal information
The Harvey Hext Trust uses your personal information to:
- To process an order for a memory box for a family (e.g., via our website form)
- To provide and maintain our services (e.g., processing orders for memory boxes)
- To notify you about changes to our services (e.g., direct communications through secure & trusted, The Harvey Hext Trust, communication channels)
- To allow you to participate in any interactive features of our services when you choose to do so (e.g., fundraising activities including newsletters, apps for fundraising events, where an opt-in option would be provided)
- To monitor the analysis/usage of our website (e.g., non-personal data via Google Analytics in relation to The Harvey Hext Trust)
- To meet regulatory requirements through The Charities Commission, Data Protection Act 2018 & UK GDPR.
What information we collect about you.
The personal data you have provided, we have collected from you, or we have received from third parties includes:
- First and Last names of parents/guardians
- First and Last names of siblings
- Age of siblings/Dates of Birth
- Residential address for delivery of the memory box(es)
- Email addresses and telephone numbers for design approval & delivery information relating to the memory boxes.
Who we share your personal information with?
Where relevant, given the nature of the services provided to you by The Harvey Hext Trust we may also share your personal data with the following categories of third parties:
- Third party service providers who support the operation of our charity. Examples here include our memory box supplier Colourful Coffins, registered in England and Wales under company number 06526109 and ICO registration number ZA892341 and our IT support partner 18iT UK Limited registered in England and Wales under company registration number 12223520 and ICO registration number ZA585715.
- Fraud prevention agencies and associations, as is necessary for compliance with our legal obligations.
- Regulators and law enforcement agencies, including the police, HM Revenue and Customs or any other relevant authority who may have jurisdiction (e.g., The Charities Commission), as is necessary for compliance with our legal obligations and/or as is necessary in accordance with our legitimate interests.
We would always inform you ahead of acting on any instructions to proceed with any of our services, should this be the case.
This data sharing enables The Harvey Hext Trust to supply the above documented services to you in a professional and timely manner, whilst undertaking quality control & regulatory compliance procedures. Furthermore, it ensures compliance with all necessary UK GDPR & Data Protection Act (2018) lawful requirements.
The Harvey Hext Trust will share personal information with law enforcement or other authorities if required by applicable law.
Whether information must be provided by you, and if so, why?
The provision of certain personal data including (but not limited to) contact name, delivery address and email address. This enables The Harvey Hext Trust to provide our memory boxes to you.
We will inform you at the point of collecting information from you, whether you are required to provide this and any other additional information to us.
How long your personal information will be kept?
- We will retain your personal information for several purposes, as is necessary to allow us to carry out our charity activities in accordance with our legitimate interests and / or as is necessary for compliance with our legal obligations.
- Any retention of personal data will be carried out in compliance with legal and regulatory obligations and with industry standards. These data retention periods are subject to change without further notice because of changes to associated laws or regulations.
- We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
- To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
- Details of retention periods for different aspects of your personal data are available in our Document Destruction & Retention Policy which you can request from us by contacting us.
- Any personal data held in hard document copy is securely stored pre-destruction after use and is destroyed with a Certificate of Destruction in line with our UK GDPR Document Destruction & Retention Policy.
Under the UK GDPR, Data Protection Act (2018) and ICO guidance you have several important rights free of charge. At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the Information Commissioner’s Office (ICO) on individuals rights under the UK General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- call, email, or write to us in the first instance.
- let us have enough information to identify you,
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates?
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator (e.g., ICO) of a suspected data security breach where we are legally required to do so.
If you want detailed information from, Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses, and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
The Harvey Hext Trust only use non-personal data essential cookies on this website to track the performance of the website via Google Analytics. This non personal data helps us to understand how to improve the website content for the benefit of all users. If you want to block cookies, then you can do this through your browser via the help function. You can also visit www.aboutcookies.org for further guidance.
How to complain
We hope that we can resolve any query or concern you raise about our use of your personal data.
The UK General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioners Office (ICO) who may be contacted here or by telephone on 0303 123 1113.
Changes to this privacy notice
This privacy notice was last reviewed and published on Tuesday 13th July 2021.
The Harvey Hext Trust is a UK based charity registered in England & Wales, under Charity Registration Number 1168844.
We may change this privacy notice from time to time, when we do, we will inform you via email and/or our website.
How to contact us
Please contact us if you have any questions about this privacy notice or the information, we hold about you.
The Data Protection Officer (DPO) is Sarah Hext.
If you wish to contact us, please send an email to firstname.lastname@example.org or write to Sarah Hext of The Harvey Hext Trust, 9a Fairseat Workshops, Stoke Hill, Chew Stoke, Bristol, England, BS40 8XF.