Privacy Policy
Last updated: July 2026
1. Introduction
Make Them Smile is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.
We recognise the trust placed in us by children, families, donors, volunteers and supporters. We take our responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 seriously and are committed to safeguarding all personal information entrusted to us.
This Privacy Policy explains what information we collect, why we collect it, how we use it, how long we keep it, and the rights you have regarding your personal information.
2. Who We Are
Make Them Smile is a registered charity in England and Wales (Charity Number 1150013) and a company limited by guarantee registered in England and Wales (Company Number 07525980).For the purposes of data protection legislation, Make Them Smile is the Data Controller responsible for the personal information collected through our website and our charitable activities.
3. The Information We Collect
Depending on your relationship with us, we may collect personal information including:
Your name, postal address, email address and telephone number.
Information relating to children and family members applying for support.
Medical information, healthcare reports and supporting professional evidence.
Financial information supplied as part of grant or hardship applications.
Donation records and Gift Aid declarations.
Volunteer and trustee information.
Correspondence by email, telephone, online forms or post.
Website enquiry forms.
Holiday booking information.
Photographs or videos where appropriate consent has been provided.
Technical information collected when you use our website, including cookies where applicable.
We only collect information that is necessary for our charitable purposes.
4. Special Category Data
Some applications require us to process particularly sensitive personal information, including:
medical conditions;
disabilities;
healthcare reports;
safeguarding information;
information relating to children.
This information is known as Special Category Data under UK GDPR.
We only collect and process this information where it is necessary to assess applications, provide charitable support, comply with safeguarding responsibilities or fulfil our legal obligations.
5. Why We Use Your Information.
We use your personal information to: assess grant and support applications;
provide equipment, respite breaks, holidays and charitable services;
administer donations and Gift Aid;
respond to enquiries;
manage volunteers and trustees;
communicate important information relating to our services;
comply with safeguarding obligations;
meet our legal, regulatory and accounting requirements;
improve our website and services.
We will never sell your personal information.
6. Our Lawful Basis for Processing
Depending on the circumstances, we process personal information under one or more of the following lawful bases: your consent;
performance of a contract or agreement;
compliance with a legal obligation;
legitimate interests pursued by Make Them Smile;
substantial public interest where permitted by law;
safeguarding of children or vulnerable individuals.
Where Special Category Data is processed, we apply the additional conditions required under UK GDPR.
7. Sharing Your Information
We treat your information as confidential.
We will only share personal information where:
you have given permission;
it is necessary to provide a service you have requested;
it is required by law;
safeguarding concerns require disclosure;
professional advisers or service providers assist us under appropriate confidentiality agreements.
We never sell personal information or share it for marketing purposes.
8. Website Cookies
Our website may use cookies to improve functionality, analyse website performance and enhance your browsing experience. Where required by law, we will ask for your consent before placing non-essential cookies on your device.
Further information is available in our Cookie Policy.
9. Website Security
We use appropriate technical and organisational measures to protect information submitted through our website.
However, no method of internet transmission or electronic storage can ever be completely secure. While we do our best to protect your information, we cannot guarantee absolute security.
10. How We Protect Your Information
We protect personal information by: limiting access to authorised Trustees, staff and volunteers;
using secure systems and password protection;
training those who handle personal information;
securely storing paper records;
securely destroying information when it is no longer required;
regularly reviewing our security procedures.
11. How Long We Keep Information
We retain personal information only for as long as necessary.
Unless legislation requires otherwise, most application and financial records are retained for up to 11 years to comply with charity, accounting and legal obligations.
Information is securely deleted or confidentially destroyed when it is no longer required.
12. International Transfers
We normally store and process personal information within the United Kingdom. If information is processed outside the UK, we will ensure appropriate safeguards are in place in accordance with UK data protection legislation.
13. Your Rights
You have the right to:
request access to your personal information;
request correction of inaccurate information;
request deletion where appropriate;
restrict processing in certain circumstances;
object to certain processing;
request transfer of your information where applicable;
withdraw consent where consent is relied upon.
These rights are subject to certain legal exemptions.
14. Data Breaches
Should a personal data breach occur that is likely to result in a risk to the rights and freedoms of individuals, Make Them Smile will investigate the incident promptly and, where required, report it to the Information Commissioner's Office (ICO) and notify affected individuals in accordance with UK GDPR.
15. Children's Information
The protection of children's personal information is central to our work.
Information relating to children is:
collected only where necessary;
handled with the highest level of confidentiality;
accessed only by authorised individuals;
used solely for charitable and safeguarding purposes;
never used for marketing purposes.
Where safeguarding concerns arise, information may be shared with the appropriate statutory authorities where required by law or safeguarding guidance.
16. Changes to this Privacy Policy
We may update this Privacy Policy periodically to reflect changes in legislation, technology or our working practices.
The latest version will always be available on our website.
17. Contact Us
If you have any questions regarding this Privacy Policy or wish to exercise your data protection rights,
please contact:
Make Them Smile Email: trustees@makethemsmile.org.uk
18. Complaints
If you are unhappy with how we have handled your personal information, we would appreciate the opportunity to resolve your concerns.
You also have the right to complain to the Information Commissioner's Office (ICO).Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AFWebsite: https://ico.org.uk
Telephone: 0303 123 1113