Privacy policy

Your privacy, our promise

Our privacy policy explained for our supporters

As a responsible charity, we value the trust you placed in us when you shared your personal data.  It is our promise to you that we will be open and honest with you about how we use the information you’ve entrusted with us. This page describes who we are, why we need to collect information about you and how we will use it. We will tell you how your information will help us improve the services we provide to children, young people and families and to you as a supporter. We recognise the importance of treating your data with care and we have taken steps to ensure we only use it in accordance with your wishes.

Who we are

We are Rainbows Hospice for Children and Young People.  We are registered with the Charity Commission as ‘Cope Children’s Trust’ and our registered charity number is 1014051.  We are also a company limited by guarantee.  We have a wholly owned subsidiary called Cope Marketing Limited, which we use for our trading activities including our retail shops and merchandise.  We share data between Cope Children’s Trust and Cope Marketing Limited for the purposes of fundraising activities, but we never share data outside of our organisation without your express permission.

We are the ‘Data Controller’ of personal information that this policy applies to under the Data Protection Act 1998.

The information we collect from supporters

We only collect information about you that:

  • helps us to understand why you support our work, so we can better meet your needs
  • records your donations or purchases so that we can properly thank you
  • records communications between us, so we can refer back to things should we need to
  • enables us to contact you if we need to
  • shows us how you are using the website, so we can keep improving it
  • helps us to make our website work better for you
  • helps us keep in touch with you so we can let you know about the organisation and our events

Parts of our website may ask you for more information so that you can use services or complete transactions. You’ll always be told when this information is being collected. In many cases you’ll be asked to enter it – for example, an email address for correspondence. This information will only be used for the purposes stated.

We collect the following information from people visiting the website:

  • Questions, queries and feedback you leave, including your email address if you send us an email
  • Your IP address and which web browser (and version) you use
  • Information on how people use the site, using cookies and page tagging, to help us to improve the website  and our services

If you send us feedback, we will keep your message

Data screening and profiling

We do not perform wealth screenings using external researchers. However we may, from time to time, assess all the information we hold and utilise whatever resources we deem suitable to improve how we use data for fundraising purposes.

What are cookies?

Like most websites, our site uses small data files stored on your computer called cookies. Please read our cookies policy which can be found on our website here, which explains the types of information we collect through the use of cookies and how you can manage their use.

Permission to contact you

Our policy states that you should only receive contact from us with information about activities and fundraising appeals where you have opted in to receive this information.

To change the way we contact you please contact our supporter care team on 01509 638049 or email

How we store your personal data

All information you provide to us is stored on secure servers in secured databases. 

All card payment transactions are encrypted.

All information stored is only used whilst you continue to be a supporter of Rainbows and the data will be securely removed from our current live database six years after your last donation.  Any information held beyond this point is used for statistical purposes only and is not accessible for fundraising purposes.

The transmission of information over the internet is never completely secure. We do our very best to protect your personal data, but cannot guarantee the security of your data transmitted to our site by submitting an online form, any transmission is at your own risk. We use strict procedures and security features to try to prevent unauthorised access.

Any information we collect from supporters is used to:

  • improve the content and design of the website
  • let you use interactive features, when you choose to do so
  • contact you, with your permission

We never share your information with other organisations for marketing, market research or commercial purposes, and we don’t pass on your personal information to any other website.

Use of postal addresses and phone numbers

If you enter your postal address or phone number or email address into any of our online forms, we may use these details to contact you, unless you ask us not to.


We will ask your consent to receive (opt in) to certain information or communications from us about Rainbows. We will only contact you on such circumstances.

Disclosure of your information to others

We may disclose your personal information:

  • if we are under a duty to disclose or share visitors’ personal data to comply with a legal obligation
  • for law enforcement purposes
  • to apply our terms of use and other agreement

We never sell or share information we hold with any commercial or other organisations.

We may share your information with sponsors of events or activities you are interested in but only where we have your express permission from you to do so.

When we transfer your information

From time to time we may require services, such as newsletter mailings, from suppliers, that are based worldwide and your information will be passed to them for the purposes of providing that service. Where we engage these suppliers we make sure that they apply the same levels of protection, security and confidentiality we apply. However, such information may be accessed by law enforcement agencies and other authorities to prevent and detect crime and comply with legal obligations.

Links to and from our website

Our website contains links to and from other organisations’ websites. This privacy policy, the one you’re reading, only applies to

If you go to another website from this one, you need to read their privacy policy to find out what they do with your information.

When you come to our website from another website, we may get personal information about you from the other website. You should read those websites’ privacy policies if you want to know about this.

Joint data holders

It is our policy to deal with your spouse or partner who calls us on your behalf, provided they are named on our database as a joint supporter. Please tell us who they are when you become a supporter and if there are any changes to your circumstances. In some exceptional cases and with your consent, we may also deal with other people who call on your behalf. If at any time you would prefer us to deal only with you, please let us know.

Your rights

Under the Data Protection Act you have the right to:

  • ask us not to process your personal data
  • see information we hold about you
  • ask for inaccurate personal data to be corrected

For a copy of the personal information we hold about you, write to, Rebecca Scrace, Data Protection Officer, Lark Rise, Loughborough, Leicestershire, LE11 2HS. When we are assured of your identity we will send you a copy of your personal information that we are legally required to disclose.

Changes to our policy

As we continue improving our websites, we may update this policy. Any changes we may make to our privacy policy in the future will be posted on the website.


Please contact our supporter care team if you believe that information we hold about you is inaccurate and want it to be corrected:

Tel: 01509 638049 or email

For a copy of the personal information we hold about you, please write to the Data Protection Officer at our Head Office address at Lark Rise, Loughborough, Leicestershire, LE11 2HS.

If you wish to raise any concerns about the data we hold or the accuracy of it please contact:

Senior Information Risk Owner (SIRO) Ronald Graham, Director of Business Resources on 01509 638040 or email or Data Protection Officer Rebecca Scrace on 01509 638069 or email