Privacy

HCPT privacy notice

This is HCPT's latest privacy notice, available at www.hcpt.org.uk/privacy. It explains who HCPT is, what we do with your information, and who we share your information with.

We use parts of the privacy notice in relevant HCPT publications, but this is the latest version of it, in full.

About HCPT

HCPT provides life changing pilgrimage holidays to Lourdes for children and adults, supported by volunteer helpers.

HCPT (Hosanna House and Children's Pilgrimage Trust) is a registered charity in England and Wales (registration number 281074) and in Scotland (SC043743). We are also a company limited by guarantee, registered in England and Wales (1095198).

If you would prefer us not to use your data in the ways specified, please contact us at HCPT, Oakfield Park, 32 Bilton Road, Rugby CV22 7HQ, 01788 564646 hq@hcpt.org.uk

What HCPT does with your information

What we do with your personal information depends on the relationship/s you have with us. Maybe you are a volunteer helper, or leader, or you otherwise travel with HCPT to Lourdes. Maybe you make financial donations to HCPT. Please see the relevant section/s below.

HCPT head office keeps all personal information securely on our database, in electronic files including emails, in locked filing cabinets, and at a managed offsite archive. Your HCPT pilgrimage group will also hold personal information securely online and offline.

Volunteer helpers

By "volunteer helper" we mean a trained and vetted volunteer, who cares for children and adults on an HCPT pilgrimage holiday to Lourdes.

We hold your personal information because you entered into a contract with HCPT to travel as a helper to Lourdes. You gave your information to us on a paper or electronic registration form. Information you gave us included your contact details, passport information, criminal records check details, medical information (if relevant), and payment details. If such information is missing, and we can't obtain it from you, this might prevent you travelling with us.

On occasion, photos, videos and audio of participants in HCPT activities may be submitted to newspapers, HCPT newsletters, websites or put on display. If you don't want your image used in this way, you should let us know in the relevant section of your registration form, or by other means.

We use your information to provide you with your pilgrimage holiday, including your travel, accommodation, and insurance. Also to keep you updated about HCPT, including inviting you to future pilgrimages, by means of paper or electronic newsletters and other updates. Every time we contact you we give you the means to opt out of these communications.

We share your information with third party providers to arrange your pilgrimage holiday. For example the airline, airports involved, and your accommodation provider in Lourdes. Also with the organisations we use to send mass communications out by post and email.

Your HCPT group will keep information about your pilgrimage until the end of the pilgrimage year. HCPT head office will keep information about your pilgrimage for seven years from the date you travelled. More general personal information will be kept by both for as long as you wish to remain in touch.

Other HCPT pilgrims

By "other HCPT pilgrim" we mean a child or adult beneficiary travelling on an HCPT pilgrimage holiday to Lourdes. We also mean others on pilgrimages with no responsibility for looking after people.

We hold your personal information because you entered into a contract with HCPT to travel to Lourdes. You, or your representative, gave your personal information to us on a paper or electronic registration form. Information you gave us included your contact details, passport information, medical information, criminal records check and payment details (if relevant). If such information is missing, and we can't obtain it from you, this might prevent you travelling with us.

On occasion, photos, videos and audio of participants in HCPT activities may be submitted to newspapers, HCPT newsletters, websites or put on display. If you don't want your image used in this way, you or your representative should let us know in the relevant section of your registration form, or by other means.

We use your personal information to provide you with your pilgrimage holiday, including your travel, accommodation, and insurance. It's in HCPT's legitimate interest to keep you updated about HCPT. We do this by means of paper or electronic newsletters and other updates. Every time we contact you we give you the means to opt out of these communications.

We share your information with third party providers to arrange your pilgrimage holiday. For example the airline, airports involved, and your accommodation provider in Lourdes. Also with the organisations we use to send mass communications out by post and email.

Your HCPT group will keep information about your pilgrimage until the end of the pilgrimage year. HCPT head office will keep information about your pilgrimage for seven years from the date you travelled, or (for children) for seven years after you turned 18. More general personal information will be kept by both for as long as you wish to remain in touch.

Volunteer leaders and staff

By "volunteer leader" we mean a trained and vetted volunteer in a leadership position within HCPT. For example the leader or deputy of an HCPT pilgrimage group, or the chairperson of an HCPT region.

We hold your personal information because you undertook to fulfil a relevant paid or unpaid role. You gave your personal information to us on a paper or electronic registration form, which we used to assess your suitability for the position you applied for. This information is in addition to your registration form for specific pilgrimage/s, which is covered elsewhere in this document.

We'll keep information about your role for seven years after the date you cease to hold the said role.

Financial supporters

By "financial supporter" we mean someone who donates money, either to one or more specific HCPT groups, or to HCPT as a whole.

We hold your personal information because you supported us in the past. Information you provided us with included your contact details, details of your donations, and associated correspondence.

If you donate to HCPT as a whole, it's in our legitimate interest to keep you updated about HCPT. We do this by means of paper or electronic newsletters, fundraising appeals and other updates. Every time we contact you we give you the means to opt out of these communications. If you donate to an HCPT group, you're welcome to consent to receive this information from us centrally, and you can withdraw consent at any time.

As a fundraising organisation, we undertake in-house research and from time to time engage specialist agencies to gather information about you from publicly available sources, for example, Companies House, the Electoral Register, company websites, "rich lists", social networks such as Linkedin, political and property registers and news archives.

We may also carry out wealth screening to fast track the research using our trusted third party partners. You will always have the right to opt out of this processing. We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers. We also use publicly available sources to carry out due diligence on donors in line with the charity's Gift Acceptance Policy and to meet money laundering regulations.

This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you. We shall be relying on legitimate interest to conduct this research.

We share your information with the organisations we use to send mass communications out by post and email. We may share your phone number, if you give it to us, with volunteers who might call you to thank you for your donations. These volunteers are trained and vetted and will not retain your personal information.

We'll keep information about your support for HCPT for as long as you wish to remain in touch.

Version 2.2, 29 August 2025

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