Privacy policy

This privacy policy describes our policies and procedures on the collection, use and disclosure of your information and tells you about your privacy rights and how the law protects you. 

Last updated March 2026.

 

Privacy policy

To comply with the Data Protection Act 2018 and other regulations, your personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

 

Personal data we collect and use

Whenever you interact with us, we may collect data and information about you. This might include:

  • Your first name, surname, and title.
  • Contact details: Your address, telephone number/s, and email address.
  • Other information depending on the type of interaction such as health data or ethnic information.
  • Your photograph.

 

Why we collect your data

We may collect or update your personal data for various reasons, including:

  • To keep you updated about our work and opportunities to support us further.
  • If you ask us for information or updates.
    If you register an interest or participate in any of our events
  • If you apply for a job or a volunteer role within our company.
  • If you are a patient involved in any of our research projects.
  • If you would like to suggest, complain, or provide other types of feedback, we will respond unless you ask us not to.

 

How we use your personal data

We process your personal data for specific purposes, which may include:

  • Event organisation
  • Financial transactions

We strive to keep all the information accurate and up to date, ensuring that we only collect data relevant to our interactions with you.

We might email you in relation to admin or information regarding something you are already involved in with us.

We might contact you by email for marketing purposes if we have consent from you to do so.

 

What we won't do with your personal data

We will not communicate any unsolicited marketing material to you by email without your prior consent. This consent can be withdrawn at any time and will always be an opt-in.

 

Lawful basis for processing

We mainly rely on Legitimate Interest. We conduct a Legitimate Interest Assessment that considers what we want to achieve, whether we need to process and store your data, and ensures that we use your data legally, transparently and fairly.

If we can't rely on Legitimate Interest, such as most incidences of direct marketing we will ask you for your Consent. This includes asking for explicit consent for processing medical and health information, other special category or sensitive data and any information belonging to children or where you have consented to hear form us.

There are some instances where we might use another lawful basis, these will be limited to:

  • Legal obligation: we adhere to legal requirements such as tax and employment regulations.
  • Contractual obligation: our contracts include data protection clauses to ensure compliance with regulations.
  • Vital interest: we may process data when it is crucial for your well-being.
  • Public interest: very occasionally, data may be processed for tasks carried out in the public interest.

 

Data security

We keep all personal data in a highly secure physical or IT environment to protect the confidentiality, integrity, and availability of your personal data.

 

Data retention

Personal data is stored only for as long as we need it, in accordance with our Retention Policy.

 

Reviews and updates

This privacy statement is reviewed and updated regularly. The latest version will always be available on our website.

 

Legal jurisdiction

Any disputes regarding this privacy statement will be resolved under the laws of the United Kingdom.

 

Your rights

  • The right to be informed - you have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we're providing you with the information in this Privacy Policy.
  • The right of access - you have the right to obtain access to your information (if we're processing it), and certain other information (such as a paper copy of this Privacy Statement). This is so you're aware and can check that we're using your information in accordance with data protection law.
  • The right to rectification - you're entitled to have your information corrected if it's inaccurate or incomplete.
  • The right to erasure - this is also known as 'the right to be forgotten' and, in simple terms, enables you to request the deletion or removal of your information where there's no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
  • The right to restrict processing - you have rights to 'block' or suppress further use of your information. When processing is restricted, we can still store your information but may not use it further.
  • The right to data portability - you have rights to obtain and reuse your personal data for your own purposes across different services.
  • The right to object - you have the right to object to certain types of processing, including processing for direct marketing (which we do only with your consent).

 

Cookie policy

How we use Cookies

UKODTRN uses only essential cookies.

What are Cookies?

Cookies are small text files that are stored by the browser on your computer or a mobile device when you visit a website. They allow our website to remember your preferences and to tailor our website to your interests and needs.

Each cookie is a unique tag which allows us to see how many people access our site, how they use our website, and sometimes remember a user (which, for example, means your shopping basket contents won't disappear when you move around an online shop). Cookies also help advertisers provide you with relevant marketing materials.

You cannot be identified by the information gathered.

If you would like to disable cookies on your device, please visit: How to Clear Cache and Delete Cookies on Any Browser (2025 Guide).