Public-facing notice for the Ahead Of The Game Foundation website
Effective date: 30.09.2026 Review date: 30.09.2027
Ahead Of The Game Foundation (AOTG) respects your privacy. We provide fully funded physical, mental and emotional support to people affected by cancer and their families. This notice explains how we collect, use, protect and share personal information and the rights available to you under UK data protection law.
We take particular care with information about cancer, treatment, wellbeing and family circumstances. This notice should be read alongside any more specific privacy information given during a support application or referral.
Ahead Of The Game Foundation, registered charity 1200982, is the data controller for the activities described in this notice.
Contact and privacy enquiries: info@aheadofthegamefoundation.com
Website: https://aheadofthegamefoundation.com/
Information depends on how you interact with us. We collect only what is needed for the relevant
activity.
We receive information directly from people using forms, email, phone, meetings and programmes; from authorised healthcare or other referrers; from family members or carers; and through fundraising, payment or website providers. If someone sends us details about another person, we may need to confirm their authority and provide privacy information directly to that person.
We process information to respond to enquiries; assess and administer support; make appropriate referrals; deliver coaching or counselling; communicate with beneficiaries; run fundraising and events; manage our charity and legal responsibilities; protect participants; and evaluate and improve our services.
We may provide applicants with an acknowledgement and a Cancer Support Guide. The acknowledgement is not acceptance onto a programme. We aim to use anonymous or aggregated information for public impact reporting whenever practicable.
Different activities may rely on consent (Article 6(1)(a)), contract (6(1)(b)), legal obligation (6(1)(c)), or legitimate interests (6(1)(f)), as appropriate and documented by AOTG. Examples include consent for optional communications, legal obligation for certain financial records, and legitimate interests for administration of enquiries and services.
Health information is special category data. In addition to an Article 6 basis, AOTG must identify a separate Article 9 condition before processing it. Where AOTG relies on explicit consent (Article 9(2)(a)), this will be requested clearly and separately; another applicable condition may be used where lawful and documented. A generic agreement to this Privacy Policy does not substitute for that requirement.
Our exact lawful-basis mapping for each processing activity must be finalised in the internal processing register before publication.
We use application and referral details to understand the support requested, assess suitability, communicate next steps and manage availability and waiting lists. An application does not guarantee an assessment, appointment or programme place. We do not intend to make legally or similarly significant decisions solely by automated means.
Please do not include unnecessary medical information in an initial general enquiry. Applicants should use the designated secure support route where available.
We may share only necessary information with authorised trustees, staff and volunteers; contracted coaches or counsellors; technology, hosting or email providers; donation or fundraising services; and professional advisers or public authorities where justified. Access should be limited to people who need it.
Some service professionals may act as independent controllers and issue their own privacy notices; others may act as processors under written contracts. We do not sell personal data. Safeguarding or legal concerns may justify disclosure without consent where the law allows or requires it.
Children and young people receive additional protection. Depending on age, understanding and the purpose of the service, appropriate involvement of a parent or guardian and/or the young person will be arranged. Safeguarding duties and confidentiality will guide any information-sharing decisions.
Stories and images may reveal health information. AOTG will explain intended publication channels and seek appropriate permissions and, where required, explicit consent before identifiable use. Taking part is optional and does not affect access to support. Consent may be withdrawn for future uses; material already circulated may not always be recoverable.
We retain necessary donation, transaction and Gift Aid records for financial administration and legal compliance. Administrative messages are distinct from optional fundraising or marketing communications. Electronic marketing will follow UK GDPR and PECR requirements, including consent where required and a straightforward opt-out.
We keep information only as long as needed for its purpose or applicable legal, safeguarding and recordkeeping obligations. Specific periods are set out in our internal retention schedule, which must be confirmed for applications, client records, counselling, donors and children. Information is then securely deleted, anonymised or otherwise disposed of.
We use proportionate organisational and technical measures, including controlled access, authorised sharing, secure systems and breach response arrangements. The implementation of these controls is described in our internal policy.
We may support people outside the UK and use technology providers that process data internationally.
Where restricted transfers take place, we will identify the destination and use an appropriate UK adequacy arrangement or safeguard, or another lawful route.
Essential cookies may be used for site operation and security. Non-essential analytics or advertising technologies will be explained and, where required, used only after consent. Details of the actual cookies and vendors will appear in a separate cookie notice or preferences tool.
Subject to legal conditions and exemptions, you may request access, rectification, erasure, restriction, portability or object to processing; withdraw consent where relied on; and exercise rights relating to solely automated significant decisions. We may need to verify your identity. Contact
info@aheadofthegamefoundation.com; ordinarily we respond within one month, subject to permitted extensions.
Please contact us first with any concerns. You can also complain to the Information Commissioner’s
Office at ico.org.uk or on 0303 123 1113. We review and update this notice as our services or legal
requirements change. Last updated: 30 September 2026.
