At Newcastle Hospitals Charity we are committed to protecting and respecting your personal information and being transparent about what we do with it.
This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
Any questions regarding this policy and our privacy practices should be sent by email to firstname.lastname@example.org or in writing to:
Newcastle Hospitals Charity
Royal Victoria Infirmary
- We will only send you marketing information electronically (eg. by email, text/SMS) if you specifically agree to us doing so.
- ·You can change your marketing preferences at any time by emailing email@example.com or calling us on 0191 213 7235
- If you ask us to stop sending marketing information we will update our records to stop further mailings as quickly as we can. However, for up to 28 days you may still receive further mailings which were already in progress prior to you asking us to stop.
- We may send marketing information by post or call you for marketing purposes, unless you have previously opted out or said that you don’t want to be contacted. Prior to carrying out postal mailings we may check against the Mail Preference Service
- We collect personal data e.g. your name, postal and email addresses, when you give them to us for various purposes, such as donating, seeking advice, signing up for an event, or applying for a job.
- We provide links to other websites whose privacy practices are outside our control. You should check the privacy practices of any third-party website before disclosing any personal information.
- We use the information you give us for segmentation of our database, for example, by analysing information such as the postcodes of supporters, names, addresses. This enables us to tailor our communications to you and in a fundraising context, enables us to raise more funds.
- If we rely on consent to process your data, you can withdraw your consent at any time.
Newcastle Hospitals Charity
Royal Victoria Infirmary
What type of information is collected from you?
The personal information we collect, store and use might include:
- your name and contact details (including postal address, email address and telephone number);
- your date of birth;
- information about your activities on our website and about the device used to access it, for instance your IP address and geographical location;
- your bank or credit card details. If you make a donation online or make a purchase, your card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions;
- information as to whether you are a UK taxpayer so we can claim gift aid; and
- any other personal information shared with us.
Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.
We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to.
Where appropriate, we will make it clear why we are collecting this type of information and what it will be used for.
How do we obtain your personal information?
We collect information in the following ways:
When you give it to us directly
You may give us your information in order to sign up for one of our events, when you contact us to ask about our activities, to tell us your story, order products and services from us, seek assistance, make a donation to us, support us, fundraise on our behalf, apply for a job or otherwise give us personal information.
When you give permission to other parties to share it with us
Your information may be shared with us by independent event organisers, for example the Great North Run or fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so with your consent when you have indicated that you wish to hear from us.
You should check their privacy policies when you provide your information to understand fully how they will process your information. We may also obtain information about you from a family member or a friend who contacts us on your behalf, or if a volunteer or fundraiser passes on your details to us.
When your information is available publicly or from other external sources
We may combine information that we already have about you with information available publicly or information available from external sources, such as Experian, to gain a better understanding of you and to improve our fundraising methods, products, and services. Such information could be for example, socio-demographic and lifestyle information and information about previous donations you have made.
The information we get from other external sources may depend on your privacy settings or the responses you give, so you should regularly check them. For example, you may have provided permission for a company or other organisation to share your data with third parties including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, LinkedIn, WhatsApp, Instagram, YouTube, Google+ or Twitter, you might give us permission to access information from those accounts or services.
We may also obtain information about you where it is publicly available and found in places such as Companies House, Land Registry website and information that is published in articles and newspapers.
How do we store your information?
Your information is stored digitally on the Charity’s servers at a data centre located in the United Kingdom and also in hard copy at the Charitable Fund Office.
From time to time we may send your data to one of the Charity’s service providers, whose staff may be engaged in, among other things, the fulfilment of your event booking or the provision of connected services. By submitting your personal data, you agree that we may share your information with these third parties in accordance with this Privacy Notice, some of which may store data outside the EU, although we will only do so in accordance with applicable law.
We will aim to ensure that your data is treated securely and in accordance with this Privacy Notice.
Security to protect your information
We employ appropriate technical and organisational security measures to protect your information from being accessed by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We also endeavour to take all reasonable steps to protect your information from external threats. However, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.
How long do we retain your data?
We will retain certain information in respect of financial transactions for as long as the law requires us to for tax, Gift Aid or Audit/Accounting purposes (which may be up to 7 years after a particular financial transaction).
The Charity makes all reasonable endeavours to ensure that your personal information is accurate, kept secure and retained only for as long as is necessary for the purposes for which it is collected. We therefore store your information for as long as legally required. If you advise us that you do not wish to be contacted we will amend our records accordingly albeit we will retain your information until the legal period has elapsed.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO) www.ico.org.uk.
How do we use your information?
We may use your information for a number of different purposes depending on how you communicate with us, these may include:
- We use your personal information to give you the information, support, services, or products you ask for.
- We use your information to gain a full understanding of your situation so we can develop and offer you the best possible personalised services.
- We use your information to keep a record of your relationship with us and for internal administrative purposes (such as our accounting and records), and to let you know about changes to our services or policies. We use your personal information to look into, and respond to, complaints, legal claims or other issues.
- We use your personal information to claim Gift Aid on your donations.
- We use personal data to carry out statistical analysis and research in order to help us to understand how we are performing and how we can improve our services and meet the needs of people that require our help.
- We may also use your personal information for other purposes which we specifically notify you about and, where appropriate, obtain your consent.
We use your information to send you communications about our work and how you can help us, for example, information about our campaigns, volunteering, fundraising activities and how you can donate to us. Our forms have clear marketing preference questions and we include information on how you can say no to such marketing.
- campaigns, fundraising appeals and activities and promotions of goods and services; and
- checking donations for the purposes of prevention of fraud or other crime;
- processing grant or job applications.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for our patients, families and staff at Newcastle Hospitals, then you can select your choices by ticking the relevant boxes situated on the form used to collect your information.
We’re committed to putting you in control of your data so you’re free to change your marketing preferences (including to tell us that you don’t want to be contacted for marketing purposes). You can let us know if you would prefer not to receive these communications at any time by emailing firstname.lastname@example.org or by calling us on 0191 213 7235
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure that we do not continue to contact you. However, we may still need to contact you for administrative purposes like where we are processing a donation or thanking you for your participation in an event.
Keeping your information safe
When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.
Any sensitive information (such as credit or debit card details) is encrypted and protected. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Keeping your information up to date
We take reasonable steps to ensure your information is accurate and up to date. We really appreciate it if you let us know when your contact details change.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.
If you’re 16 or under
If you’re aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information on our websites.
Changes to this policy