Data Protection Policy
At The League of Friends RJAH we are committed to protecting your personal information and being transparent about what we do with it. We only use your personal information in accordance with all applicable laws concerning the protection of data, and will not do anything with your information you wouldn’t reasonably expect.
This Policy explains:
- how The League of Friends RJAH may obtain your personal information
- what information we collect
- how we will use that information
- who we share your information with
- your choices regarding your information we hold
This policy is written in accordance with the General Data Protection Regulation, 25th May 2018.
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, join one of our fundraising branches, become a volunteer, tell us your story, seek assistance, make a donation to us, fundraise on our behalf, or otherwise give us your personal information.
When you give your permission to share your data with other parties
Your information may be shared with us by independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated that you wish to support The League of Friends RJAH with your consent.
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 in order 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, WhatsApp 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.
What information do we collect?
Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number, fax number and credit/debit card details, as well as information relating to your health or personal circumstances.
Data protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal information and covers health information, racial or ethnic origin, religious beliefs or other beliefs of a similar nature, political opinion and trade union membership. We would only collect sensitive personal information where there is a clear need to do so, such as participation in an event, to ascertain what services are relevant to you or to cater other services and support to you. Before collecting any sensitive personal information about you we will make it clear to you what information we are collecting and the purposes for collecting such.
Deleting your details
We will delete personal details when you request us to do so or when you become inactive. All handwritten or printed items will be destroyed by shredding and electronic information permanently deleted.
How do we use your information?
How we use your information would largely depend on why you are providing it. We may use your information in the ways set out below.
- 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 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.
With your consent, we may use your information to send you communications about our work and how you can help us to help you, for example, information about our campaigns, volunteering and fundraising activities and how you can donate to us. Occasionally, we may include information from partner organisations or organisations who support us in these communications. Our forms have clear marketing preference questions and we include information on how you can say no to such marketing.
You can let us know if you would prefer not to receive these communications at any time by emailing email@example.com, calling us on 01691 404401, or writing to our Data Protection Compliance Officer at the address above.
Who do we share your information with?
We will not sell your details to any third parties, but we do share basic information with the hospital with whom we work in partnership to deliver services and comply with safety requirements and protection of the vulnerable.
If you participate in our lotteries or raffles, your information will also be processed by our trading companies who administer and run these on our behalf. In addition, from time to time we may exchange your personal information with other organisations for the purposes of fraud and credit risk reduction. We may also share information with our financial and legal advisers for the purposes of obtaining advice and protecting our legal rights. We may also share your information with the emergency services if we think there is a risk of serious harm or abuse to you or someone else.
When we collect your personal information we use strict procedures and security features to prevent unauthorised access. However, no data transmission over the Internet is 100% secure. As a result, while we try to protect your personal information, The League of Friends RJAH cannot guarantee the security of any information you transmit to us and you do so at your own risk.
The League of Friends RJAH website may include links to other sites, not owned or managed by us. We cannot be held responsible for the privacy of information collected by websites not managed by us.
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.
Dealing with people in vulnerable circumstances
We are committed to protecting vulnerable supporters as well as protecting the interests of people in vulnerable circumstances when fundraising for us.
Accessing and updating your personal information
You can request access to any information we hold about you by contacting our Data Protection Compliance Officer at The League of Friends RJAH
Equally, please let us know of any changes to your personal information.
Under Article 17 of the GDPR individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. You may apply in writing to have your data erased and subject to any legal obligations your request will be managed within 28 days.
You can also let us know if you would no longer like to receive fundraising communications from us or if you would prefer us not to profile you for the purposes of targeting or tailoring our fundraising efforts, by emailing firstname.lastname@example.org, calling us on 01691 404401 or writing to The League of Friends to The Robert Jones & Agnes Hunt Orthopaedic Hospital, Location 20, The Robert Jones & Agnes Hunt Orthopaedic Hospital, Oswestry, Shropshire SY13 1NG. Registered Charity No: 249346
Changes to this policy