Privacy Policy

Privacy Notice

Our Privacy Notice is written so that it is clear, simple and easy to understand. It explains to you how we protect and use any information you give us whether it is through our website, when you make a donation or through other communications you have with us. 

Should we ask you to provide certain information you can be certain it will be managed in accordance with this notice. 

Our Privacy Policy will be updated from time to time; when it is we will inform you, but you may also like to check this page from time to time to check you are happy with what we do.

To help you we have broken down the notice into general principles as well as how you may be involved:

Giving us your data
When writing, messaging or emailing UHNM Charity, please consider the information you tell us as we will keep your communication on file and may use the details you tell us when replying to you. For example when making a donation if you send a letter be certain you wish to tell us about your illness or the ward you were a patient on. If you give any specific information about yourself to us verbally we will check that you are happy it is kept on your file and explain why.

You should take care if you complete a form that has been downloaded from/opens through www.uhnmcharity.org.uk from a shared computer, such as at work or an internet café as cookies may mean the site details and downloaded documents are retained in the browser history. You can avoid this by clearing the browser and download history and the cookies stored by the web browser. You can also open the site in a privacy window.

How we collect your information
We collect your details from our communications with you. Such as if you:
• write or email us, we will take the contact details that you have provided in these communications (such as from your letterhead or email signature) and reasons for your communication from the content
• complete and return a form, via the website or a paper form through the post or scanned and emailed to us. We will use the information you have provided in the form
• tell us something, or ask us to provide you with information, over the phone or in person
• post something on our social media
• from information provided to us from donation and fundraising platforms such as virgin money giving, just giving and paypal.
We will hold the information you provide us in the communications you send us. If we request information from you, it will be clear in our communications why we are collecting it and how it will be used.

What information we hold about you and why
We will hold:
• your full name 
• your contact information including home address, email address and telephone number/s 
• your work place and your role and contact details there including, work address, email, telephone number/s, (if you tell us them)
• the details of an organisation you are acting on behalf of including the name, address, email, and telephone numbers and your relationship to it, (if you tell us them)
• your social media contact information
• your demographic information such as postcode and gender
• the ward or service your donation is to support
• as well as preferences and interests, (if you tell us these)

We hold these details so that we can:
• thank you for your donation and provide a receipt
• ensure it benefits the ward or service you want
• in case you have any queries
• claim gift aid if a declaration has been received
• provide information to our auditors, HMRC etc.
• send you information you have requested 
• send you news and updates in the future, that are relevant to you

Some information is used generally, with other donor details and without your name, to help us work better so we can raise more money to enhance patient care and reduce the costs of the charity. For example 
• we will look at postcodes to see the areas where people support us and those where we have less support as this tells us where we need to increase awareness of our work this prevents us spending time and money in areas it is not needed
• we will break down our donors by gender to consider why one gender may support us less than the other and how we can affect this
 
If you tell us your donation is as a thank you for care 
We will also hold
• if it not for your care, the name of any friend or family member who’s care you are thanking us for
• if you tell us the health condition/illness we will hold this
This is so we can make reference to it in our thank you letter to you. Please do not tell us this information if you do not want it to be mentioned in the thank you letter

If you tell us your donation is in memory of someone 
We will also hold
• the deceased person’s name and contact details
• their next of kin details if told
This is so we can
• report all of the donations we receive in their memory
• check if the deceased person supported us when they were alive, and archive their record
• acknowledge the total donations received in memory of a person when we write to the next of kin with our condolences (if we are given their details). We do not advise them of each individual donation

If your donation is paid by credit/debit card, standing order, direct debit or electronic transfer 
We will hold 
• your bank card details for processing the payment until the donation is taken, it is then securely destroyed
• some of your bank details, including the name of the bank, for the period of your giving
This is so we can
• identify your donation and treat it as you have asked us to
• thank and receipt your donation
• let you know if the payments stop

If you are fundraising for UHNM Charity such as by taking part in/organising an event
We will hold
• the details of your fundraising such as the event name or activity, date and venue
• why you are fundraising for us, if you tell us
• your clothing size if you have requested a t-shirt
• details relevant to a specific event, such as date of birth, running speed and weight if there is a legitimate reason (such as your safety)
• how long after the event date we receive your fundraising money
This is so we can 
• keep in contact with you during the fundraising period (sign up to payment received) to offer support and promote your fundraising
• reconcile your details to any online fundraising/payment platforms
• provide resources you have requested for example a t-shirt
• provide information to companies who organise events you are taking part in, in order for you to receive all the information you need and to assist them in the management of the event for example to meet the health and safety requirements 
Some information is used generally, with other donor details and without your name, to help us work better so we can raise more money to enhance patient care and reduce the costs of the charity. For example 
• we will look at how many people take part in a type of event such as runs to see if this is what we should be focussing on
• we will look at how many people fundraise for us as an individual, through a work place or organisations

Where your information is held
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Your details will be kept on our Charity database. All paper documents such as letters and forms are kept in a secure cupboard. Once the purpose for the communication has ceased they will be scanned and securely destroyed with the electronic copy stored on a secure Charity server linked to the Charity database. 

Who we share your information with
Your details are shared with the Finance Department of UHNM NHS Trust as they are responsible for the first stage of financial administration and UHNM Charity accounts. 

If we have your consent we will share your information with the Communications Department of UHNM NHS Trust as they administer some media and social communications for UHNM Charity. 

We never share your information with a third party without your consent and telling you why. For example we will tell you if an event company is organising the event you are taking part in to raise money for UHNM Charity and that we have to share your details with them.

We do not sell your data.

How long we keep my information for
Your record is kept on our database for six years from the end of the accounting period it relates to. This six year period is required for HMRC (gift aid). The six year period relates to the last contact you had with us. For example if you first made a donation in March 2018 and then took part in an event and fundraised for us in May 2020, we would hold your details until 31st March 2026.

Our Website
www.uhnmcharity.org.uk uses a technology called "cookies". A cookie is an element of data that the website sends to your browser that is then stored on your system. These cookies are essential so that you can move around the site.

Monitoring and improving the performance of our website
These cookies collect information about how visitors use www.uhnmcharity.org.uk for example how many people visit a page. These cookies are completely anonymous, we use Google Analytics software to measure how visitors engage with our website with the aim of improving our website for future visitors. 

Enabling the features of our website
These cookies allow our website to remember choices you have made. 

Identifying your computer
Any information collected in this way can be used to identify your computer unless you change your browser settings.

Links to other websites
Our website may have a link to another site, please consider before using this as we do not manage how your data is used and stored on any other site. Please refer to the privacy notice on all other websites.

A list of cookies we use 
Session cookie: 4b0e1abb5fc1eea4867180711b0b7c54
Session cookies allow users to be recognised within a website so any page changes or item or data selection you do is remembered from page to page. The session cookie can also offer another level of security to the site in certain instances. All session cookies are deleted once the browser window is closed. This is essential for the site to function properly.
Civicallow Cookies: civicShow, CookieIcon
This cookie is only added on acceptance of cookies on our site. The cookie saves your preference so that the message does not pop up again.
Google Analytics: _utma, _utmb, _utmc, _utmz
This is a Third Party cookie that we use to analyse how people are using our website. We use the information provided by these cookies to help us improve the site. The cookies collect information in an anonymous form and no personal data can be identified. These are not essential for the site to function properly. Please refer to Google's privacy policy

Restricting or blocking cookies
Our website needs cookies in order to function correctly. Cookies should be enabled on your computer or device, and although you can ‘disable’ them in your browser this will experience on www.uhnmcharity.org.uk. 

You can set your browser to prevent cookies working by going to the ‘help menu’ in you website browser for disable cookies.

Our social media
We may obtain information posted publically on social media sites and use it to help us understand how our different supporters interact with us and what people think and feel about us. For example we may look at what type of event participants are more likely to talk to us by social media.

If we intend to use your information, including a photograph you have posted, from our social media sites we will always contact your first, for your permission.

If you react to a UHNM Charity post on our social media pages we have a record of your user name. We will contact you to ask you to like or follow us. 

If you ask us a question or raise a complaint through our social media pages, we will have a record of your user name. This is used to correspond with you and resolve the matter you raise with us.

Donation and fundraising platforms
The company operating the platform will provide UHNM Charity with the details we need about you in order to process your donations and support your fundraising. We will contact you during the fundraising period until the final payment is made.

If we intend to use information from your fundraising platform, including a photograph you have put on the platform, we will always contact your first, for your permission.

Who is in control of your data and who processes it
UHNM NHS Trust is in control of your data. It is process by staff working in UHNM Charity. Any questions you have about your data should be made to the Information Governance Department of UHNM NHS Trust:   Telephone: 01782715444    Email: InfoGovUHNM@uhnm.nhs.uk
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Privacy Notice: 01 April 2021