PRIVACY NOTICE – N&N HOSPITALS CHARITY

During the course of its fundraising activities, Norfolk and Norwich Hospitals Charity collects, stores and processes personal information about our donors and supporters.

We recognise the need to treat your personal and sensitive data in a fair and lawful manner. No personal information held by us will be processed unless the requirements for fair and lawful processing can be met.

What types of personal data do we collect?
Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, and credit/debit card details. We collect personal information when you donate money, undertake fundraising activities, ask about our activities, register on our website, order products and services (such as publications and email newsletters), or otherwise give us personal information online, in paper or electronic form, over the phone or face to face. We only collect your debit/credit card details if you provide them to us to make a donation. The card details are deleted once the donation is processed. We only collect bank account details if you set up a direct debit payment for regular donations to us. These details are held securely and our staff are trained to handle your information correctly and to protect your confidentiality and privacy.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never collected or sold for direct marketing purposes. Your information is not processed overseas.

What is the purpose of processing data?
• Accounting and Auditing
• Accounts and records
• Information and databank administration
• Processing donations and managing our relationship with donors and supporters
• To communicate with donors and supporters about our activities, events and fundraising campaigns.

We have a legal obligation to keep all personal data for a period of 6 years for auditing purposes. We record your personal information on our database but will only retain it for as long as necessary to fulfil the purposes we collected it for. For more information about information retention visit: NHSE Records Management Code of Practice

Sharing your information
There are a number of reasons why we share information. This can be due to:

• Our obligations to comply with legislation
• Our duty to comply with any Court Orders which may be imposed

Any disclosures of personal data are always made on case-by-case basis, using the minimum personal data necessary for the specific purpose and circumstances and with the appropriate security controls in place.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the disclosure of your personal data to such persons.

We will not sell your personal data to third parties.

Prevention and Detection of Crime and Fraud
We may use the information we hold about you to detect and prevent crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

We will not routinely disclose any information about you without your express permission. However, there are circumstances where we must or can share information about you owing to a legal/statutory obligation.

All information regarding your donation will be held for a minimum of 6 years after which it will be confidentially destroyed.

The accuracy of your data and keeping it up to date
We ask that you please let us know when you move house or change your contact details, then we can keep our records up to date. If mail (postal or electronic) addressed to you is returned to us as ‘moved away’ (or something similar) then we may use publicly available sources, such as the Post Office’s National Change of Address database, to double-check and update your details or you can tell us by contacting charity@nnuh.nhs.uk.
 
While we endeavour to ensure that the information we hold about you is accurate and, where necessary, kept up to date, we shall assume that in the absence of evidence to the contrary, the information you provide us with is accurate. Should there be any inaccuracies in the information of which you inform us, or of which we become aware, it shall be promptly rectified by us.
 

Direct marketing
With your consent, we will contact you to let you know about the progress we are making and to ask for financial and other support. We invite you to tell us how you want us to communicate, in a way which suits you. We will ask you clear marketing preference questions and include information on how to opt out when we send you marketing. If you don’t want to hear from us, then we understand. Just contact us at charity@nnuh.nhs.uk or call 01603 287107. If we run an event in partnership with another named organisation then your details may need to be shared. We will be very clear what will happen to your data when you register.

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Individuals Rights
Data Protection laws give individuals rights in respect of the personal information that we hold about you. These are:
1. To be informed why, where and how we use your information.
2. To ask for access to your information.
3. To ask for your information to be corrected if it is inaccurate or incomplete.
4. To ask for your information to be deleted or removed where there is no need for us to continue processing it.
5. To ask us to restrict the use of your information.
6. To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
7. To object to how your information is used.
8. To challenge any decisions made without human intervention (automated decision making)

Should you have any further queries on the uses of your information, please speak to the Charity Director or our NHS Trust’s Data Protection Officer – info.gov@nnuh.nhs.uk 

You have the right to opt out of communication or change the way we communicate with you at any time by contacting: charity@nnuh.nhs.uk.

Should you wish to lodge a complaint about the use of your information, please contact us at charity@nnuh.nhs.uk or the Trust’s Data Protection Officer: info.gov@nnuh.nhs.uk 

If you are still unhappy with the outcome of your enquiry you can write to:
The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire
SK9 5AF
Telephone: 01625 545700