QEH King’s Lynn Charity Website Privacy Notice

1. Introduction

1.1 Rationale

This privacy notice demonstrates the Charity’s commitment to protecting and respecting people’s privacy.

1.2 Objective

The objective of the Privacy Notice is to:
Explain when and why we collect personal information about people who visit the Charity’s website or contact us, how we use this information, the
conditions under which we may disclose it to others and how we keep it secure.

1.3 Scope

This document covers staff, volunteers, patients, members of the public and the QEH supporters.

1.4 Glossary

The following terms and abbreviations have been used within this document:
Term Definition
QEH King’s Lynn Charity or Charity: The Queen Elizabeth Hospital King’s Lynn Charity
QEH or Trust: Queen Elizabeth Hospital Kings Lynn NHS Foundation Trust

2. Responsibilities

Associate Director of Communication, Engagement & Fundraising – Develop the strategy for the charity and annual work plan/priorities for fundraising.
Charity Manager – Oversee the day to day running of the charity in line with Trust policy, Charity Commission guidance, the Fundraising Regulator and Charities Code of Governance.
Fundraising Support Officer – Provide quality administration support including managing financial data, fundraisers, and sponsors’ enquiries (internal &
external) and donations for fundraising appeals and campaigns as well as internal fundraising events.
Charitable Funds Officer – Operational responsibility for maintain accounts and records as delegated by the Financial Controller including
claiming gift aid, point of contact regarding legacies and gifts in wills.
Charitable Fund Committee (CFC) – the CFC oversees the management, investment, and disbursement of charitable funds according to Charity Commissions guidance, ensuring compliance with the law governing charitable funds
Head of Cyber Security – Trust’s Data Security policies
Head of Information Governance & DPO – Trust’s Data Protection policies

3. Policy Principles

We are the QEH King’s Lynn Charity, a registered charity in England and Wales (no. 1051327). The registered address is the QEH King’s Lynn Charity, Queen Elizabeth Hospital Kings Lynn NHS Foundation Trust, Gayton Road, Kings Lynn, PE30 4ET

3.1 Why do we collect personal information?

Your information is collected to enable us to contact you in connection with our fundraising activities. This may include inviting you to an event, notifying you of our amazing work or simply saying thank you for a donation

3.2 What is our legal basis for processing your personal information?

As a charity we do not require the explicit consent of our donors to process their personal data. The QEH King’s Lynn Charity will be processing your information under ‘legitimate interests’

3.3 What personal information do we need to collect about you and how do we obtain it?

The personal information we collect might include your name, address, and email address. If you make a donation or purchase a product from us, your credit/debit 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.

3.4 What do we do with your personal information?

We may use your information to:

process a donation that you have made.
process orders that you have submitted.
carry out our obligations arising from any contracts entered into by you and us.
dealing with entries into a competition.
seek your views or comments on the services we provide.
notify you of changes to our services.
send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies’ goods and services.
process a grant or volunteer application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of taxation payments related Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

3.5 Who do we share your personal information with and why?

We may pass your information to our third-party service providers, agents, subcontractors, and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond Queen Elizabeth Hospital Kings Lynn NHS Foundation Trust for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

3.6 Third Party Product Providers we work in association with:

When you are using our JustGiving, Virgin Money donation pages or making a payment over the telephone, your donation is processed by a third-party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

We may transfer your personal information to a third party if we are under a duty to so in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected

3.7 How we maintain your records

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected. Once we receive your information, we make our best effort to ensure its security on our systems, using the Donorfy database system, which is a Cloud based app securely hosted on Microsoft Azure’s Platform as a service (PaaS) environment on their servers in Dublin, Republic of Ireland.

3.8 What are your rights?

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 and our exciting appeals, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information (supporter consent form). We will not contact you for marketing purposes by email, phone, or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: [email protected] or telephone on 01553 613 613.

3.9 How you can access and update your information

The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: [email protected], or write to us at: The QEH King’s Lynn Charity, The Queen Elizabeth Hospital King’s Lynn NHS Foundation Trust Gayton Road, King’s Lynn, PE30 4ET.

Alternatively, please telephone 01553 613 613.You have the right to ask for a copy of the information The QEH King’s Lynn Charity holds about you.

Data Protection Officer – on 01553 613078 or [email protected]