South Central Ambulance Charity strives for high standards in everything we do and are committed to respect the view of our beneficiaries, volunteers, donors and other stakeholders.
As part of our work we process and store personal information relating to our supporters, volunteers and donors and we adhere to the Data Protection Act 1998 and the General Data Protection Regulation (effective from 25 May 2018). We take our responsibilities under these acts seriously and ensure the personal information we obtain is held, used, transferred and processed in accordance with these acts.
South Central Ambulance Charity is part of South Central Ambulance Service NHS Foundation Trust (SCAS) who are registered as a Data Controller with the Information Commissioner’s Office (Registration Number Z9522464).
2 WHAT INFORMATION DO WE COLLECT AND WHY?
We will only ever collect the information we need. The personal data we store and process, the majority of which is given to us by you, may include:
Title, name and gender and previous surname
Contact details including postal address, email address, phone number and links to social media accounts
Your occupation and professional activities
Your recreations and interests
Family and spouse/partner details
Records of donations and gift aid status, where applicable (as required by HMRC)
Records of communications sent to you by South Central Ambulance Charity or received from you
Information about your wealth and media articles about you
Information on your engagement with fundraising events, or events and meetings organised by SCAS
We will not collect all of the above information in all cases. We collect this information in connection with specific activities, such as newsletter requests, event registrations, donations, feedback and other fundraising appeals and activity. The information is either needed to fulfil your request or to enable us to provide you with a more personal service by only sending the information and appeals that may be of interest and relevant to you.
The Charity may use third party partners to support activities described above notably Just Giving, Run for Charity, Mail Chimp and Unity Lottery. We will only receive your personal data from these third parties if you have given your explicit consent to that third party sharing your information. The receipt of data in this manner is treated no differently to any other held by the Charity and is bound by the terms of this privacy statement.
You do not have to disclose any of this information, however, if you do choose to withhold information we may not be able to provide you with certain services.
3 WHAT WILL WE DO WITH THE INFORMATION?
We will use the information you provide to:
Fulfil your requests – such as requests for newsletters, participation in events and interest in volunteering
To process donations, registration fees or other financial transactions
To provide a more personal service to you by sending newsletters, information, appeals and campaigns that may be of interest to you
To record any contact we have with you
As we are a fundraising organisation we may gather information about you from publicly available sources for example Companies House, the electoral register and the media, to help us understand more about you as an individual and your ability to support the Charity. We do not use any third party to carry out wealth screening on our behalf. By doing this we can have more focused conversations and communications with you about fundraising and volunteering.
If we contact you by email you will have the option to either unsubscribe to this form of communication either by clicking the unsubscribe button or replying to the email using the word unsubscribe in the subject line.
If at any time you wish to change the way in which we contact you or the information you receive you can email firstname.lastname@example.org or call the Charity Officer on 01689 365076
4 STORING YOUR INFORMATION
Information is stored by us on computers located in the UK. We may also store information in paper files.
We place a great deal of importance on the security of all personally identifiable information associated with our supporters, volunteers and donors. We use a third party customer relationship Management (CRM) database called Harlequin Software to manage our database of supporters, donors and volunteers. All access to the database is linked to specific role functions and only authorised users with individual login and password can access this data.
More information on how we use our Harlequin database can be found in our Harlequin Software – User and Access Policy. Harlequin’s privacy notice can be accessed at www.harlequinsoftware.co.uk/privacy/
5 YOUNG PEOPLE UNDER 16
Young people aged 16 or under who would like to participate in an event, make a donation or get involved with us will need to have their parent/guardian’s permission before giving us your personal information. We will not accept a donation or register you for an event without this permission. When we collection information about a child or young person, we will have clear reasons for doing so and will only do say with the appropriate permission of the adult.
6 PROTECTING PEOPLE WHO MAY BE VULNERABLE
We believe that giving to the Charity of your choice should be positive experience whether you are an existing donor or a new supporter. We are committed to fundraising in an honest and responsible way, so we take care to ensure we act appropriately with people who may be vulnerable. We also understand that people in vulnerable circumstances may need further support before making a decision about whether to make a donation. South Central Ambulance Charity recognises that we have an obligation to protect those who may be vulnerable. We are a member of the Institute of Fundraising and the Fundraising Regulator and are committed to following the Fundraising Regulator Code of Practice.
Full details on how we protect people who may be vulnerable can be found in our Protecting People who may be Vulnerable Policy
7 YOUR RIGHTS
You have the following rights in relation to the data we hold about you:
The right to know how your data is processed; this is explained to you in this privacy notice
The right to know what personal information we hold about you; this can be exercised by sending us a subject access request using the contact details below. We will respond within one month
The right to rectification; when we become aware, we will rectify any inaccuracies in your data
The right to withdraw consent and no longer hear from us; we will comply with any request to change your preferences or for your consent to be withdrawn within one month
The right to restrict processing; you can limit the way that we use your data
South Central Ambulance Charity considers its relationship with donors, supporters and volunteers to be ongoing. Individuals who consent to receiving information from the Charity will have their data retained for an initial four years. After a period of four years we will renew our request for consent to continue contacting you. If consent is not given data will be suppressed on our database. If over the following four years there is no further engagement from you then all personal data will be deleted from our database.
If you have given a donation to the Charity but no longer give consent for us to contact you then your record will be suppressed and you will not receive any further communications. Your personal information will however be retained and not permanently deleted until after seven years to protect the integrity of our financial donation records.
If you have completed a gift aid declaration and the Charity has claimed gift aid on your donation from HMRC then your record and all financial information must be kept for six years for HMRC audit purposes.
Full details of how we retain data can be found in our Retention of Data Policy
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use Google Analytics traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies but you can modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
9 LINKS TO OTHER WEBSITES
10 SOCIAL MEDIA SITES
If you have any queries, require further information of want to exercise any of your rights please contact:
South Central Ambulance Charity 7-8 Talisman Road
Oxfordshire OX26 6HR
If you have any concerns about how your information has been processed you should in the first instance refer to South Central Ambulance Charity’s Complaints Policy. If your complaint is specifically about the handling of your personal data and you wish to lodge a complaint with the Supervisory Authority in the UK you can contact:
Information Commissioner’s Office Wycliffe House