This policy tells you what information we (Rotherham Hospital and Community Charity) collect, what we do with it, how we will keep it secure and who it might be shared with.
We offer a wide range of services, and this policy applies when you:
Use our website
Donate to us
Support us (for example when you fundraise for us or participate in one of our events)
Rotherham Hospital and Community Charity is a registered charity (1054407) based at Rotherham Hospital, and operates to support the care and needs of The Rotherham NHS Foundation Trust patients and their families. The Rotherham NHS Foundation Trust strives to provide the highest level of care using the funding it receives from the central government to the local community and surrounding area. These include emergency department services, outpatient clinics, inpatient services, maternity and children’s services. However, there are always ways in which we can fund extra special resources, equipment and projects for our patients and their families.
This privacy notice explains how Rotherham Hospital and Community Charity use personal information.
The Rotherham NHS Foundation Trust are registered as Data Controllers with the ICO, registration ZA067076, which means the Trust decides how, when and why your personal data will be used. Rotherham Hospital and Community Charity are the Data Processors.
We gather information about you when you use our website or interact with us, for example when you contact us about fundraising activities or events, or sign up to receive news and events updates. We also collect information from you when you make a donation, sign up to an event or organise your own fundraising event on behalf of the charity.
Sometimes, when you support or fundraise for us through another organisation (for example Just Giving), information may be shared with us. You should check their privacy policy when you provide your information to understand fully how it will be processed. When you use social media (for example Facebook, Twitter and Instagram), you may also be sharing information with us, so please check your profile settings and their privacy policy.
We need to collect certain information from you in order to process gift aid. If you do not provide your information to us, this may mean that we are unable to fully process your donation or thank you for your support.
The personal information we collect from you may include your name, address, telephone number and email address. All website analytical data we receive is anonymised.
If you make a donation online, your card information is not held by us – it is collected by a separate company who are our third-party payment processors such as Just Giving or Stripe. They are committed to the secure online capture and processing of card transactions. The card information will only be used to process the payment.
In some circumstances, we may need to collect sensitive personal information concerning your health and wellbeing. As an example, if you participate in one of our fundraising events (such as a sponsored run or skydive), we may ask if you have any health conditions that we need to be aware of. Where we collect this information, we will treat it with extra care and only for the purpose we tell you about. Likewise, your information will always be processed in accordance with this Privacy Policy, and all details that you provide us with will be kept secure and held for no longer than necessary.
We may use your information to:
We regularly review how long we hold onto your personal information. We are required to hold some types of information to fulfil our legal obligations (for example for the collection of financial information and gift aid). However, we will only ever hold your personal information on our systems for as long as necessary (or as long as set out in any contract you hold with us).
We will only ever use your information for the purpose we told you when you originally provided it.
The legal basis that we rely on for processing your information will depend on the circumstances in which it is being collected and used. However, in most cases, it will fall into one of the following categories:
We will never sell or rent your information to third parties (for example another charity). We will never share your information with third parties for marketing purposes.
We may pass your information to a third party who works on our behalf to provide you with services. For example, so that we can send you email newsletters, we have to pass your name and email address onto an email software company which specialises in sending email newsletters. When we use these organisations, we provide them with only the personal information that is necessary to deliver the service. Likewise, we have contracts in place that means they must keep your information secure and not use it for their own marketing purposes. We may, however, be required to release your information due to a court order, or for the purposes of the prevention of fraud or other crime.
When you make a donation, it will be processed by a third-party payment processor, who specialises in the online gathering and processing of card transactions. For example, if you are fundraising for the charity, this could be Just Giving or Stripe. If you have any questions regarding secure transactions, please contact us.
When you donate cash or a cheque, this will be processed by our official banking partners at HSBC and NatWest.
When you enquire about, or sign up to, one or more of these services, they will use your details to provide you with information, and carry out their responsibilities arising from any contracts or agreements you have entered into with them. In some cases, they will be both the data controller and data processor of your information, so we advise you to read their privacy policy carefully.
We have a duty to disclose your personal information in order to comply with legal regulations, or to enforce our terms of use, or to protect the rights or safety of our supporters and donors. But we will always take steps to ensure that your privacy continues to be protected.
You have full control over whether or not you wish to receive information from us. On the form on which we collect your information, you can tick the relevant boxes to choose whether you want to receive marketing communications from us (such as newsletters or event updates). We will always tell you why and how the information will be used.
We will never contact you for marketing purposes by email, telephone or post if you have told us that you don’t want to be contacted. You may change your marketing choices at any time by:
You also have the right to object to other processing that we may carry out. You can do this by writing, emailing or telephoning us. However, please bear in mind that this may affect our ability to carry out tasks for your benefit. For example, if you object to us processing your information with regard to a donation, we may not be able to thank you for your support.
Under the General Data Protection Regulations and Data Protection Legislation, you have the following rights:
The right to request a copy of your personal data which the Charity holds about you.
We must be completely transparent with you by providing information ‘in a concise, transparent, intelligible and easily accessible form, using clear and plain language’. Our privacy notice is one of the ways we let you know how data is handled.
You have the right without undue delay to request the rectification or updating of inaccurate personal data.
You can ask for there to be a restriction of processing such as where the accuracy of the personal data is contested. This means that we may only store the personal data and not further process it except in limited circumstances.
You can object to certain types of processing such as direct marketing.
Where personal data is processed on the basis of consent and by automated means, you have the right to have your personal data transmitted directly from one data controller to another where this is technically possible.
You can request the erasure of personal data including when:
The Freedom of information Act 2000 provides any person with the right to obtain information held The Rotherham NHS Foundation Trust subject to a number of exemptions.
Make a Freedom of Information request.
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 sent over a secure web connection.
Although any other information will be sent by a secure connection, information sent over the internet and/or email can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure its security on our systems.
You have the right to make a complaint about how we (or any third parties) use your personal data. As a local charity, we encourage people to come forward with any suggestions and queries, and welcome people challenging us if they feel that the use of their information is unfair, misleading or inappropriate. You can contact us by using the details at the top of this policy.
You also have the right to make a complaint directly to the supervisory authority, which is the Information Commissioner's Office (ICO). They can be contacted by telephone on 0303 123 1113.
Alternatively, visit the Information Commissioner's Office website.
Our website may contain links to other websites run by other organisations, including when signing up for some events. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites – even if you access them using links from our website. The same applies if you linked to our website from another website.
A cookie is a small file stored on your computer created when you visit a website. We use cookies to analyse anonymised user behaviour so that we can continue to improve our website. You can turn off cookies using your browser Settings or Options pages. You can also visit the ‘Help’ function in your browser to show you how to turn them off. Please note that turning off cookies may affect expected functionality of the website.
We may analyse your personal information to create a picture of your interests and preferences, alongside a history of your relationship with the charity. Profiling can help us target our resources more effectively by gaining an insight into the background of our supporters. We may then use this information to contact you with information that you may find relevant, as discussed in the section ‘How is your information used?’. We may make use of additional information about you when it is available from external sources to help us do this effectively, such as from Companies House, public registers, magazines and newspapers. We may also use your personal information to detect and reduce fraud and credit risk.
We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission whenever you provide us with personal information.
We will regularly review this policy to ensure it reflects how we use and handle your information. We may, from time to time, change this policy, so please check this page occasionally to ensure that you’re happy with any changes.
Rotherham Hospital and Community Charity Privacy Policy
Last reviewed: September 2022