Worcestershire Acute Hospitals Charity (WAHC), are committed to maintaining the privacy of our donors, supporters, volunteers and staff. This policy outlines how we collect, store and use data provided over the phone, face to face, in writing, and through our website. The terms outlined in this policy may be updated, so please check the policy from time to time.
What information do we collect, and how is it used?
If you support WAHC this may be by volunteering, registering to fundraise, signing up for events, or making a donation; we usually collect the following data from you (if relevant):
Additionally, we may ask for information relating to your health if it is relevant to the activity you are doing, for example participating in high-risk events.
We collect information in the following ways:
When you give it to us directly. This may be provided over the phone, face to face, in writing, via email and through our websites. Sometimes when you support us, your information is collected by an organisation working for us (e.g. a mail processing agency), but we are responsible for your data at all times.
When you give it to us indirectly. Information you provide to independent event organisers (e.g. London Marathon) and fundraising sites (e.g. Just Giving) may be shared with us if you consented and you have indicated that you wish to support WAHC. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.
When you give permission to other organisations to share it. You may provide permission for third party organisations to share your data with other third parties, including charities. You may do this when you buy a product or service, register with a website that runs competitions or register with a comparison site. The information we get from those services depends on your settings or the responses you give, so you should regularly check them.
Through publicly available sources, such as the Post Office’s National Change of Address database.
We use these sources to ensure our records are up to date, and to check your mailing preferences. We will always consider your privacy and only do this with your knowledge, and you can request us to stop such processing if you choose.
How is my data used?
We mainly use your information to:
Sharing your story
Some of the people who have benefited from the work of WAHC and/or Worcestershire Acute Hospitals NHS Trust, choose to share their experiences to help further our work. We will only share this information if we have obtained the fully informed consent of the individual involved, or their parent or guardian if they are under the age of 18. This information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.
Sharing of data
We do not share or sell donor details with charities or other third parties for the purposes of marketing. However if you are participating in an event ran by another named organisation your details may need to be shared; in these instances we will inform you before your information is shared. We only disclose data to the suppliers we engage to process data on our behalf; in such cases information is only shared for the purpose of providing services on our behalf relating to communications, or agreements between yourself and WAHC. We are responsible for your data at all times. We will also disclose personal data when obliged to do so by law, or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation . Where we process your personal data with your consent you have the right to withdraw that consent.
Data Retention
WAHC uses the Harlequin Customer Relationship Management database to record data of donors and supporters. Supporters in the context of this policy and the records and data held by the Charity are defined as any individual who makes a donation, requests our newsletter or expresses an interest in supporting the Charity. Supporters will be added to the database when they initially engage with the Charity either to make a donation or to find out more about our work. Information that is available in the public domain is sometimes recorded in order to tailor appeals and communications.
Individuals who consent to receiving information from the Charity will have their data retained for an initial period of four years. They will receive tailored communication according to their recorded mailing preferences. After a period of four years their consent agreement will be renewed. If consent is not then given their data will be suppressed on the database. They will not receive any communication and only their name will be visible to all but the system administrator. If over the next four years there is no further engagement from the supporter their data will be deleted from the system.
Supporters who do not consent to further engagement with the Charity will still have their data recorded if they give a donation to the Charity. Their record will however, be immediately suppressed. If a donation has been received their data will not be permanently deleted until after seven years to protect the integrity of our financial donation records. After a period of seven years the data will be permanently deleted from the database.
Supporters who have completed a gift aid declaration and against whose donation the Charity has claimed gift aid from HMRC then the record must be kept for at least six years for HMRC audit purposes. It is essential the Charity is able to evidence a clear link between the donor, their gift aid declaration and the donation.
Marketing and your rights
Our marketing has clear marketing preference questions, and all our correspondence includes information on how to update your preferences.
Please be assured we will not pass on your details to any third parties, unless you give prior consent. You can change the preferred way we contact you at any time. If you want to change your preferences or no longer want to hear from us, please contact our donor support team on 01905 768954 or email info@wahcharity.org. You have the right to request access to your personal data; to correct any inaccuracies; to have your personal data erased; to restrict our processing of it; to object to our processing of it and to exercise your right of portability. Please note that the decision to grant your request in full, in part or not at all depends on the circumstances existing at the time of your request. If you are aggrieved by our decision please let us know and we will look at the request afresh. After that you may complain to the Information Commissioner. They can be contacted via www.ico.org.uk
IP (Internet Protocol)
All networks connected to the internet speak IP, the technical standard, which allows data to be transmitted between two devices. TCP/IP (Transmission control Protocol/Internet Protocol) is responsible for making sure messages get from one computer to another and that the messages are understood.
Cookie Policy
Our website uses ‘cookies’, which are text files placed on your computer, to help us analyse how the site is used. These cookies collect your IP address, information about the device you are using, and how you are using the website.
Reason for Cookies
We may use cookies for the following purposes, including:
Cookies and browser settings
The help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether. Additionally, you can disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-on's settings or visiting the website of its manufacturer. Important Note: Switching off cookies may render areas of this website inaccessible or unusable.
If you have any queries about this policy please contact:
Sophie Burt
Head of Fundraising and Community Development
Worcestershire Acute Hospitals Charity is a charity registered in England and Wales no. 1054612
Registered Office: Worcestershire Royal Hospital, 3 Kings Court, Charles Hastings Way, Worcester WR5 1DD
Copyright © 2019 wahcharity.org - All Rights Reserved.©
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