Brighter Futures promises to respect any personal data you share with us. We will make it clear what information we are asking you to share, why we asking for it and what we plan to do with it. We will make sure that we only use your personal information in accordance with Data Protection legislation. We will keep any information you share with us safe.
The information you share with us shapes and guides our future activities, such as events and appeals, allowing us to provide the greatest benefit to patients, visitors and staff at Great Western Hospitals NHS Foundation Trust. We will contact you through your preferred channel – email or post and only if we have received your consent. At any time you can change your preferences by contacting us on 01793 605631 or email@example.com or writing to Brighter Futures, Great Western Hospital, Marlborough Road, Swindon SN3 6BB.
- What personal information we capture
- Why we collect this information from you
- How we use that information
- Who we share your information with
- Your choices about the information we hold.
What information do we capture?
Personal information is any information that could be used to identify you. This includes information such as your name, email address, postal address or telephone number, financial information such as credit or debit card details, as well as your reasons for supporting our charity and/or information relating to your health such as the experience you or someone close to you have had in hospital. When you make a donation, take part in one of our fundraising event/activities or want to find out more about our work, we collect some of this personal information from you.
Some of this personal information you share with us directly, by email, post or phone. On other occasions this information is shared with us through a third party – for instance an event provider (Entry Central) or an online giving platform.
Data protection law recognises that certain categories of personal information such as health information, political opinion, religious beliefs or racial or ethnic origin, are more sensitive. These categories are referred to as ‘Special Category Data.’
As a hospital charity, many of our supporter’s reasons for giving are related to their own experience, or the experience of someone they love, in our hospitals. Under Data Protection Law, any personal information relating to your health is defined as ‘Special Category Data.’ If you to choose to share that information with us, including through online giving pages, we will record it as part of our relationship with you so we can fully understand the context of your relationship with us. We would never use this information for anything else. We have no access to your NHS records.
Sometimes, we may also obtain personal information about you from other sources, particularly if someone contacts us on your behalf, if you are taking part in a fundraising activity as part of a team or if you are introduced to the charity by a friend or family member.
If we have your explicit and informed consent to do so, we may also store photos, videos or other media that feature you.
What do we do with the personal information we hold?
We use your personal data to support you as donor and to process your donation, thank you for your gift, sign you up to an event or register you as a volunteer and to fulfil our legal obligations in meeting our audit and internal administrative requirements.
Where appropriate, to claim Gift Aid on your donation.
To keep a record of your relationship with us, to ensure we understand your personal interests and wishes in interactions with you.
To ensure that our charity is meeting the needs and wishes of our supporters in providing the greatest benefit to patients, visitors and staff across the Great Western Hospitals NHS Foundation Trust by being an effective and efficient organisation.
To send you communications about our work and the difference your donations and fundraising make, as well as future appeals.
Do you collect any personal information about children?
We are fortunate to have many supporters who are under the age of 18. If a child chooses to fundraise for us, take part in an event or make a donation, we do collect personal information but aim to manage it in a way that is appropriate to the age of the child. Where possible and appropriate we will seek consent from a parent or guardian before collecting information about children.
Our events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age appropriate.
What is the benefit to capturing this data?
In addition to processing your gift and meeting our legal obligations, the information that you share with us allows us to be a more effective organisation. In analysing the patterns and trends of our supporters, we can ensure we are meeting their expectations, communicating with them in the right way and determine the success of our campaigns and appeals. It also means we can tailor our communications with you, to provide a better supporter experience.
The support of our community is invaluable, so to make sure we have a tailored and appropriate relationship with you, we may also gather information about you that is in the public domain, for example from media articles or Companies House to help us understand more about you as a donor and your ability to support Brighter Futures. We may also use information about where you live or your networks to assess how interested you may be in supporting the charity. This way, we can ensure that we have focussed conversations with you about the parts of our hospitals that interest you most.
We might contact you after a significant period of time since your last communication or donation to us to update you about the work you funded or to enquire whether you are still interested in hearing from us.
How do we store your information?
The information you share with us can be categorised in three ways.
Personal information: Including name, contact details, communications with the charity, date of birth and personal interests.
This information is stored on a secure database (Harlequin) which only charity employees have access to.
Financial Information: For instance credit card or cheque details or gift details
Credit and debit card details are destroyed as soon as the donation has been processed. Transactional information in hard copy is kept for seven years to satisfy our audit requirements.
Video, photos and media files:
If we use your image in any media, including social media, newspapers and internal communications, we will ask you to complete a consent form that gives us permission to use it. At any point you can withdraw your consent however, once it has been reproduced – Brighter Futures have no control about where it is circulated.
We also store an archive of media material in hard copy, to highlight the charity’s activities and achievements over its history.
At any time you can request to see the information we hold on you by contacting us on 01793 605631 or firstname.lastname@example.org
Who do we share your information with?
This policy will be reviewed every two years and changes may arise. If there are any significant changes, we will endeavour to contact you to let you know.
At any time, you can request to change your contact preferences by contacting us at Brighter Futures, Great Western Hospital, Marlborough Road, Swindon SN3 6BB, emailing email@example.com or calling 01793 605631. We will endeavour to update all contact preference changes within five working days.
At any time, our supporters’ can ask to see the information we hold about them. In such an instance, we will respond within seven working days. Requests should be made to firstname.lastname@example.org