Who we are Expand The Lewisham and Greenwich NHS Trust Charity makes a difference by funding projects and initiatives that enhance care and improve patient, visitor and staff experience. Supporting projects that fall outside of standard NHS provision, the charity supports University Hospital Lewisham, Queen Elizabeth Hospital in Woolwich and the wider community the Lewisham and Greenwich NHS Trust serves. The Lewisham and Greenwich NHS Trust Charity is a registered charity no: 1050522
What personal information we collect Expand In carrying out our day to day activities we have relationships with our supporters, our staff, trustees, volunteers, grant applicants, staff of the Hospitals, and patients and visitors to the Hospitals. As a result we collect, store and process personal information on a day to day basis. Our use of personal information allows us to meet legal requirements, make better decisions, communicate with all of our stakeholders and fundraise more efficiently. The type and quantity of information we process and how we use it depends on why you are providing it to us. Examples include making a donation or submitting an enquiry For most purposes we may collect the following: your name; contact details (including postal address, telephone number, e-mail address and possibly your social media identity); date of birth; gender; information about your activities accessing and using our website(s), about the device you use to access these, your location, but only identified by your IP address and/or MAC address and not your name. information about how you wish to hear from us in the future; your bank or credit card details where you provide these to make a donation or payment; information as to whether you are a UK taxpayer to enable us to claim Gift Aid; where relevant information relating to your health (for example if you are taking part in or attending a challenge event) for health and safety purposes; information relating to your reasons for supporting the charity which may refer to additional personal information where you have indicated that you have left us a legacy in your Will, any information regarding next of kin with which you may have provided us to administer this; where you are private individual acting as an executor of a Will which includes a legacy to our Charity. If you apply for, or accept a role within the Charity, as an employee, trustee or other volunteer: we will collect the information necessary for us to process these applications, assess your suitability and support or manage this relationship appropriately; we will collect information required to manage our ongoing relationship which for staff will include personal bank account information; age, nationality and ethnicity information where relevant for monitoring purposes. If you are a member of staff and apply for grant funding: we will collect the information necessary to process the application, and pay the grant, which may include personal bank account information and names of individuals participating in the project being funded.
Special Category Data Expand Certain types of personal information are in a special category under data protection laws, as they are more sensitive. Examples of this type of sensitive data would be information about health, religious beliefs, or sexuality. We only collect this type of information about our supporters, volunteers or staff where there is a clear reason and purpose for us to do so. When we use special category personal information, we will either do so on the basis of your explicit consent, or because we need to process it for employment purposes, or because it is in your vital interests. Examples of where we might collect special category data are: If you wish to support our fundraising activities, we may ask you about any connection with Lewisham Greenwich NHS Trust to help us understand more about our supporters. If you choose to tell us, your experiences of the services within the Hospitals. If you are supporting us by participating in publicity for the work of the Charity (eg for a case study about the work of the Hospitals). Where you or a family member or close friend have been a patient in the hospital, we will always ask for your express consent if we propose to use this information, including photographic images, in support of fundraising or reporting our charitable impact. We may request health information if you are taking part in a sporting event to ensure that it is safe for you to take part, or in relation to an event where there may be a need to provide appropriate facilities or support. For employees or volunteers, we will collect information regarding your individual medical condition and/or disability so that we can ensure that the role is suitable and that we can adapt our processes or environment to address the condition.
How we collect information about you Expand Information you provide to us directly We collect personal information from you when you enquire about our activities, register/sign up for an event, make a donation, enter a raffle, apply for or accept a job, volunteer, engage with our social media channels, apply for grant funding, respond to a survey we have sent you, or otherwise provide us with your personal information and agree to be contacted. We may also collect this type of information if you make it public or volunteer it to us when engaging with us. Information you provide to us indirectly Your information may be shared with us by third parties, for example independent event organisers, fundraising sites like Just Giving or other organisations engaged by us in the future to raise funds for the charity. These independent third parties will only do so when you have indicated that you wish to support Lewisham Greenwich NHS Charity and with your consent. You should check their Privacy Notice when you provide your information to understand fully how they will process your data. Information provided about you by a friend or relative signing you up for one of our events. We also use third parties to collect data on our behalf to support our activities. This might include processing your donations, setting up Direct Debits, running raffles, event registrations, and ensuring our records are as up to date as possible through running address and detail verification checks. Information from other sources In addition to the information you give us, we may add information from publicly available sources including data from, for example, reputable newspapers, company websites, Companies House, the Charity Commission, Who’s Who and Debrett’s, LinkedIn/Twitter. We may also use geographic and demographic information based on your postcode. We do this in order to manage our fundraising effectively and to give you the best experience by tailoring our approaches to you according to your interests as well as the level at which you could potentially support us. This also enables us to manage our fundraising efficiently and effectively so we can raise more to spend on our beneficiaries. We also obtain data from public sources to ensure the addresses and postcode information we hold on you is kept up to date. Website cookiesCookies are used to gather information on how you use our website. Cookies are text files, which identify a user’s computer to our server. Cookies in themselves do not identify the individual user, just the computer used. The Support Lewisham Greenwich NHS Trust website uses persistent cookies – these are used to track returning visitors. They expire after 12 months and enable us to compare website traffic from month to month. Cookies help us identify which pages are most visited and which events or activities are of most interest. This information can be used to help us improve our website and services and ensure we provide you with the best service. Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website. You can reject cookies. Most browsers allow you to refuse cookies – consult the help section of the browser toolbar. Information on controlling cookies or rejecting cookies is available from several web sites, e.g. www.aboutcookies.org Website analytics This website uses Google Analytics tracking codes to measure performance enabling us to enhance and improve services for our audiences. However, we do not collect personally identifiable information (PII) as all data collected is anonymous. For full details on how Google Analytics works, please visit Google Analytics Terms of Service. If you do not want Google Analytics to use your data, then please visit Google Analytics opt-out browser add-on. Use of email products for bulk mailingWe also use products for sending emails to large numbers of people and can identify from this product whether the email has been opened, and whether links within the email have been clicked. This enables us to determine whether our emails are of interest to the recipient
How we will use your personal information Expand How we may use your information will depend on the reasons why you are providing it and any associated legal/regulatory obligations. This will include the following: If you are making a donation, registering for an event or have completed an online enquiry form. To provide you with information and updates about our work including fundraising activities unless you have indicated that you do not wish to receive this; To send you information about our fundraising campaigns and activities, ways to get involved or invite you to an event. To process donations you have made or entries into an event, prize draw or raffle; To submit Gift Aid claims to HM Revenue and Customs; For administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for; For internal record keeping, including the management of any feedback or complaints; To conduct due diligence and ethical screening or assessments for fraud prevention; To use anonymised personal data to benchmark our activity with other relevant organisations or report information requested by Regulators; Collecting information which tells us more about the people who support us which enables us to shape the information we are sending to them (see below). If you are using our websiteWe will use the information to: Use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you; Analyse and improve the services offered on our sites to make it as user-friendly as possible. If you apply for, or accept a role within the Charity, as an employee, trustee or other volunteer Process your application for a job or a volunteer position Support and manage this relationship and pay and/or reimburse you for expenses (as appropriate); To meet our legal obligations; for instance, to carry out contractual obligations between you and us, or meet our obligations to regulators, government and/or law enforcement organisations; If you apply for grant funding To process applications for grants and reimburse individuals for any expenses; To collect information on the impact of our grants and report how our charitable funds have been used in pursuit of our objectives and public benefit. Collecting information which tells us more about the people who support us We collect and analyse information about individuals, or groups of individuals, by combining the data you provide with data we obtain from other sources and carrying out analysis in order to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately. Some examples of such activities and the purpose of these activities are as follows: Segmentation analysis This analysis helps us to gain a better understanding of our supporters, their interests, of how they are engaging with us and helping to understand broader demographic and geographic trends. This also helps us identify communications of potential interest to each supporter and communicate to our supporters cost effectively. Research We may also undertake research on an individual supporter’s personal information to help us understand more about the interests of an individual and ensure our communications are tailored appropriately. This may include research on demographic, philanthropic, business and financial information from publicly available sources, including but not limited to Companies House, The Electoral Roll, Charity Commission and from social media sites such as LinkedIn. We may also estimate their gift capacity, based on their visible assets, history of charitable giving and how connected they are to Lewisham Greenwich NHS Trust Charity. We only use reputable sources, where someone would expect their information may be read by the public. We do not use information sources which have not been broadcast or made public. Identification of new potential supporters We would like to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This can be assisted through research aimed at finding individuals who might be interested in our cause and be able to support us at a high level. These might be local business people who have been prominent in our community or people who have made public an interest in our particular area of work. This may include people connected to our current major supporters or trustees. The activity would involve looking at publicly available information (press articles, public profiles on networking sites). This activity might also result in us processing data of individuals who we conclude that we will not contact. The above activities help us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you. Due Diligence We will conduct due diligence and ethical screening to ensure we take appropriate steps to know who our donors are, particularly where meaningful sums are donated and to ensure we meet money laundering regulations.
The legal basis for processing Expand There must be a legal basis for each use we make of personal information. The relevant legal bases are set out in the data protection regulations. Specific consent Consent is a positive opt in - Where we ask you if we can use your information in a certain way, and you agree to this (for example when we send you marketing material via email or text). When you have given consent, for your information to be used for a specific purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time. Legal obligation We may have a legal basis to use your personal information where we need to do so to comply with one of our legal/ regulatory obligations. For example, in some cases we may need to share your information with our various regulators such as the Charity Commission, the Fundraising Regulator, the Information Commissioner or HMRC, or to use information we collect about you for due diligence or ethical screening purposes. In connection with a contract which you are party to We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract. Examples of this would be if you are applying to work/volunteer with us, supporting us through participating in a fundraising event or otherwise being funded by us. Vital interests We have a basis to use your personal information where it is necessary for us to protect your life or health. For example, if there were to be an emergency impacting individuals in our offices or at one of our events, which required us to contact people unexpectedly or share their information with emergency services.
Who has access to your personal information? Expand Your personal information is stored on our systems, access to which is limited to Staff working in Lewisham Greenwich NHS Trust Charity, IT and finance staff employed by the Lewisham Greenwich NHS Trust infrastructure provider and Trusted data processors. The Lewisham and Greenwich NHS Trust Charity does not sell your data to third-parties. However, we do work with third-parties to process data, as outlined in this Notice. These processes are controlled by contracts with appropriate terms protecting personal data. Third-party organisations processing data on behalf of The Lewisham and Greenwich NHS Trust Charity (this list is updated from time to time). Organisation Nature of Processing Facebook Social media messaging Twitter Social media messaging Instagram Social media messaging Just Giving Fundraising platform Enthuse Fundraising platform Access UK Limited Website platform London Marathon Ltd Event Registration GoCardless Payment Processing Stripe Payments UK Ltd Payment Processing Skyline Promotions Ltd Event registration Microsoft (Europe) Cloud Service provider HMRC Tax matters including Gift Aid administration Poppulo email service provider
How we keep your personal information secure Expand We ensure that there are appropriate technical controls in place to protect your personal details; for example our online forms are always encrypted and our network is protected and routinely monitored. We use a secure server when you enter into any money transaction from our website supplied by one of our processors. We also take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. Any payment details, such as bank account or credit/debit card information on paper donation forms are destroyed once the donation has been processed and we are sure it has been received. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff or volunteers and third-party organisations contracted to provide specified data processing services to the Charity.
How long will we hold your personal information for? Expand We will keep your information for as long as required to enable us to operate our services, but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. If you have pledged a legacy gift, it will be necessary to retain your data until the gift is received so that we can match the gift against your pledge. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time.
Your choices Expand 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 the Trust and our events and activities then please let us know at any time by contacting us. We will not contact you for marketing purposes by email or text message unless you have told us you agree to us contacting you for this purpose by such channels. If the telephone number we hold for you is registered with the Telephone Preference Service (TPS) then we will not contact you on that phone number except for administrative purposes unless you have given us consent. If you choose to send a donation or communication to us by text message we promise to make it clear to you in the promotional material which includes the number to text what you are consenting to and provide instructions for how you can opt out. If you unsubscribe from communications from us from any or all of the communication channels mentioned above and in addition from post, then we will update our records to stop further communication as quickly as we can. We will only ever share your data if we have your explicit and informed consent that you have positively opted-in to. That we have explained the rationale for doing so, although we may share information with staff within the Trust if you have given us a donation to benefit the area in which that member of staff works or has responsibility.
Keeping your information up to date Expand The accuracy of your information is important to us. You can update your information with us, including your address and contact details at any time. If you would like to change your preferences or update the details we hold about you, please contact the Head of Charity on the contact details provided.
Your rights in relation to the personal information we hold about you Expand You have the individual right to request: · access to, and a copy of, the information we hold about you (see contact details below); · to update or amend the information we hold about you if it is wrong; · to restrict how we process or use some or all of your personal information; · to change your communication preferences at any time; · to ask us to remove some or all of your personal information from our records unless we have a legal obligation to retain it; · to object to the processing of your information for marketing purposes; · that information held electronically be transferred to another third party either directly or through you, and · You have the right to raise a concern or complaint about the way in which your information is being used (see Complaints section below). See Data Protection Act 2018 / UK GDPR Individual Rights Request link in this section if you wish to make an Individual Rights Request
Children and privacy Expand We take the protection of children very seriously. To that end, we require that children under 16 do not submit any information to our website without a parent’s or guardian’s consent. We will not knowingly request or collect from a child any information online that can be traced to the child, such as an email address, name, or information about the child’s family. Unless a parent or guardian consents to such use in advance, we will not knowingly use information that a child provides to us for any fundraising or promotional purpose.
Vulnerable circumstances policy Expand We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Charity is in a position to make a free and informed decision.
Data Protection Act 2018 / UK GDPR Individual Rights Request Expand In the first instance, if you have a Data Protection Act 2018 / UK GDPR complaint or wish to make an Individual Rights Request about any use of your information, you should contact either the Trust Information Governance Team, or the Trust Data Protection Officer (DPO) Trust Information Governance Team Trust Data Protection Officer University Hospital Lewisham Trust Data Protection Officer Queen Elizabeth HospitalTelephone Telephone 0208 333 3000 0208 333 3000 020 8836 6000 Address University Hospital Lewisham 1st Floor, Estates Building, Lewisham High Street, London SE18 6LH University Hospital Lewisham High Street Lewisham London SE13 6LH Queen Elizabeth Hospital Stadium Road Woolwich London SE18 4QH email [email protected] [email protected] [email protected] You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office, the UK data protection regulator. Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 (local rate)
Complaints, compliments or comments Expand If you are unhappy with our work or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services. If you would like to make a complaint, compliment or comment then please get in touch with our Charity team. Contact details are at the top of this page.
Changes to our Privacy Notice Expand We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on this website and by contacting you directly. If you have any questions about our Privacy Notice then please contact the Head of Charity, Lewisham Greenwich NHS Trust who will be happy to talk you through it. Our contact details are: Head of Charity Lewisham and Greenwich NHS Trust Charity University Hospital Lewisham Ground Floor Waterloo BlockLewisham High Street, London SE18 6LH Email: [email protected]