The Hospital Saturday Fund Privacy Notice

This is the privacy notice of The Hospital Saturday Fund. In this document, “we”, “our”, or “us” refer to The Hospital Saturday Fund. The Hospital Saturday Fund is a Data Controller. We are a Registered Charity in the UK No 1123381 and in Ireland Registered Charity No 20104528. Our registered offices are at 24 Upper Ground, London, SE1 9PD and 5 Westgate Business Park, Kilrush Road, Ennis, Co Clare Ireland.

Introduction

This is a notice to inform you of our policy and about all information we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us or is provided on your behalf by an appointed representative/sponsor. It covers information that could identify you “personal information” and information that could not.

In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information. We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately. We take seriously the protection of your privacy and confidentiality.

We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate. Our policy complies with the EU General Data Protection Regulation (GDPR). The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data.

Data Privacy Policy

The Hospital Saturday Fund is committed to:

• Protecting the confidentiality, integrity and availability of the information it collects, stores, transfers and processes in accordance with the GDPR, and international good practice, and to meet its legal requirements and contractual obligations.
• Explaining why it needs personal information and only asking for the personal information it needs.
• Processing data only in a manner that is compatible with the specified, explicit and lawful purposes.
• Maintaining the accuracy and completeness of data.
• Only sharing personal information with other organisations as necessary, where the person concerned has given their consent to share their personal data, or where another legal basis of sharing the data overrides the need to give consent.
• Ensuring the individual can make requests in relation to their data subject rights.
• Not keeping personal information for longer than necessary or as required by legislation.
• Applying appropriate technological and organisational controls to ensure the security of personal data.

What information do we collect?

Individual Grant Applications
If you make an application for a grant, we collect three types of information: your personal details, your medical details and financial details.

Personal details
The personal details we collect are: your personal and contact details including name, address, date of birth, email address and telephone numbers, your occupation and the ages of any dependent children.

Medical details
The medical details we collect are: any medical condition, illness or incapacity you have (or have had). A copy of this information is kept securely by The Hospital Saturday Fund and our technology suppliers.

Financial details
The financial details we collect are a breakdown of the average weekly family income. This information will be used for the purposes of assessing a grant application. A copy of this information is kept securely by The Hospital Saturday Fund (and temporarily by our technology suppliers).

Payment Details
The payment details you provide will be used for electronic payments to be made to the account you provide. A copy of this information is kept securely by The Hospital Saturday Fund.

Site usage information

Site usage information – Log files and Matomo Analytics

This website uses log files and Matomo Analytics to track visits to the website in order to inform changes to the layout of the site and to the information on it, based on the way that visitors move around it. Log files do not contain any personal information but may record the IP address, the type of web browser and the operating system used during a visit to the website. Matomo subprocessor is stored in secure infrastructure for servers, databases and logs hosted in Paris, France.

Matomo is an open-source project brought to you by the Matomo team members as well as many other contributors around the globe. Matomo operates tracking methods such as counting the number of unique IP addresses or browser fingerprinting to identify users. Matomo does not use third-party cookies and all first-party cookies have been disabled.

You can opt out of being tracked by our Matomo Analytics below:

Opt-out complete; your visits to this website will not be recorded by the Web Analytics tool. Note that if you clear your cookies, delete the opt-out cookie, or if you change computers or Web browsers, you will need to perform the opt-out procedure again.

You may choose to prevent this website from aggregating and analyzing the actions you take here. Doing so will protect your privacy, but will also prevent the owner from learning from your actions and creating a better experience for you and other users.

You are not opted out. Uncheck this box to opt-out. You are currently opted out. Check this box to opt-in.

The tracking opt-out feature requires cookies to be enabled.

External links

Our sites – hsfcharity.com, hospitalsaturdayfund.org, hsf.co.uk, hsf.ie, hsf.eu.com and hsfassist.com are not responsible for the content of external internet sites.

Sending a message to our support team

When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need. We record your request and our reply in order to increase the efficiency of our business.

Why do we use your information?

In order to process your application, we must process the information you give us. Some of this information may be personal information. Processing is necessary for the purpose of legitimate interest, except where your rights as a data subject override that legitimate interest. You have given us your consent.

Who do we share your information with?

The Hospital Saturday Fund may share your data with regulatory bodies when it is a legal requirement to do so for the purpose of monitoring and enforcing compliances;

• Information Commissioners Office – UK
• Data Protection Commissioners – Ireland

In order to provide you with our services, we may share your data with third parties and other organisations within our group or other organisations to enable continuity of service, such as;

• Technical Support
• We share and store the information we collect, including your Personal Information to assist us administering your grant application through the CRM platform, Salesforce.

Your data outside Europe

Your personal information may be transferred to and stored and processed outside the European Economic Area (“EEA”). We will ensure that measures are in place to ensure that it is managed in compliance with Data Protection Law.

How long do we hold your data for?

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

• to provide you with the services you have requested;
• to comply with other law, including for the period demanded by our tax authorities;
• to support a claim or defence in court.

In line with our current retention policy, we retain your personal data for 7 years after you contacted The Hospital Saturday Fund.

Implications of not providing data

If you do not provide information, we may not be able to:

• Assess a grant application
• Contact you in relation to your grant application

We will tell you when we ask for information which is not a contractual requirement or is not needed to comply with our legal obligations.

How to exercise your information rights including the right to object

Access to your Data

You have the right to request a copy of all information about you held by The Hospital Saturday Fund.

Data Portability

You have the right to exercise your right to data portability in certain circumstances.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. There may be legal or other official reasons why we need to keep or use your data. However please tell us if you think that we should not be using it. We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, if this is the case we would not use or share your information in other ways whilst it is restricted. You can ask us to restrict the use of your personal information if:

• It has been used unlawfully but you don’t want us to delete it.
• You have already asked us to stop using your data, but you are waiting for us to tell you if we can keep on using it.

If you wish to exercise any of your above rights, you can do so by contacting the Data Protection Officer.

Verification of your information

When we receive any request to access, edit or delete personal identifiable information, we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

Right to complain

Should you not be happy with the way we handle your personal data, you have the right to complain. You can do so by contacting the Data Protection Officer. If your complaint reasonably requires us to contact a third party, we may decide to give to that third party some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is. You also have a right to lodge a complaint with the supervisory: UK: Information Commissioner Office Ireland: Data Protection Commissioner

Data Protection Officer contact details

The Hospital Saturday Fund 24 Upper Ground, London. SE1 9PD. DPO@hsf.eu.com

Other Information

Use of information we collect through automated systems when you visit our website

Cookies

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use. When you first visit our website, we ask you whether you wish us to use cookies. If you choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose. If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.

We use cookies in the following ways:

• to track how you use our website.
• to record whether you have seen specific messages we display on our website.
• to keep you signed in our website.
• to record your answers to surveys and questionnaires on our site while you complete them.

Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded. We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution. We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you. If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed into our website.

Encryption of data sent between us

We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us. Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.

Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you. However, ultimately it is your choice as to whether you wish to use our website.

Review of this privacy policy

We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records. If you have any question regarding our privacy policy, please contact us.