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. 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.
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 regards to the processing and control of your personal data.
What is GDPR?
The General Data Protection Regulation (GDPR) is a new EU regulation which came into effect on 25 May 2018. This new piece of legislation replaced the existing Data Protection Act 1998 and places a greater accountability on organisations when using personal information and in turn give customers new rights. The GDPR applies to all organisations that offer products or services to customers that reside in the EU as well as those that collect data from customers based in the EU. Despite the UK planning to leave the EU, all UK companies still have to comply with the GPDR.
What does this mean to you?
There is no action required, but there are a few changes you should be aware of. Under GDPR, we have a legal duty to protect any information we collect from you. We use leading technologies to safeguard your data, and keep strict security standards to prevent any unauthorised access to it. Upon the demonstration of satisfactory identification evidence, you may request a copy of the information we hold about you.
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.
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 dependant children.
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, Microsoft Azure.
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 Microsoft Azure)
Site usage information
Log files and Google Analytics
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
We share and store the information we collect, including your Personal Information to assist us administering your grant application through the CRM platform, Salesforce. All of your data is located in the EU.
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.
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
Use of information we collect through automated systems when you visit our website
- 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 in to 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