About us Privacy Statement Valley Hospital Charity (VHC) is extremely grateful for your support. We want you to feel confident and comfortable about the safety of your personal information when making a donation to benefit the Hospital. In providing VHC with your personal details by web, phone or post we will protect your privacy. We do not buy/sell or swap any personal data with a third party. Being an NHS Charity, we do not have access to your medical record, nor do we share your personal details with our NHS colleagues. _________________________________________________________________________ Data protection overview We are conscious of our responsibilities under the GDPR (General Data Protection Regulation). We endeavour to ensure that the personal information we obtain will always be held, used and otherwise processed in accordance with all data protection laws and regulations. Your data and Valley Hospital Charity What personal information do we collect? Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, fax number and credit/debit card details. We collect personal information when you donate money, undertake fundraising activities, ask about our activities, register on our website for events, order products and services (such as publications and email newsletters), or otherwise give us personal information online, in paper or electronic form, over the phone or face to face. We only collect your debit/credit card details if you provide them to us to make a donation. The card details are redacted once the donation is processed. We only collect bank account details if you ask us to set up a direct debit payment for regular donations to us. Upon processing these details they are destroyed. By giving us your personal details you agree that all personal data you submit may be processed in the manner and for the purposes described below. Legal basis for Valley Hospital Charity processing personal data Valley Hospital Charity collects and uses supporters’ personal data because is it necessary for: the pursuit of our legitimate interests (as set out below); In accordance with the ICO (Information Commissioner’s Office) guidelines, a lawful basis for processing data is legitimate interests. Legitimate interests can be your own interests or the interests of third parties. They can include commercial interests, individual interests or broader societal benefits. In general, we rely on legitimate interest as our legal basis for communications, although we also seek communication preferences through opt-in consent where possible. Our legitimate interests We acknowledge that the following are in-line with legitimate interests as a basis, and the way our supporters would expect us to process their data for: updating our supporters on how Charity money has been spent; informing our supporters of our latest Charity appeals; updating our supporters on Charity and relevant Hospital news; sending promotional communications which are relevant to their previous support and possible future giving; complying with our legal and regulatory obligations; handling supporter queries. Why and how do we use your information and keep it safe? We do not and never will buy, sell or swap your data. We will use your personal information to provide you with the services, products or information you have requested, for administration purposes and to update you with further fundraising activities that we believe are of interest to you. Any information we collect is stored and processed in the UK. We reserve the right to share your personal information if we are legally obliged to and to enable us to apply our terms and conditions and other agreements. This includes exchanging information with other organisations for fraud and credit risk reduction and for police investigations. We will ensure that there are appropriate technical controls in place to protect your personal details and our network is protected and routinely monitored. How we collect information about you We collect information about you in the following ways: When you give it to us directly - you may give us your personal information when you sign up to one of our events, make a donation or communicate with us. We are responsible for your data at all times. When you give it to us indirectly - your information may be shared with us by independent event organisations, for example the tour operator Discover Adventure who deliver our Ride4Life event or fundraising sites like Just Giving. These independent third parties will only do so when you have indicated that you wish to support Valley Hospital Charity and with your consent. You should check their privacy policies when you provide your information to understand how they will process your data. When you give permission to other organisations to share it - depending on your setting or the privacy policies for social media and messaging apps like Facebook and Twitter, you might give us permission to access information from those accounts or services. You may also provide permission for third party organisations to share your data with us, such as Unity, our lottery provider. We combine information from these sources with that which you provide to us directly. We also use this information to gain a better understanding of our supporters to improve our fundraising methods, products and services. The accuracy of your data and keeping it up to date We ask that you please let us know when you move house or change your contact details, then we can keep our records up to date. If mail (postal or electronic) addressed to you is returned to us as 'moved away' (or something similar) then we may use publicly available sources, such as the Post Office's National Change of Address database, to double-check and update your details. While we endeavour to ensure that the information we hold about you is accurate and, where necessary, kept up to date, we shall assume that in the absence of evidence to the contrary, the information you provide us with is accurate. Should there be any inaccuracies in the information of which you inform us, or of which we become aware, it shall be promptly rectified by us. Direct marketing We will contact you, from time to time, to keep you up to date with hospital news, appeals, events, items from our charity shop and how supporters like you are transforming patients' lives. We invite you to tell us how you want us to communicate, in ways which suit you. We will also include information on how to opt out of future communications. If you don't want to hear from us, then we understand. Just contact us at [email protected] or call 01322 428392. If we run an event in partnership with another named organisation then your details may need to be shared. We will be very clear what will happen to your data when you register. Patient data We do not have access to patient data. The Hospital includes our Charity Newsletter in written correspondence with patients on our behalf, asking if they would like to hear more from our Charity. At no point do we see any patient data. We only contact patients directly if they 'opt-in' from this insert by contacting the Charity directly and providing their personal information. Children's data Children aged 16 or under, must get their parent/guardian’s permission before giving us their personal details. Digital data Website If you read pages or download information whilst using our website, we will capture and store information about your visit. We will not be able to identify you from this; it relates to (i) the Internet domain and IP address from which you access the website (ii) the type of browser and operating system you use (iii) the date and time of your visit, (iv) the pages you visit, and (v) the address of the website from which you linked to us (if applicable). We collect this anonymous information to make each visit more rewarding, and to provide us with information to help improve our service. How we use 'cookies' Like most websites, we use 'cookies' to help make our site, and the way we use it, better. Cookies mean that a website will remember you. They're small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier. We also collect this information so we can see what type of device and operating system you're using to access our website. This helps us optimise our website for the most frequently used devices. Other websites Our website may contains links to other websites belonging to third parties, for which we have no responsibility. We do not control the privacy practices of these other sites, however, we have written assurance that they abide by the same data protection standards as ourselves. You should however, make sure when you leave our site that you have read their privacy policy. Emails terms of use Emails aren't always secure so please bear this in mind when you get in touch. About this privacy statement We may modify this privacy statement from time to time in line with statutory regulations. Opting out of VHC communications If you do not wish to receive future communications from VHC please contact us at: Fundraising and Voluntary Services, Darent Valley Hospital, Darenth Wood Road, Dartford, Kent, DA2 8DA email: [email protected] Tel: 01322 428256 Access rights You have a right to access the personal data we hold about you. If you wish to obtain a copy of this information, please contact us using the details above. Reviewed February 2023