Your Trust Charity’s Privacy Notice
Your Trust Charity is committed to ensuring your personal data is treated with the utmost care in accordance with our Privacy Notice. We will not share your data externally.
To give you transparent and clear information on how we process your personal data, we have updated our Privacy Notice to describe what personal data we collect, how we use it and what your rights are.
If you have any questions regarding your personal data, please contact us.
Information processed by the charity
The GDPR applies to the processing of personal data. Personal data only includes information relating to persons who can be identified directly or indirectly from the information in question, or a combination thereof.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
We value all our donors and will write to thank and acknowledge your donation in the first instance and any follow up enquiry about your donation i.e. to verify gift aid information you provided to the ward/service/department. We will not contact you beyond this unless you opt in to receive updates on what your donation has achieved.
All donations paid into charitable funds are accompanied by a donation receipt form or a pay in form which gives us information required processing your donation, writing to you and claim gift aid if appropriate. You can choose to be anonymous or opt out of receiving a letter of thanks from us; this will be placed on our records.
We are legally required to keep financial information for 6 years from the end of the financial year the transaction took place.
We will usually contact you by:
You can choose any combination of these methods when you sign up. You can change how we contact you at any time using the contact preference form or stop communications altogether. Membership is reviewed every three years.
If we have obtained your information this way, we will notify you first. You can exercise your rights at any time. Please see section on your rights below. Data is reviewed at the end of the campaign for which the data was sourced.
Our supporters, volunteers and customers kindly let us use photography and images of them to help our campaigns and activity come to life.
We keep these images stored in a secure location and will only use them with the subject’s consent. We keep these images for five years, unless you ask otherwise.
We have produced a guide, in partnership with some of our trusted providers, to raise awareness of legacy giving and later life planning. This booklet is available on request.
The website is operated by Sandwell and West Birmingham NHS Trust.
We also receive personal information indirectly, in the following scenarios:
- We receive your information by virtue of information you have provided to external online giving portal.
- A member of staff at SWBH gives us your contact details as part of an enquiry you have made.
- You contact us via social media.
Links to other websites
The Your Trust Charity website (www.swbh.nhs.uk/charity) contains links to other websites.
Following a link to another website
We send two types of newsletters:
- Newsletter to our members – We use a third-party provider, Mailchimp, to deliver our e-newsletters. We collect statistics around emails received and opened using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.
- Newsletter to fund managers – we use NHS mail to send this e-newsletter to our fund managers quarterly.
We do not sell your data or share it outside of the control of Sandwell and West Birmingham NHS Trust (the data controller). The Trust control the charity’s data and only associated members of staff are able to access it. Data is not shared outside the Trust except where we are legally required to do so, or to fulfil a contract with you i.e. to claim gift aid.
Please see the charity microsystem chart which show the flow of data within the charity an areas of transference outside the charity.
Sandwell and West Birmingham NHS Trust is the data controller for the charity. We abide by all their information governance policies and procedures, IT training and security process. All information is stored within the UK.
The charity keeps financial data from donations and fundraising events for 7 years all other information i.e. our membership database is reviewed every 3 years. All periods specified take into account any legal requirements, tax/accounting obligations. Documents are reviewed at the end of the minimum period. Prior to any decision to destroy them, documentation could be retained for longer with appropriate justification.
You have the right to ask us to delete personal information we hold about you in some circumstances. Please refer to the section on your rights.
We are also signed up to the Fundraising Preference Service to enable individuals to opt out from receiving fundraising communications from us. We actioned no requests from this service last year.
Your personal information is processed and stored in accordance with the legal requirements set out in the following legislature:
- Data Protection Act 2018
- General Data Protection Regulation
- Privacy and Electronic Communications Regulation
The charity will only process personal data where:
- You have consented to us processing your data
- To fulfil a contract with you
- Where we are legally obligated to process your data
- Where we believe it is in your legitimate interest (reasonable purpose for processing) or in the legitimate interests of the charity to process your data
Our Safeguarding and Protection of Vulnerable Adults policy and Safeguarding Children policy are available from our Trust and details are contained on the Trust website. In addition to our policy we have an agreed operating procedure to protect vulnerable people. Our staff and volunteers are familiarised with the code of conduct to ensure that it is applied properly.
The GDPR provides you with the following rights:
1. The right to be informed
You have the right to be informed about the collection and use of your personal data.We provide you with information about the personal data we collect, the purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with via our privacy notice.
2. The right of access
You can request access to any information we hold about you by contacting the SWBH Data Protection Compliance Officer via email: email@example.com or by telephone: 0121 553 1831.
You can also let us know of any changes to your personal information and if you would no longer like to receive updates from us on our fundraising efforts, by emailing firstname.lastname@example.org, calling us on 0121 507 5196, or writing to our Fundraising Manager at the charity address: Sandwell General Hospital, Ground floor, Trinity House, Lyndon, West Bromwich, B71 4HJ.
3. The right to rectification
The GDPR includes a right for individuals to have inaccurate personal data rectified, or completed if it is incomplete. You can make a request for rectification verbally or in writing by emailing email@example.com, calling us on 0121 507 5196, or writing to the charity office, Sandwell General Hospital, Ground floor, Trinity House, Lyndon, West Bromwich, B71 4HJ
4. The right to erasure
This is also referred to as the right to be forgotten. You can make a request for erasure in certain circumstance verbally or in writing. Further information on the right to erasure can be obtained on the ICO website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/
5. The right to restrict processing
You have the right to request the restriction or suppression of your personal data. This is not an absolute right and only applies in certain circumstances. You can make this request verbally or in writing. Further information can be obtained on the ICO website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-restrict-processing/
6. The right to data portability
You have a right to ask the charity to send a copy of your personal information that is held by the charity to another organisation.
7. The right to object to processing
You are allowed to object to process information which relates to personal data processed:
⦁ For direct marketing at any time. This includes any profiling of data that is related to direct marketing.
⦁ On the basis of public interest, exercise of official authority or legitimate interest .
⦁ For scientific or historical research
You can make this request verbally or in writing. Further information can be obtained on the ICO website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-object/
8. Rights in relation to automated decision making and profiling
This involves any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person. GDPR applies to solely automated individual decision-making, including profiling, with legal or similarly significant effects.At the moment our processing does not match this definition.You can exercise any of these rights at any time by contacting the SWBH’s Data Protection Officer.
Telephone: 0121 553 1831
At Your Trust Charity, we hope to meet your expectations all the time, because your support enables us enhance the experience of patients over and beyond NHS provision.
If it happens that we do not meet our own high standards, or our supporter expectations, we want to hear about it. We are always looking for ways to make our processes better and correct any of these situations as quickly as possible, ensuring they never happen again.
We take all complaints very seriously and we treat them as an opportunity to improve. This is why we are always very grateful to hear from you. If you are unhappy with how we’ve used your data please tell us so we sort it out. However, if you are still unhappy you have the right to complain to the ICO. The ICO can investigate your claim and take action against anyone who has misused personal data.
Further details are here:
- ICO helpline: 0303 123 1113.
We may make changes to this Privacy notice from time to time. If we make any changes in the way we use your personal information we will make this clear our website or by contacting you directly.