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GDPR: Privacy Statement – The Fountain Centre
The Fountain Centre is committed to protecting your personal information and using it in a manner which complies with necessary legislation. We believe your personal information should not be used improperly. We also believe in being clear about how we process your personal information and what we do to protect it.
Below is a summary of why we collect your personal information, how we use it and how we protect it:
WHY DO WE COLLECT YOUR PERSONAL INFORMATION
You may be interested in receiving information about us such as our fundraising events, working with us or our quarterly Newsletter. If you are, then we will need your personal information to send you the relevant correspondence and be clear about your preference as to how you would like to receive it, e.g. by email or through the post.
We may also need to collect relevant personal information should you seek advice or information from us, apply for a role with us, support or attend one of our events, make an appointment with one of our services or make a donation.
This means we may need to log your personal information on some of our computerised systems or create a document if required, so we have a record for our reference.
We may also use your personal information for specific projects which may be relevant to you. For example, we may need some coloured copier paper and you are an office supplies company. Having your personal information will enable us to contact you and ask if you would like to help. This would only be done if you have given us your consent to be contacted by us.
HOW DO WE COLLECT YOUR PERSONAL INFORMATION?
We will ask you to complete a consent form. This will give you various options on the type of information you may wish to receive and in what format, e.g. email, text, letter etc. You will be able to choose which information about us you would like to receive and how. Should you change your mind about the options you have chosen, you can complete a new consent form or withdraw your consent at any time. If you wish to withdraw your consent then please let us know by email firstname.lastname@example.org or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX.
We may telephone you initially to obtain your consent for future contact. In those circumstances, our telephone number will be displayed and we will clearly identify ourselves. We will also check if you do not want any further contact from us. If that is the case we will update our records.
WHAT PERSONAL INFORMATION DO WE COLLECT?
It will be personal information that enables us to contact you about our activities and services. We will only send the information (via the method) you have given us your consent to do so. For example, you may choose to receive our Newsletter via email and fundraising events information via post. This means we may need to collect your name, postal address, email address and telephone numbers as well as any other relevant contact information.
HOW DO WE USE YOUR PERSONAL INFORMATION?
Our main use is to log contact details for people who wish to support us. This could be by volunteering, joining in fundraising activities or making donations.
We also need to keep a record of people who use our services; why they use it, when and how? This helps us to understand our client needs and what services we might need to expand or improve. It also enables us to manage our funding and resources as efficiently as possible.
DO WE SHARE YOUR PERSONAL INFORMATION?
We may need to share your personal information between the various teams within our organisation. This may be necessary when it comes to arranging appointments, events, courses or information relevant to your use of our facilities.
Although we sit within a NHS Trust we do not share personal details with our NHS colleagues without consent.
We do share postal addresses with a mailing company who produces and sends out our Newsletter. This information will not be used for any other purpose.
HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We keep the following personal information as follows:
• Consent to receiving correspondence from us: 7 years for compliance with both data protection and privacy laws.
• Registration forms: 7 years for compliance with Public Liability and principles of good practice.
• Medical and psychological information: 7 years for compliance with Hospital and professional governing bodies associated with our services.
• Image consent: images are destroyed after 7 years (although reviewed annually) along with your consent form. We consider this to be best practice.
• Donation correspondence: 7 years for compliance with the Charities Act 2016
• Parental/Guardian Consent: taking into account the age of the child, a minimum of 10 years for compliance with Public Liability and principles of good practice.
• Request for personal information: 7 years which we consider to be best practice.
• Requests to be removed from our records: 7 years for compliance with data protection and privacy law.
• Gift Aid claims: 7 years for compliance with HMRC requirements for evidence
• Gift Aid declarations: 7 years for compliance with UK financial legislation 1988
• Legacies: 7 years after all legal matters have been completed. We consider this best practice.
You can change any choices you have made concerning the personal information you have given us at any time. Please contact us by email email@example.com or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX accordingly.
IF YOU ARE AGE 16 OR UNDER?
Before giving us any personal information, you must get your parents/guardian permission to do so. This can be done by email firstname.lastname@example.org or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX
WHAT ARE YOUR RIGHTS?
You have the right to know what personal information we hold about you. You can write to us by email email@example.com or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX and request we verify what personal information we have. We have one month to respond in writing. There will be no cost to you.
You have the right to know about how we collect and use your personal information.
You have the right to object to us using your personal information for clear and valid reasons. A request to stop using your personal information for any direct marketing purposes is one we will act upon immediately and stop all correspondence accordingly.
You have the right to ask us to correct or remove any inaccuracies we may have regarding your personal information. Should any of your personal information change then please contact us via email firstname.lastname@example.org or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX and we will update our records within one month.
You have the right to ask for your personal information from us and use it for your own purpose. Please contact us with your request by email email@example.com or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX and we will respond within one month.
You have the right to ask us to restrict how we use your personal information if there is a concern about accuracy, legal issues or you wish to restrict the use of your personal information rather than delete it. In other words, it may mean we can record your personal data but not be able to use it. This is not an absolute right and is only applicable in certain circumstances. If we should need to investigate the matter then we will write to explain why. Any correspondence would be sent to you within one month of receiving your written request.
You have the right to ask us to pass on your personal information to a third party. Please contact us via email firstname.lastname@example.org or in writing to The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX and we will process your request within one month.
You have the right to withdraw your consent for us to have your personal information on our records at any time. You can do this by writing to us either by email email@example.com or letter at The Fountain Centre, St Luke’s Cancer Centre, Egerton Road, Guildford, GU2 7XX. We will delete all of your personal information from our records within one month of receiving your written request. Please be aware that you may receive some communication from us which may have already been instigated before we could update our records.
Please note we may need to hold some of your personal information as evidence we have actioned a request you have made, or to comply with necessary legislation, or to act in the interest of the public for example. Should there be a legal or significant reason which prevents us from carrying out your request at any stage, we will inform you accordingly in writing.
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USE OF LINKS TO OTHER SITES
We may include links to other sites via our website. Please note we do not own or manage those sites and cannot therefore be held responsible for how privacy or information is collected or controlled.