Privacy Policy

Introduction
This privacy policy sets out how the RNOH Charity uses and protects any information that you give the Charity, including when you use this website. We are a data controller registered with the Information Commissioner’s Office under registration number ZA285127.

The RNOH Charity is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

The RNOH Charity may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

How we collect information
We obtain personal information when you use our website, make a donation, enquire about our activities, register with us, send or receive an email, ask a question or otherwise provide us with personal information.

We may analyse the personal information we collect for the purpose of creating the best relationship with you and so that we can contact you in the most appropriate way and with the most relevant information.

If you sponsor a person using an online giving platform such as Just Giving and you indicate that you would like to hear from us, then they may pass on your contact details to us so that we can tell you more about our Charity. You should check the Privacy Statements of sites such as Just Giving, before you give them your information.

What we collect
We may collect the following information:

- Full name and title
- Gender
- Date of birth
- Contact information including address and postcode. This can also include place of work
- Phone numbers and email addresses
- Donation and Gift Aid details
- Emergency next of kin details (if you are volunteering for us)
- Information about your activities on our website and about the device you use to access these, for instance your IP address and geographical location.
- We may collect information relating to your health (for example if you are taking part in an event to promote the aims and objectives of the charity)

What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• To administer your donation including processing Gift Aid
• To thank you for your donations or other support
• To respond to you if you have made an enquiry
• Internal record keeping
• Promoting the aims of the RNOH Charity
• To send you information that we think you may be interested in, including updates on the work of the RNOH charity, our fundraising appeals, volunteering opportunities and events by post. We will also send this information by e-mail, where you have provided consent.
• To provide you with information about making a celebratory gift, leadership gift, donating in memory, leaving a gift in your will, or for any other fundraising channel you have expressed an interest in (including third party events), to raise money for the RNOH Charity.
• To deliver services, literature and/or other materials and information you have requested from us.
• Improving our products and services
• Sending promotional emails about RNOH-related information which we think you may find interesting using the email address which you have provided.
• We may need to share your information with our service providers for the purposes described above.
• If you start filling in a form on our website but don’t complete it, we may contact you to find out if there is a problem with our website, and to ask if we can be of any help.
  To administer our website and to troubleshoot, perform data analysis, research and personalise the online communications which are presented to you.
• We may use your data to undertake in-house research to find out more about your background and interests. From time to time we may engage specialist agencies to gather information about you from publicly available sources, for example, Companies House, the Electoral Register, company websites, ‘rich lists’, social networks such as Linkedin, political and property registers and news archives. We may also carry out wealth screening to fast track research using a trusted third party partner.
• We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers.
• To comply with applicable laws and regulations, and requests from statutory agencies.
• We may share your name, and details of your donation, with Royal National Orthopaedic Hospital NHS Trust in order to ensure your donations are used according to your wishes. This will be limited to senior members of staff only. You can let us know if you would prefer for your details to remain anonymous and we will always respect your wishes.

We may use other third party companies to provide services on our behalf, including but not limited to: sending postal mail and emails, checking our supporter’s personal information is accurate and up to date and processing credit card payments. We will only provide these companies with the information they need to deliver the service. We do comprehensive checks on these companies before we work with them, and we put a contract in place that sets out our expectations and requirements.

From time to time we may use digital marketing agencies and social media platforms such as Meta/Facebook to promote RNOH Charity news, fundraising campaigns and other ways to get involved. On some occasions your personal information, such as email address might be uploaded to these platforms so that we can present you with adverts that could be of interest to you. Your information will also help adverts target others with similar interests and identify new supporters to the RNOH Charity.  

We also may host encrypted personal cookie information on third party websites including Google and Meta/Facebook, to tailor and personalise our online communications with you. We use this information to identify ways in which you can support the RNOH Charity, and this allows us to show you more relevant digital content.

These third parties may include:

• Advertisers and advertising networks (for example, social media platforms like Facebook and Google Ad Sense)
• IT Service providers
• Analytics and search engine providers (for example, Google Analytics and Google Search) 

These companies are used for the purpose advertising the charity online and allowing us to effectively report the success of those adverts.

Legal Basis for processing
We process your data as described in this Privacy Statement because we have a legitimate need to do so to meet our charitable objectives. Some processing of data may be carried out to perform a contract with you, or it is required by law, such as the completion of due diligence, or obligations for processing Gift Aid on your donations.

We will only use your email or telephone information to contact you for fundraising or marketing purposes if we have your explicit consent to do so. In some cases, we may not yet have received consent from you to contact you by post, but feel that you may be interested in our communications (for example, if you have supported us in some way, perhaps by donating or signing up for a fundraising event). We may exercise our legitimate interest to contact you by post in these circumstances, but we will always carry out an assessment beforehand to ensure that the way we use your data is fair and does not exceed what you would reasonably expect to receive from us.

RNOH Charity legitimate interests include:

Charity Governance, including delivery of our charitable purposes, statutory and financial reporting and other regulatory compliance purposes;
Administration and operational management, including responding to solicited enquires, providing information, research, events management, the administration of volunteers and employment and recruitment requirements.
Fundraising and Campaigning, including administering campaigns and donations, and sending direct marketing by post, sending thank you letters and maintaining communication suppressions.

If you would like to change our use of your personal data in this manner, and/or you would rather not receive marketing material from us, please let us know at any time by writing to us at rnoh.charity@nhs.net.

Who we share your information with
We may need to provide your information to our suppliers who provide services on our behalf, to the extent necessary to enable you to receive those services.

If you make a payment or donation to us we will need to share your information with our payment processor.

We may also need to disclose your information if required to do so by law or as expressly permitted under data protection legislation.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Our database provider, Blackbaud Inc., has some functions which require transfer of data outside of the) UK, but all of their locations are compliant with UK requirements and they are a certified member of Privacy Shield. For more information please see their own privacy policy (https://www.blackbaud.co.uk/company/privacy-policy/europe).

If you do not want your data to be shared outside of the UK, please contact us on 020 8909 5362 or email rnoh.charity@nhs.net.

We use a secure service when you make a donation through our website. Payments are collected by Just Giving, which is Payment Card Industry Data Security Standard compliant. We suggest that you read their terms and conditions when using their service to make a payment as we are not responsible for data you share with them.

Please note that donations and event sign-ups made through our website and the marketing emails that we send are included in this data transfer.

How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Data retention
We will keep your personal data for no longer than is necessary for the purposes for which it is processed, in accordance with our internal policies.

The length of time that data will be kept may depend on the reasons for which we are processing the data and on the law or regulations that the information falls under such as financial regulations, statutory limitation periods, Health and Safety regulation etc., or any contractual obligation we might have.

Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:

• You can control the means by which we contact you, e.g. telephone, post, email. You can change your contact preferences at any time
• Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used for direct marketing purposes
• We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so

Your rights
You will always be given the opportunity to opt out of communication by any channel, or request that we stop processing data about you for certain purposes (e.g. profiling), at any time and we will always make it clear to you how to do this.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us (at RNOH Charity, RNOH Stanmore, Brockley Hill, Stanmore, HA7 4LP) or by sending us an email (at rnoh.charity@nhs.net). It may take up to 28 days for us to update our records and for you to stop receiving communications from us. After this time, we may still send you administrative communications, for example in relation to payments you have made or events you have signed up to take part in.

If you ask not to receive any fundraising communications from us, please be aware that your personal information may still retained and marked to prevent you from receiving any communications and to allow us to have our work independently audited. You have a right to ask us to remove your personal information, and if it’s not necessary for the purpose you provided it to us for, we will do so. In doing so, we will be unable to guarantee that you will not receive communications in the future, because we will have deleted your data and will therefore have no record of past requests from you.

If you want to guarantee that you will not receive communications from us, it is in your best interest for your data to be retained on our system so that your contact preference is recorded and adhered to.

We do not have any access to your medical records. We will not sell or lease your personal information to third parties. We will not share your information with a third party for their own purposes unless required by law to do so. You may request details of personal information which we hold about you. If you would like a copy of the information held on you please write to us at the address above or send an email to rnoh.charity@nhs.net.

If you believe that any information we are holding on you is incorrect or incomplete, please contact us by email rnoh.charity@nhs.net, by phone 0208 909 5362, or by post - RNOH Charity, Royal National Orthopaedic NHS Trust, Brockley Hill, Stanmore, Middlesex, HA7 4LP.  We will promptly correct any information found to be incorrect.

If you are unhappy with the way in which we have handled your personal data please contact us using the details below. You are also entitled to make a complaint to the Information Commissioner’s Office https://ico.org.uk/

We appreciate your support and aim to ensure that your privacy is treated with respect at all times, in compliance with the current Data Protection Laws.