Purpose of processing

Your data is required to enable Day One to provide appropriate and effective support and services to you and your family, if you have been affected by major trauma. We also process data to keep you up to date with information regarding our activities and events.

What information we need

We will need enough information to assess how we can best support you and your family, determine eligibility for financial support and delivery of that financial support, as well as providing you with the information you request from us.

This may include:

• Name, address, phone and email address
• Date of birth
• Communication preferences
• The type of support and services required
• Reasons why the requested grant, accommodation, transportation is required
• Your relationship with family members
• Details of your major trauma injuries and the hospital and ward you are admitted to
• Bank account information (to make payments if your application for financial support in the form of a small grant if successful)

Legal basis and why we need the information

Consent

We generally ask for consent to process your data as our service requires us to understand your injury, which is health information. Due to the nature of our service, we are not always able to obtain consent directly from you due to your condition or age. Therefore, where appropriate, we may instead obtain consent from an authorised third-party representative (e.g. parent, guardian, power of attorney, next-of-kin).

We can provide you with ongoing support after you leave the hospital. We will only process your data for this purpose with your consent.

We will ask if we can communicate with your further regarding the work of Leeds Hospitals Charity and Day One which we will again only do with your consent. Such communications may include fundraising and marketing opportunities as well as offering additional support, opportunities to get involved in research or a feedback survey to enable service evaluation.

If your family member applies for a grant on your behalf, we ask for information regarding your relationship with the family member/s in order to assess eligibility. This data is processed with your consent and/or the consent of your family member/s.

To meet the terms of grant funding (contractual necessity), we are required to collect name, contact details, date of birth and bank details. If this information is not provided, we may not be able to process the application.

We will always ask for consent for any email and SMS marketing.

You can withdraw your consent at any time. Please see Section 10 – Your Rights.

Legitimate interest

We will rely on our legitimate interest as the legal basis for sending you postal marketing or to contact you by telephone.

What we do with the data

Your personal information will be kept secure within Leeds Hospitals Charity using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

In order to provide you with the services you have requested, we may share the data with the following (depending upon the services requested):

•  NHS Trusts within the West Yorkshire Major Trauma Network.
• Day One Partners (such as hotels, taxi companies, legal panellist, Citizens Advice – Leeds, etc)
• Our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.
• Third parties where this a legal obligation to so, for example regulators and law enforcement
  authorities.

We may share your data with third parties in order to ensure that it is accurate and up to date. For example, this may include comparing your details against the National Deceased Register, and Royal Mail’s National Change of Address. We may use other or new lists as is appropriate to ensuring the accuracy of the information we hold about you.

We will pass your details to our third-party email marketing provider Mailchimp who processes our bulk email communications (where you have given your consent to receive marketing/fundraising emails). They are based in the USA and are accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA. Their privacy notice can be accessed through the following link: https://mailchimp.com/legal/privacy/

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy - Sharing of Your Information.