Privacy Policy The purpose of this Privacy Notice Leeds Hospitals Charity is committed to ensuring we are transparent about ways in which we use your personal information and that we have the right controls in place to ensure it is used responsibly and is kept safe from inappropriate access, theft, or misuse. Your personal data will be processed according to our policy and UK data protection law. If you would like further details about our policy and how we may process your data, please get in touch. Personal information can be anything that identifies and relates to a living person, not just your name and this Privacy Notice provides a summary of: the services we provide. the personal information we collect, use and share. how we keep your information safe. your information rights. how to contact us and how to complain Contents Recent updates to this policy Who we are When we collect information What information we collect What your information is used for Sharing of your information Our lawful basis for processing your data Storage and security of your data How long we keep your data for Your rights Changes to this policy How to contact us Key terms Cookie Policy How we use your data 1. Recent updates to this policy Updates may be made to this policy from time to time. 2. Who we are Leeds Hospitals Charity is a charity registered in England and Wales (Registration Number 1170369). According to UK data protection law, we are the ‘data controller’ and responsible for handling your data lawfully. We are the charity of Leeds Teaching Hospitals NHS Trust (LTHT); supporting NHS staff to deliver the best care for patients and their families, by raising funds for equipment, services, education, and research. We have a number of linked charities with whom it shares one set of accounts, a charity number, and a Board of Trustees. 3. When we collect information The main sources of information are from you directly or via our website and social media channels. From other organisations you have interacted with and from those that may hold your personal information. In some circumstances we may also gather data from publicly available information about you. 4. What information we collect Your personal information may include some of the following, i.e., name, date of birth and contact details, family and next of kin details, stories and images, financial, tax status and banking details, cookies when accessing the website and digital channels. We will only collect information that is necessary for us to undertake the necessary purpose we have identified. Some of your personal information may include ‘Special categories of data’ which is defined in law and requires additional protection because of its sensitivity, i.e., racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data and biometric data, sex life; and sexual orientation, criminal offence data. 5. What your information is used for The main purposes we use your data for include: fundraising/donations, communication and newsletters, applying for or working with us as an employee, trustee, volunteer, fund advisor, sole trader, consultant. For handling compliments/complaints, executing a will, financial and anti-fraud operations, sharing stories and images. In some circumstances we may process your data in your best interests or the interests of the public to safeguard you. We may also gather information about you from the public domain in order to understand you better and so that we might send you appropriate communications. This is commonly referred to as profiling. Whenever we do this, we ensure it is not intrusive, you may stop such activity at any time. For a full list of our purposes please refer to section 15 of this notice. 6. Sharing of your information We will not share your data other than for the purposes we use your data for, unless permitted by the law. We will not sell, trade or lease your personal information to others. Your information will be kept secure within the UK or any country which the UK believes has adequate safeguards to protect you with the exception of where we use service providers for specific service such as bulk mailings, e.g., newsletters. In these circumstances we will ensure appropriate safeguards are in force. 7. Our lawful basis for processing your data In order to be lawful when processing your personal data, we rely on at least one of the following conditions. Your consent, although this is not the only condition we can rely on. Other conditions may include our legal obligations, for contract purposes, where it is in your vital interests or for a lawful public task, research and our legitimate interests. 8. Storage and security of your data We are committed to keeping your personal information safe and secure by implementing appropriate technical and organisational controls. This includes ensuring our staff are aware of their obligations and are regularly trained. 9. How long we keep your data for We commit to keeping your personal information no longer than required by law and/or our operating needs. We maintain a policy on data retention which is periodically reviewed. 10. Your rights Your rights include the rights of access, to be informed, to request rectification, erasure, restriction of processing, data portability, to object and in relation to automated decision making and profiling. If you would like to exercise any of your information rights, please get in touch. 11. Changes to this policy We reserve the right for us to change the policy as required. 12. How to contact us You are able to contact us as follows: Leeds Hospitals CharityGround Floor, Trust Headquarters,St James's University Hospital,Beckett Street,Leeds, LS9 7TF Phone 0113 539 7020 Email [email protected] You may also contact the regulator of information rights in the UK: Information Commissioner’s Office (ICO) by calling their helpline on 0303 123 1113 or by writing to them at: Information Commissioner’s Office,Wycliffe House,Water Lane,Wilmslow,Cheshire, SK9 5AF. 13. Key terms We are a data controller which means we decide why personal data is to be collected and how it will be used and treated. Your personal data is information that can be used to identify or contact a specific individual, such as a name, address, telephone number, email address, etc., and online identifiers and location data such as IP addresses and mobile device IDs. Special category data means personal data revealing your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data; data related to your health; data concerning your sex life or sexual orientation; and data related to criminal convictions or involvement in criminal proceedings. 14. Cookie Policy Cookies are small text files that are placed on your devices by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We use a variety of cookies, and most web browsers allow some personal management of cookies. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org. 15. How we use your data We use your data when you: donate, fundraise, or support Leeds Hospitals Charity sign-up for our eNewsletter play our lottery or sign up to our raffles provide us with your stories and images (video, stills, audio recordings) work with us to execute a will (as an Executor, Associated Charity, or Beneficiary) apply for funding become a Fund Champion peer review our funding applications are awarded funding from our patient, volunteer or employee support funds shop in our online shop donate to our retail units and sign up for gift aid apply for employment or a voluntary position provide a reference for our staff, volunteers or Trustees apply to become a Trustee undertake background checks on potential and actual members of staff, Trustees and volunteers attend one of our Board, Committee, Group or Panel meetings work with us as an agency worker, consultant or sole trader supply our charity with products or services are provided as an emergency contact for one of our staff, volunteers or Trustees make a complaint Manage Cookie Preferences