Addenbrooke's Charitable Trust

Updated on 23 January 2017

Privacy statement

Addenbrooke’s Charitable Trust (ACT) is committed to protecting your privacy. This statement explains how we will handle the personal information you provide to us and what we learn about you from your visit to our website.  You may also like to see our accompanying fundraising promise.

By using this site, you are agreeing to the terms of this privacy statement. 

1. Data protection overview

2. Your data and Addenbrooke's Charitable Trust

What personal information do we collect?

Why and how do we collect your information and keep it safe?

The accuracy of your data and keeping it up to date

Direct marketing

How do we use your information?

Patient data

Children's data

3. Digital data

Website

How we use 'cookies' 

Securing your passwords

Other websites

Emails terms of use

Text donations 

4.  About this privacy statement

Opting out of ACT communications

Access rights

Privacy queries


1. Data protection overview

We are conscious of our responsibilities under the Data Protection Act 1998 and we shall endeavour to ensure that the personal information we obtain will always be held, used and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations. 

We have a data protection policy which is available on request.

2. Your data and Addenbrooke's Charitable Trust

What personal information do we collect?

Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, fax number and credit/debit card details. We collect personal information when you donate money, undertake fundraising activities, ask about our activities, register on our website, order products and services (such as publications and email newsletters), or otherwise give us personal information online, in paper or electronic form, over the phone or face to face. We only collect your debit/credit card details if you provide them to us to make a donation. The card details are redacted once the donation is processed. We only collect bank account details if you set up a direct debit payment for regular donations to us. These details are held securely.

By giving us your personal details you agree that all personal data you submit may be processed in the manner and for the purposes described below.

We may analyse your personal information to create a profile of your interests and preference so that we can contact you with information relevant to you. We may make use of additional information about you, including geo-demographic information and measures of affluence, when it is available from external sources to help us do this effectively.  This helps us understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do.  We may also use your personal information to detect and reduce fraud and credit risk.


Why and how do we use your information and keep it safe?

We do not and never will sell or swap your data.

We will use your personal information to provide you with the services, products or information you have requested, for administration purposes and to further our charitable aims, including for fundraising activities. We may need to share your information with our service providers such as external mailing houses that process our appeals. We have strict data protection arrangements in place with these fulfillment organisations. 

Any information we collect is stored and processed in the UK apart from our e-newsletter service provider who is based in the US and covered by the Privacy Shield Framework.

We reserve the right to share your personal information if we are legally obliged to and to enable us to apply our terms and conditions and other agreements. This includes exchanging information with other organisations for fraud and credit risk reduction and for police investigations.

We will ensure that there are appropriate technical controls in place to protect your personal details and our network is protected and routinely monitored.


How we collect information about you

We collect information about you in the following ways:

When you give it to us directly - you may give us your information when you sign up to one of our events, tell us your story, make a donation or buy our cards or communicate with us.  Sometimes, when you support us, your information is processed by an organisation working for us (such as a mailing house), but we are responsible for your data at all times.

When you give it to us indirectly - your information may be shared with us by independent event organisations, for example the London Marathon or fundraising sites like Just Giving.  These independent third parties will only do so when you have indicated that you wish to support Addenbrooke's Charitable Trust and with your consent.  You should check their privacy policies when you provide your information to understand how they will process your data.

When you give permission to other organisations to share it - depending on your setting or the privacy policies for social media and messaging apps like Facebook and Twitter, you might give us permission to access information from those accounts or services. You may also provide permission for third party organisations to share your data with us, such as Unity, our lottery provider.  

We combine information from these sources with that which you provide to us directly.  We also use this information to gain a better understanding of our supporters to improve our fundraising methods, products and services.


The accuracy of your data and keeping it up to date

We ask that you please let us know when you move house or change your contact details, then we can keep our records up to date.  If mail (postal or electronic) addressed to you is returned to us as 'moved away' (or something similar) then we may use publicly available sources, such as the Post Office's National Change of Address database, to double-check and update your details.

While we endeavour to ensure that the information we hold about you is accurate and, where necessary, kept up to date, we shall assume that in the absence of evidence to the contrary, the information you provide us with is accurate. Should there be any inaccuracies in the information of which you inform us, or of which we become aware, it shall be promptly rectified by us. 


Direct marketing

With your consent, we will contact you to let you know about the progress we are making and to ask for financial and other support.  We invite you to tell us how you want us to communicate, in a way which suits you.  We will ask you clear marketing preference questions and include information on how to opt out when we send you marketing.  If you don't want to hear from us, then we understand.  Just contact us on hello@act4addenbrookes.org.uk or call 01223 217757.

If we run an event in partnership with another named organisation then your details may need to be shared.  We will be very clear what will happen to your data when you register.


Patient data

We do not have access to patient data.  

The hospital does contact 'past patients' on our behalf, asking if they would like to hear more from our charity.  At no point do we see any patient data.  We only contact patients directly if they 'opt-in' from this mailing by returning a permission slip.  Funds are not diverted from patient care for this.


Children's data

If you are aged 16 or under, please get your parent/guardian’s permission before giving us your personal details.  

 

3. Digital data

Website

If you do nothing other than read pages or download information while using this website, we will capture and store information about your visit. We will not be able to identify you from this; it relates to (i) the Internet domain and IP address from which you access the website (ii) the type of browser and operating system you use (iii) the date and time of your visit, (iv) the pages you visit, and (v) the address of the website from which you linked to us (if applicable).

We collect this anonymous information to make each visit more rewarding, and to provide us with information to help improve our service.


How we use 'cookies'

Like most websites, we use 'cookies' to help make our site, and the way we use it, better.  Cookies mean that a website will remember you.  They're small text files that sites transfer to your computer (or phone or tablet).  They make interacting with a website faster and easier.  We also collect this information so we can see what type of device and operating system you're using to access our website .  This helps us optimise our website for the most frequently used devices.

 

Securing your passwords

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.


Other websites

Our website contains links to other websites belonging to third parties, for which we have no responsibility.  We do not control the privacy practices of these other sites.  You should therefore make sure when you leave our site that you have read that site’s privacy policy.


Emails terms of use

Emails aren't always secure so please bear this in mind when you get in touch.  

The information in emails is confidential, so if you've received one by mistake, please delete it without copying, using, or telling anyone about its contents.

 

Text donations

 

4. About this privacy statement

We may modify, add or remove sections of this privacy statement from time to time. You may like to check this page from time to time. 


Opting out of ACT communications

If you do not wish to receive future communications from ACT please contact us at:

Data Protection Officer
ACT, Box 126, Addenbrooke’s Hospital, Hills Road, Cambridge CB2 0QQ
email: hello@act4addenbrookes.org.uk Tel: 01223 217757

 

Access rights

You have a right to access the personal data we hold about you. If you wish to obtain a copy of this information, please write to us or email us at the addresses given below enclosing your postal details:

Data Protection Officer
ACT, Box 126, Addenbrooke’s Hospital, Hills Road, Cambridge CB2 0QQ

email: hello@act4addenbrookes.org.uk Tel: 01223 217757

 

Privacy queries

If you have any questions regarding this statement, or you wish to update your details or remove your personal data from our records, please contact us at the above address.