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?

Direct marketing

How do we use your information?

Patient data

Children's data

The accuracy of your data and keeping it up to date

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 EU General Data Protection Regulation 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 updates (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.

Our main method for collecting data is when you give us your information when you sign up to one of our events, tell us your story, make a donation, buy our products or communicate with us.

Additionally, 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.

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.

 

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, updates 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 fulfilment organisations. Additionally, we may need to share a limited amount of personal information with Cambridge University Hospitals following a donation or if you are attending an event in which we are working in partnership with their staff.

Any information we collect is stored and processed in the UK apart from our e-newsletter service provider which 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.

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.

ACT will endeavour to provide access to our privacy information notice as early as practicable. This may include our information notice which is a brief overview of our assurances and information of where our full privacy statement can be found.

The reasons for ACT conducting research on an individual in order to approach them to support a number of our activities as a charity are as follows:

  • Segmentation of supporters so that we provide relevant information to supporters in relation to our campaigns, events and other fundraising communications.
  • To allow us to analyse and review the success of campaigns and understand what may be of most interest to our supporters ahead of future campaigns.
  • To determine whether individuals may be interested in supporting ACT and therefore may be interested in being approached as a donor;
  • To ensure that we have reasonable information of who supporters or prospective supporters may be and, in compliance with ethical and regulatory responsibilities, minimise the risk of our charity suffering unnecessary harm or reputational damage.

ACT may conduct research and profiling by using existing supporter data and/or data from publicly available sources.

ACT may conduct research to understand whether an individual could have an interest in being a supporter of certain causes. In doing this we may use publicly available information from sources such as (but not limited to) Twitter, LinkedIn, websites of other charities that individuals are involved with, Companies House, newspaper lists, search engines and media posts such as articles.

Occasionally we may also research the networks that an individual is publicly recognised to be a member of, such as on the board of a not-for-profit or philanthropic body, which may have similar interest to the objectives of ACT.

ACT endeavours to guarantee that the research or profiling of any supporter is completed in a way that does not unreasonably or unexpectedly intrude on an individual's privacy and we will always keep the individuals rights under the Data Protection Act at the centre of our planning and implementation.

ACT will only ever use research data within the organisation for the purposes of our own fundraising and only share with a supplier working on our behalf and under our control. For example, ACT Trustees and committees.

ACT will ensure all research undertaken is fair and transparent and will actively provide the supporter and/or potential supporter with our information notice and links to our full privacy policy as early as practicable but within one month.

 

Direct marketing

 

We will process your personal data and contact you when it is lawful and fair to do so and in a transparent way. You’ll be contacted as long as you have actively consented to the communication method or via post if you are classified as having a ‘legitimate interest’ to keep you up to date with news, appeals, events, items from our charity shop and how supporters like you are transforming patients' lives. Whenever we process your personal data via ‘legitimate interest' we ensure your rights and interests are not overridden and will not process your personal data if we feel that there is an imbalance. If you would like to understand how ACT decides who has a legitimate interest in relation to being contacted, please contact the Data Protection Lead via hello@act4addenbrookes.org.uk. ACT will maintain a Record of Processing Activity (ROPA) which outlines lawful basis for processing in general and processing of personal data.

We invite you to tell us how you want us to communicate, in ways which suit you. We will also include information on how to opt out of future marketing. If you don't want to hear from us, then we understand. Just contact us at hello@act4addenbrookes.org.uk or call 01223 217757.

 

If we run an event in partnership with another named organisation then a minimal amount of details may need to be shared for administration purposes to ensure your invite is managed accurately and attendance monitored correctly. We will be very clear what will happen to your data when you register.

Data retention – How long do we keep your data?

ACT’s supporter personal data is held securely on the database for as long as is deemed reasonable and necessary in accordance to the original purpose it was gathered for. If you would like further information regarding our retention procedure, please contact us via email: hello@act4addenbrookes.org.uk or tel: 01223 217757.

 

 

Patient data

We do not have access to patient data.  

The hospital does sometimes contact 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. ACT will endeavour not to send direct marketing to anyone under the age of 16 (this will only be possible if a date of birth is provided so it can be marked against the supporters’ profile). 

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 possible, 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. 

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. However, 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.

Cookies collected include:

ASPXANONYMOUS

This is a cookie that stores a unique ID for anonymous users for which you can use to track data against for individual users. 

um_IsMobile - Detects if the web browser is on a mobile device. Google Analytics for website usage analysis. 

ASP.NET_SessionId - A cookie that ASP.NET uses to store a unique identifier for your session. 

Language - Allows the language to be set according to a cookie. 

__utmt - Google Analytics - Used to throttle request rate. 

__utma - Used to distinguish users and sessions. 

__utmb - Used to determine new sessions/visits 

__utmc - Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit. 

__utmz - Stores the traffic source or campaign that explains how the user reached your site. 

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

 

Subject rights

Under the EU General Data Protection Regulation individuals have an increased number of rights which include access to the personal data we hold about you, ACT will ensure individuals can trigger all of their rights in accordance with the EU GDPR. 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 Lead
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 or you can contact the Information Commissioners Office at https://ico.org.uk/

ACT is registered with the Information Commissioner's Office under registration reference: ZA232762

Cookie Notice

Cookies are small text files which store information about online behaviour to better customise the user experience during repeat visits. This usually includes a form submitted by the user to the site, so that when they next visit, the cookie will automatically serve up their personal details, saving the user time by not having to complete their details again.

The use of cookies can be stopped by amending your internet browser settings. Each browser has its own process for disabling cookies. To disable cookies for your browser please visit: http://www.allaboutcookies.org/manage-cookies/ which has instructions for most browser types. If you have any questions or technical issues, please contact your browser provider directly.

Donate by text

Terms and conditions

Regular gift

Here are some more details about how you can help Addenbrooke’s Charitable Trust by giving monthly via text message.

After signing up

You’ll need to reply to the message that we sent you to activate your gift. When you have responded to the text, your gift will be activated and your first donation of £3 will immediately be taken from your phone bill or your pay-as-you-go credit. You’ll be charged £3 plus one standard rate text message in the first month.

Each month from then on

This is a charity subscription service to Addenbrooke’s Charitable Trust. Each month you'll receive a free text as a reminder, the day before your gift is due. If you're happy to give you don't need to do anything and you'll be charged £3, or you can choose to skip a month.

You will be charged £3 a month thereafter. We will receive at least 99% of your donation depending on your network provider.

Choosing to skip a month

When you receive your free reminder text, if you'd prefer not to give, simply reply SKIP within 24 hours of receiving the message and we won't take your donation that month. You’ll be charged one standard rate text message.

If your phone is out of range or switched off, you don't need to worry. We'll only take your gift 24 hours after we know that your phone has received our message.

See your gifts in action

We want you to see how your gifts are helping, so we’ll sometimes send you links to photos and videos on our website. You can view this content on an internet-enabled phone or computer.

We won't charge you for content but, as with any mobile browsing, viewing could mean you incur charges from your network provider.

Gift Aid

Your gift through this service is eligible for Gift Aid. In order for us to reclaim the tax you have already paid on your gifts and make them worth a quarter more, at no cost to you, see below.

Some important details

Unless otherwise stated, there will be no refunds for the cost of any SMS text made.

By using this service, you agree that we may call or text you on your mobile in the future about our work and how you can help. One important reason for this is to talk to you about the Gift Aid scheme. But if you'd rather we didn't call, please contact our Donor Care team on 01223 217757 or hello@act4addenbrookes.org.uk.

All supporters must obtain permission from the bill payer before sending a text message. If you are under 16 years old, you must have your parent or guardian's permission before signing up to our campaigns.

Ending your support

We hope that you won't cancel your gift and that you'll use the SKIP system if you decide not to give in a particular month. However, if you want to end your gifts permanently, you can text STOP to 70111 to unsubscribe altogether.

If you'd like to talk to us about giving through your mobile, please call our Donor Care team on 01223 217757 or hello@act4addenbrookes.org.uk.