Charity Privacy Notice

We value all our donors and will write to thank and acknowledge your donation in the first instance and any follow up enquiry about your donation i.e. to verify gift aid information you provided to the ward/service/department. We will not contact you beyond this unless you opt in to receive updates on what your donation has achieved.

All donations paid into charitable funds are accompanied by a donation receipt form or a pay in form which gives us information required processing your donation, writing to you and claim gift aid if appropriate. You can choose to be anonymous or opt out of receiving a letter of thanks from us; this will be placed on our records.

We are legally required to keep financial information for six years from the end of the financial year the transaction took place.

As a supporter you have signed up to receive updates about the activities of the charity including marketing and promotional materials.

We will usually contact you by:

• Post
• E-mail
• Telephone/mobile

You can choose any combination of these methods when you sign up. You can change how we contact you at any time using the contact preference form or stop communications altogether. Our supporter database is reviewed every three years.

If you volunteer with us, or enquire about our volunteering opportunities, we will usually obtain your consent to pass your information over to the SWBH volunteering team. They maintain your data according to their Privacy Policy and will assign you to the charity.

To enable us to fundraise for major capital campaigns we will research individuals and organisations to identify potential partnership opportunities, committee members and major donors. We may use an external fundraising consultant to help us with the research.

If we have obtained your information this way, we will notify you first. You can exercise your rights at any time. Please see section on your rights below. Data is reviewed at the end of the campaign for which the data was sourced.

Our supporters, volunteers and customers kindly let us use photography and images of them to help our campaigns and activity come to life.

We keep these images stored in a secure location and will only use them with the subject’s consent. We keep these images for five years, unless you ask otherwise.

The website is operated by Sandwell and West Birmingham NHS Trust.

Read their full Privacy Policy at http://www.swbh.nhs.uk/patients-visitors/statutory-information-for-patients/privacy-and-cookies/

The website is operated by Sandwell and West Birmingham NHS Trust.

Read their full Privacy Policy at https://www.swbh.nhs.uk/patients-visitors/statutory-information-for-patients/privacy-and-cookies/

We also receive personal information indirectly, in the following scenarios:

• We receive your information by virtue of information you have provided to one of our external online giving portals.
• A member of staff at SWB gives us your contact details as part of an enquiry you have made.
• You contact us via social media.

Links to other websites

Your City & Metropolitan Hospitals Charity’s website contains links to other websites.

This privacy policy only applies to Your City & Metropolitan Hospitals Charity, and doesn’t cover other online giving portals, social media services and transactions that we link to. These services, such as JustGiving,  CAF Donate, as well as both Facebook and X/Twitter have their own terms and conditions and privacy policies.

Following a link to another website

If you go to another website from this one, read the privacy policy on that website to find out what it does with your information.

We do not sell your data or share it outside of our control. We control the charity’s data and only associated members of charity staff are able to access it. Data is not shared outside of the charity except where we are legally required to do so, or to fulfil a contract with you i.e. to claim gift aid.

The charity keeps financial data from donations and fundraising events for seven years all other information i.e. our membership database is reviewed every three years. All periods specified take into account any legal requirements, tax/accounting obligations. Documents are reviewed at the end of the minimum period. Prior to any decision to destroy them, documentation could be retained for longer with appropriate justification.

You have the right to ask us to delete personal information we hold about you in some circumstances. Please refer to the section on your rights.

We are also signed up to the Fundraising Regulator to enable individuals to opt out from receiving fundraising communications from us. We actioned no requests from this service last year.

Your personal information is processed and stored in accordance with the legal requirements set out in the following legislature:

• Data Protection Act 2018
• General Data Protection Regulation
• Privacy and Electronic Communications Regulation

The charity will only process personal data where:

• You have consented to us processing your data
• To fulfil a contract with you
• Where we are legally obligated to process your data
• Where we believe it is in your legitimate interest (reasonable purpose for processing) or in the legitimate interests of the charity to process your data.

The GDPR provides you with the following rights:

1. The right to be informed

You have the right to be informed about the collection and use of your personal data.We provide you with information about the personal data we collect, the purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with via our privacy notice.

2. The right of access

You can request access to any information we hold about you, or let us know of any changes to your personal information and if you would no longer like to receive updates from us on our fundraising efforts by emailing trustcharity@nhs.net, calling us on 0121 507 5196, or writing to us at the charity address: Your City and Metropolitan Hospitals Charity, Sandwell & West Birmingham NHS Trust, Sandwell General Hospital, Ground floor, Trinity House, Lyndon, West Bromwich, B71 4HJ.

3. The right to rectification

The GDPR includes a right for individuals to have inaccurate personal data rectified, or completed if it is incomplete. You can make a request for rectification verbally or in writing by emailing trustcharity@nhs.net, calling us on 0121 507 5196, or writing to us the charity address: Your City and Metropolitan Hospitals Charity, Sandwell & West Birmingham NHS Trust, Sandwell General Hospital, Ground floor, Trinity House, Lyndon, West Bromwich, B71 4HJ

4. The right to erasure

This is also referred to as the right to be forgotten. You can make a request for erasure in certain circumstance verbally or in writing. Further information on the right to erasure can be obtained on the ICO website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/(opens in a new tab)

5. The right to restrict processing

You have the right to request the restriction or suppression of your personal data. This is not an absolute right and only applies in certain circumstances. You can make this request verbally or in writing. Further information can be obtained on the ICO website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-restrict-processing/(opens in a new tab)

6. The right to data portability

You have a right to ask the charity to send a copy of your personal information that is held by the charity to another organisation.

7. The right to object to processing

You are allowed to object to process information which relates to personal data processed:

⦁ For direct marketing at any time. This includes any profiling of data that is related to direct marketing.
⦁ On the basis of public interest, exercise of official authority or legitimate interest .
⦁ For scientific or historical research

You can make this request verbally or in writing. Further information can be obtained on the ICO website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-object/(opens in a new tab)

8. Rights in relation to automated decision making and profiling

This involves any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a natural person. GDPR applies to solely automated individual decision-making, including profiling, with legal or similarly significant effects. At the moment our processing does not match this definition. You can exercise any of these rights at any time by contacting us.

At Your City & Metropolitan Hospitals Charity, we hope to meet your expectations all the time, because your support enables us enhance the experience of patients over and beyond NHS provision.

If it happens that we do not meet our own high standards, or our supporter expectations, we want to hear about it. We are always looking for ways to make our processes better and correct any of these situations as quickly as possible, ensuring they never happen again.

We take all complaints very seriously and we treat them as an opportunity to improve. This is why we are always very grateful to hear from you. If you are unhappy with how we’ve used your data please tell us so we sort it out. However, if you are still unhappy you have the right to complain to the ICO. The ICO can investigate your claim and take action against anyone who has misused personal data.

Further details are here:

• https://ico.org.uk/concerns/(opens in a new tab)
• ICO helpline: 0303 123 1113

We may make changes to this Privacy notice from time to time. If we make any changes in the way we use your personal information we will make this clear our website or by contacting you directly.

https://www.swbh.nhs.uk/charity-fundraising/charity-complaints-procedure/

At Your City & Metropolitan Hospitals Charity, we hope to meet your expectations all the time, because your support enables us to enhance the experience of patients over and beyond NHS provision.

If it happens that we do not meet our own high standards, or our donors’ expectations, we want to hear about it. We are always looking for ways to make processes better and correct any of these situations as quickly as possible, ensuring they never happen again.

We take all complaints very seriously and we treat them as an opportunity to improve. This is why we are always very grateful to hear from our donors who are willing to take the time to help us improve.

There are a number of ways you can contact us and tell us your thoughts:

• Call the Charity team on: 0121 507 5196, Monday – Friday, 9am -5pm
• Email us: trustcharity@nhs.net
• Write to us:

  Your City & Metropolitan Hospitals Charity
  Sandwell and West Birmingham Hospitals NHS Trust
  Sandwell General Hospital
  Lyndon
  West Bromwich
  B71 4HJ

Please include your name, address and contact telephone number in your email or letter so that we can get back in touch with you quickly. We will treat all contact with dignity, respect and with utmost confidentiality.

Who else can help?

Your City & Metropolitan Hospitals Charity is a member of the Fundraising Regulator, committed to the highest standards in fundraising practice. We really hope that we are able to resolve your complaint in an honest, open and satisfactory way.

However, if your complaints is regarding fundraising practice and you are still unhappy with how we resolve the issue, please contact the Fundraising Regulator so they can investigate your complaint.

You must contact them within two months of receiving your response from us.

Fundraising Regulator’s contact details:

Address:
2nd floor, CAN Mezzanine Building,
49-51 East Road, London,
N1 6AH
Tel: 0300 999 3407
Email: complaints@fundraisingregulator.org.uk

Alternatively if your complaint is related to another area of our work and you do not feel satisfied with our response, you can contact the Charity Commission:

The Charity Commission
P O Box 1227
Liverpool
L69 3UG

Tel: 0845 3000 218
www.charity-commission.gov.uk

https://www.swbh.nhs.uk/charity-fundraising/contact/

Post
Your City & Metropolitan Hospitals Charity
Sandwell and West Birmingham NHS Trust

Sandwell General Hospital
Lyndon
West Bromwich
West Midlands
B71 4HJ

If you would like to send a donation by cheque, please make it payable to ‘SWB Charity.’