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Privacy Notice – Charitable Funds

During the course of its fundraising activities, Portsmouth Hospitals Charity collects, stores and processes personal information about contributors.

We recognise the need to treat your personal and sensitive data in a fair and lawful manner. No personal information held by us will be processed unless the requirements for fair and lawful processing can be met.

What types of personal data do we handle?

In order to carry out our activities and obligations as a charity we handle data in relation to:

  • Contact details such as names, addresses, telephone numbers, email addresses

Our staff are trained to handle your information correctly and to protect your confidentiality and privacy. 

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing.  Your information is never collected or sold for direct marketing purposes. Your information is not processed overseas.

What is the purpose of processing data?

  • Accounting and Auditing
  • Accounts and records
  • Information and databank administration

We have a legal obligation to keep all personal data for a period of 6 years for auditing purposes. We record your personal information on our database, but 2 years after your most recent activity or donation we will supress your record unless instructed by yourself not to. For more information about Legal Obligation visit: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016

Sharing your information

There are a number of reasons why we share information. This can be due to:

  • Our obligations to comply with legislation
  • Our duty to comply with any Court Orders which may be imposed

Any disclosures of personal data are always made on case-by-case basis, using the minimum personal data necessary for the specific purpose and circumstances and with the appropriate security controls in place. Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the disclosure of your personal data to such persons.

Prevention and Detection of Crime and Fraud

We may use the information we hold about you to detect and prevent crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

We will not routinely disclose any information about you without your express permission. However, there are circumstances where we must or can share information about you owing to a legal/statutory obligation.

All information regarding your donation will be held for a minimum of 6 years after which it will be confidentially destroyed.

Individuals Rights

Data Protection laws give individuals rights in respect of the personal information that we hold about you. These are:

  1. To be informed why, where and how we use your information.
  2. To ask for access to your information.
  3. To ask for your information to be corrected if it is inaccurate or incomplete.
  4. To ask for your information to be deleted or removed where there is no need for us to continue processing it.
  5. To ask us to restrict the use of your information.
  6. To ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
  7. To object to how your information is used.
  8. To challenge any decisions made without human intervention (automated decision making)

Please visit our webpage www.porthosp.nhs.uk/charity  for further details on this. Should you have any further queries on the uses of your information, please speak to the Victoria Greenshields, Fundraising Manager or our Data Protection Officer – Emile Armour ext. 3708

You have the right to opt out of communication or change the way we communicate with you at any time by contacting: fundraising@porthosp.nhs.uk or by visiting our website and completing the online consent form: www.porthosp.nhs.uk/get-involved/fundraising/fundraising-consent-form.htm

Should you wish to lodge a complaint about the use of your information, please contact our Fundraising Team: fundraising@porthosp.nhs.uk or the Trust’s Data Protection Officer: information.governance@porthosp.nhs.uk

If you are still unhappy with the outcome of your enquiry you can write to: The Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF - Telephone: 01625 545700.

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Contact

Queen Alexandra Hospital
Cosham, Portsmouth
PO6 3LY
Tel: 023 9228 6000

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