Privacy Policy

Our Privacy Policy
We will make it clear what information we are asking you to share, why we are
asking for it and what we plan to do with it.

We will make sure that we only use your personal information in accordance with
Data Protection legislation. We will keep any information you share with us safe.
The information you share with us shapes and guides our future activities, such as
events and appeals, allowing us to provide the greatest benefit to patients and staff
across the four hospitals of Oxford University Hospitals NHS Foundation Trust – the
John Radcliffe, the Churchill, the Nuffield Orthopaedic Centre and the Horton
General. We endeavour to ensure all of our communications include information that
is of interest to you; of the projects that have been made possible, our future plans
and fundraising activities – and that we contact you through your preferred
channel(s) – email, post or phone.

At any time, you can request to change your contact preferences by contacting us at:
Oxford Hospitals Charity
Unipart House
Garsington Road
Oxford OX4 2PG
Tel: 01865 743 444
Email:charity@ouh.nhs.uk

This Privacy Policy explains:

  • what personal information we capture
  • why we collect this information from you
  • how we use that information
  • who we share your information with
  • your choices about the information we hold.

What information do we capture?
Personal information is any information that could be used to identify you.
This includes things such as your name, email address, postal address or telephone
number, financial information such as credit or debit card details, as well as your
reasons for supporting our charity and/or information relating to your health, such as
the experience you, or someone close to you, have had in hospital.

When you make a donation, take part in one of our fundraising activities or want to
find out more about our work, we collect some of this personal information from you.

Some of this personal information you share with us directly, by email, post or
phone. On other occasions this information is shared with us through a third party –
for instance an event provider or an online giving platform.

Data protection law recognises that certain categories of personal information such
as health information, political opinion, religious beliefs or racial or ethnic origin, are
more sensitive. These categories are referred to as ‘Special Category Data’.

As a hospital charity, many of our supporters' reasons for giving are related to their
own experience, or the experience of someone they love, in our hospitals. Under
data protection law, any personal information relating to your health is defined as
‘Special Category Data’. If you to choose to share that information with us, including
through online giving pages, we will record it as part of our relationship with you, so
we can fully understand the context of your relationship with us.

We would never use this information for anything else. We have no access to NHS
records.Sometimes, we may also obtain personal information about you from other sources,
particularly if someone contacts us on your behalf, if you are taking part in a
fundraising activity as part of a team, or if you are introduced to the charity by a
friend or family member.

If we have your explicit and informed consent to do so, we may also store photos,
videos or other media that feature you.

What do we do with the personal information we hold?
We use your personal data to:

  • support you as a donor – to process your donation, thank you for your gift, sign you up to an event or register you as a volunteer
  • fulfil our legal obligations in meeting our audit and internal administrative requirements
  • where appropriate, claim Gift Aid on your donation
  • keep a record of your relationship with us, to ensure we understand your personal interests and wishes in interactions with you
  • ensure that our charity is meeting the needs and wishes of our supporters in providing the greatest benefit to patients and staff across Oxford University Hospitals NHS Foundation Trust by being an effective and efficient organisation
  • send you communications about our work and the difference your donations and fundraising make, as well as future appeals.

Do we collect any personal information about children?
We are fortunate to have many supporters who are under the age of 18. If a child
chooses to fundraise for us, take part in an event or make a donation, we do collect
personal information but aim to manage it in a way that is appropriate to the age of
the child.

Where possible and appropriate we will seek consent from a parent or guardian
before collecting information about children.

Our events have specific rules about whether children can participate, and we'll
make sure advertising for those events is age-appropriate.

What is the benefit of capturing this data?
In addition to processing your gift and meeting our legal obligations, the information
that you share with us allows us to be a more effective organisation. In analysing the
patterns and trends of our supporters, we can ensure we are meeting their
expectations, communicating with them in the right way and determine the success
of our campaigns and appeals. It also means we can tailor our communications with
you, to provide a better supporter experience.

Our hospitals were founded through charitable giving, and fundraising continues to
make a significant impact today. The support of our community is invaluable, so to
make sure we have a tailored and appropriate relationship with you, we may also
gather information about you that is in the public domain, for example from media
articles or Companies House to help us understand more about you as a donor and
your ability to support Oxford Hospitals Charity.

We may also use information about where you live or your networks to assess how
interested you may be in supporting the charity. This way, we can ensure that we
have focused conversations with you about the parts of our hospitals that interest
you most.

We might contact you after a significant period of time since your last communication
or donation to us to update you about the work you funded or to enquire whether you
are still interested in hearing from us.

How do we store your information?
The information you share with us can be categorised in three ways.

Personal information
Including name, contact details, communications with the charity, date of birth and
personal interests.
This information is stored on a secure database which only charity employees have
access to.

Financial information
For instance credit card or cheque details or gift details.
Credit and debit card details are destroyed as soon as the donation has been
processed. Transactional information in hard copy is kept for seven years to satisfy
our audit requirements.

Video, photos and media files
If we use your image in any media, including social media, newspapers and internal
communications, we will ask you to complete a consent form that gives us
permission to use it for a period of up to three years. At any point you can withdraw
your consent, however, once it has been reproduced, Oxford Hospitals Charity has
no control over where it is circulated.

We also store an archive of media material in hard copy, to highlight the charity's
activities and achievements over its history.

At any time you can request to see the information we hold on you by contacting us
on 01865 743 444 or emailingcharity@ouh.nhs.uk

Who do we share your information with?
We never sell your details to anyone else. We only ever send your data outside of
the charity when we are using a third party to help deliver one of our activities – such
as giving the company that prints our fundraising magazine your name and address
so they can send it to you. We are very careful to only partner with organisations
whose Privacy Policy reaches the high standards we set for ourselves, and we never
share sensitive information, like the amount you have donated, or your credit card
details.

Policy review
This policy will be reviewed every two years and changes may arise. If there are any
significant changes, we will endeavour to contact you to let you know.

Your rights
At any time, you can request to change your contact preferences by contacting us at:
Oxford Hospitals Charity
Unipart House
Garsington Road
Oxford OX4 2PG
Email:charity@ouh.nhs.uk
Tel: 01865 743 444

We will endeavour to update all contact preference changes within five working days.
At any time, our supporters can ask to see the information we hold about them. In such an instance, we will respond within seven working days.

Please send requests to Eleanor Jones:eleanor.jones@ouh.nhs.uk