Mid Cheshire Hospitals Charity (‘we’ ‘us’) take data protection seriously. This policy aims to provide you with all the information you need about what personal information we capture, what we do with it, how we store it and your rights. If there are still things you want to know about how we manage data protection please contact us (details below).
The information you provide enables us to manage the charity as effectively and efficiently as possible to ensure that our supporters and beneficiaries receive the best possible service from us.
We would also like to be able to keep in touch with you about our activities, news and appeals, but we will only do this if you have given us express permission to do so. You can change your mind at any point about how we contact you by just letting us know.
What information do we capture?
When you make a donation, or choose to fundraise for us, we ask for personal details including: your name, address, phone number(s) and email address. We may also ask for details such as your date of birth, why you are making a donation (or want to fundraise for us), or your debit/credit card details. We will also record any correspondence (verbal, written or via email) that we have with you.
Our website also captures cookies, which are small text files that are placed on your machine to help the site to provide a better experience. You can find out more about them and how to disable them when you first go onto the site and will also be asked if you are happy accept them.
Why do we need this information and what do we do with it?
There are a number of reasons why we collect and store your information including:
- To enable us to reclaim Gift Aid from HMRC
- To meet our audit requirements and to keep a record of your relationship with us
- To enable us to receipt and thank you for a donation
- So that we can support your fundraising
- So that we can contact you about things we think you might be interested in with regards to the charity
- To carry out research about our supporters so that we can tailor the information we send out to you
How do we store the information you provide?
The majority of the information we hold about our supporters is stored electronically on a database, or in a system, which is held on a server managed by Mid Cheshire Hospitals NHS Foundation Trust.
Any information taken in paper format is destroyed once it has been scanned onto the electronic folder, apart from the original donation envelope which is stored securely in our cashier’s office at Leighton Hospital for a maximum of seven years (for HMRC purposes). Electronic information is kept for a maximum of seven years.
If you have given permission for us to contact you in the future, but you don’t respond to our communications, we will check that you are still happy to receive information from us once a year.
What about photographs and films?
We will ask for your express permission first before we take your photograph or film you to celebrate your achievements and to help promote the charity. Once the images have been transferred to an electronic folder they will be deleted from the camera or phone on which they were taken. The photographs, video and/or audio may then be used in posters, advertisements, newspapers, magazines, videos and/or other promotional material including websites, either now or in the future. We will retain these images for a maximum of 10 years unless to ask us to delete them.
Who do we share your information with?
We never sell your details onto a third party. The only times where we do share your information with anyone outside of the charity are:
- If you sign up to a fundraising activity which is being organised by one of our partner agencies
- If you have given your permission for us to promote your donation or fundraising activity with local media; on our social media channels; on our website, or via one of MCHFT’s communication channels
At any time you can contact us to update your details; change the way in which we contact you, or to tell us that you no longer wish to receive information from us. You can also ask to see what information we have stored on you.
If you are unhappy about the way in which we have handled your personal data please contact us (details below). You also have the right to make a complaint to the Information Commissioners Office.
How to contact us
Should you have any other queries about how we manage your personal data please contact the MCH Charity Manager on 01270 278361 or the MCHFT Data Protection Officer via email firstname.lastname@example.org
Post: MCH Charity, Leighton Hospital, Middlewich Road, Crewe, Cheshire, CW1 4QJ
Telephone: 01270 273248