The Edinburgh and Lothians Health Foundation aims to improve the physical and mental health of the people of Scotland, in particular in Edinburgh and the Lothians. It provides funding and makes grants to support projects and initiatives not normally funded by the health service.
WHERE WE COLLECT INFORMATION ABOUT YOU FROM
We collect information in the following ways:
When you give it to us DIRECTLY
You may give us your information when, for example, you make a donation, fundraise, sign up to or take part in an event, sign up for our newsletter, apply for a grant, make an enquiry or communicate with us.
When you give it to us INDIRECTLY
When you give permission to OTHER ORGANISATIONS to share or it is available publicly
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters. The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:
Third party organisations
You may have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service or enquire or register for an event.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp, Instagram, YouTube, Twitter etc you might give us permission to access information from those accounts or services.
Information available publicly
This may include information found in places such as Companies House, information that has been published in articles, newspapers, journals, websites, social media, annual reports or other publicly available information.
When we collect it as you use our WEBSITES OR APPS
A cookie is a small data file that certain websites write to your hard drive when you visit them. This site uses different types of cookie.
The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate your IP address with any other data held by Google.
If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. You can access them through some types of browser. Search in your cookie folders for elhf.co.uk to find our cookie and the Google Analytics cookie if you wish to delete them.
More information about cookies, including how to block them or delete them, can be found at AboutCookies.org
WHAT PERSONAL DATA WE COLLECT AND HOW WE USE IT
The type and quantity of information we collect and how we use it depends on why you are providing it. We want to get in touch in the way you’d prefer – be it by email, on the phone or in writing – and may ask you to let us know your preferred option.
If you support us, for example make a donation, leave a legacy, fundraise, sign up to or enquire about an event, take part in a raffle/lottery/prize draw, volunteer, apply for a grant or enquire about how to support us we will usually collect:
- Your name
- Your contact details
- Your gender
- Your date of birth to confirm if you are over 18
- If you are under 18 we may collect the name and contact details of a parent or guardian and, where appropriate, the name and location of your school.
Where it is appropriate we may also ask for:
- Job title and employer
- Reason for supporting us
- Your bank or credit card details
- Confirmation of whether or not you are a tax payer – to allow us to claim gift aid
- Next of kin, if taking part in events where this information is necessary
- Information relating to your health, for example if you are taking part in a high risk event
- T-shirt or running vest sizes to allow us to send you branded merchandise
- Information relating to your hardship grant application – i.e. financial situation, employment and benefit status
We will use your data to:
- Provide you with information you asked for
- Process your grant application
- Administer your donation, legacy or support your fundraising including processing gift aid
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Send you correspondence and communicate with you
- Process applications for funding and for administration of our role in the projects we fund
- Monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you
- Meet our legal obligations, for instance to perform contracts between you and us, or our obligations to regulators, government and/or law enforcement bodies
- Respond to or fulfil any requests, complaints or queries you make to us
- Understand how we can improve our services, products or information by conducting analysis and market research
- Check for updated contact details against third party sources so that we can stay in touch if you move
- Further our charitable objectives
If you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the form or our websites.
We may also use your personal information to detect and reduce fraud.
Collecting Data from Children Under 18
We collect and manage information from children, and aim to manage it in a way which 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 Information is usually collected when children attend our events or fundraise for us, but it can also be sensitive personal data.
If in certain circumstances children over the age of 12 may be able to give their consent to their data being and held and processed. Where this is the case, this information is managed separately from other data provided to the charity.
Some events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age appropriate.
If you have provided us with your postal address we may contact you to let you know about the progress towards our charitable objectives and/or to ask for donations or other support. We will seek your consent to contact you via email, telephone, text/SMS. Our forms have clear emarketing preference questions and we include information on how to opt out when we send you marketing. If you don’t want to hear from us just let us know when you provide your data or contact us on 0131 465 5850 or email ELHF@nhslothian.scot.nhs.uk
Building profiles of supporters and targeting communications
We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you. See Information available publicly above.
We may share information with third parties for the purposes of fundraising events either event providers (for example, Kiltwalk, Edinburgh Marathon) or fundraising platforms (for example, JustGiving, Virgin Money Giving etc).
We may use third party organisations to carry out work on our behalf such as fundraising, processing donations, marketing, market research, processing or analysing data. We will always have a contract in place with any third party agency that includes how they manage your data on our behalf.
As the main beneficiary of our charitable objectives, we may share your information with NHS Lothian for example if you have donated or raised money, left or are planning to leave a legacy or have applied for a grant.
We may share your information with Local Authorities or other partners to enable us to process your grant application.
We may share your information with HMRC to process gift aid claims.
If you are a legator we may share information with co-beneficiaries and/or professional advisors.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will never sell personal details to third parties for the purposes of marketing.
Sharing your story
Some grant recipients, donors, fundraisers or legators choose to tell us about their activities or interest in ELHF and are happy for us to use their stories and photographs for publicity. We will always seek your prior explicit consent for any publicity of this kind.
HOW WE KEEP YOUR DATA SAFE
We ensure that there are appropriate technical controls in place to protect your personal details; for example our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
How long do we keep your data on record?
We will keep and delete your information according to our retention and destruction policy and will keep it no longer than reasonably necessary for the purposes for which we hold it, taking into account relevant legal and regulatory retention requirements (e.g. tax or health and safety requirements) and operational considerations.
Amending your records
You can amend your records or preferences with us at any time. For example if you have moved house, or you have changed your mind on how you would like us to contact you.
Please call 0131 465 5850 or email ELHF@nhslothian.scot.nhs.uk.
If you want to access any information we hold about you please make a ELHF Subject Access Request Form.
WHAT DO I DO IF I HAVE A COMPLAINT?
ELHF aims to resolve any complaints as swiftly as possible. Click here to see our Complaints Policy.
If you complaint is in regard to data protection issues you should in the first instance write to:
Edinburgh and Lothians Health Foundation
2nd Floor Waverley Gate
2-4 Waterloo Place
The data controller for The Edinburgh and Lothians Health Foundation is:
Data Protection Officer
2-4 Waterloo Place
Phone – 0131 465 5444
We may make changes to this policy from time to time. Any significant changes will be highlighted on our website or we may contact you directly.
This policy was last updated in August 2019.