Our Privacy Policy

The information you share with us shapes and guides our future activities, such as events and appeals.

It allows 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 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

Wood Centre for Innovation

Quarry Road

Oxford

OX4 8SB

Tel: 01865 743 444

Email: [email protected]

This Privacy Policy explains:

- what personal information we capture
- why did 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 the hospital.

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. Any personal information relating to your health is defined as 'Special Categories of Personal Data'.

If you 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.

How do we capture your information?

When you donate, participate in one of our fundraising activities or want to learn 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, such as JustGiving.

Sometimes, we will obtain personal information about you from other sources, for example, 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.

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.

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 for 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.
To keep a record of your relationship with us, ensure we understand your personal interests and wishes in your interactions.
To 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.
To send you communications about our work, the difference your donations and fundraising make, and future appeals.
To capture photos, video, and audio from events, appeals, and campaigns for future marketing materials.
To promote the charity's work across multiple media platforms, including the press, social media, and fundraising events.
To tailor our campaigns to the profiles of our supporters.
By analysing the patterns and trends of our supporters, we can determine the success of our campaigns and appeals.
To understand where you live or your networks to assess your interest 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.
To contact you after a significant period 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.

Our legal basis for capturing your personal data.

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 permits us to use it for 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.

If you indicate we can collect gift aid from your donation, we will complete the HMRC paperwork and fulfil our legal obligation.

We rely on the legitimate interests of the charity to collect data about you from the public domain; however, you can object to our processing of your data.

Do we collect any personal information about children?

If you are under the age of 18 and you choose to fundraise for us, take part in an event or donate, we will collect personal information about you. We will ask you or your parent/guardian for consent to use this information about you.

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

How do we store your information?

The information you share with us can be categorised in three ways.

Personal data: Including name, contact details, communications with the charity, date of birth and personal interests. This information is stored on a secure database that only charity employees can access.
2. Financial information: 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.
3. Video, photos, and media files: This information is stored on a secure cloud-based server that only charity employees can access.
4. Archive: 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 at 01865 743 444 or emailing [email protected]

Who do we share your information with?

We never sell your details to anyone else. We only send your data outside of the charity when we use 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 data protection compliance 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.

Your rights

At any time, you can request to change your contact preferences, ask for a copy of your personal data, and in some circumstances ask us to delete your data. You can do this by contacting us at: