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: [email protected]

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 emailing [email protected]

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: [email protected]

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: [email protected]