Leeds Cares is the official charity partner of Leeds Teaching Hospitals NHS Trust (LTHT); supporting NHS staff to deliver the best care for patients and their families, by raising funds for equipment, services, education and research.

Our supporters and beneficiaries are important to us, and we’re committed to keeping your data safe, making it clear what information we collect from you, and how we use it.

This policy, including our Cookie Policy and Data Subject Context which are included in sections 14 and 15, sets out how we use and protect your data. Leeds Cares is the data controller in respect of the personal information we hold about you. If you choose to provide us with your data, we will treat it with respect.  If you choose not to give us your information, we may not be able to provide you with the service you require.

References to “we”, “us”, or “our” in this policy are references to Leeds Cares and its linked charities.

1. Recent updates to this policy

We have updated our previous policy in line with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018, which came into practice in May 2018.  Our full policy with regard to data privacy is described in this document, however, a summary of the main changes is provided below.

  • Details of how and why we collect your data
  • Description of which legal bases we rely on to process your data
  • Explanation of your rights
  • Making it easy for you to let us know if you would like to change the way we process, store and use your data. Details can be found in Section 12 – How to contact us.
  • Incorporating the privacy information relevant to the linked charity Day One.

This policy was considered and approved by the Board of Trustees on 26 November 2019.

2. Who we are

Leeds Cares is a charity registered in England and Wales under the powers given in sections 67 and 69 of the Charities Act 2011 (Registration Number 1170369). Leeds Cares is the official charity partner of Leeds Teaching Hospitals NHS Trust (LTHT); supporting NHS staff to deliver the best care for patients and their families, by raising funds for equipment, services, education and research.

Leeds Cares has a number of linked charities with whom it shares one set of accounts, a charity number, and a Board of Trustees.  All our linked charities are covered by this Privacy Policy.

2.1 Our linked charities

Below is a description of our linked charities and their charitable purpose.

Leeds Chest Clinic General Purpose Charity:  For any charitable purpose or purposes relating to the National Health Service and in particular but without any limitation, for the services provided by the Leeds Chest Clinic.

Inflammation Group Fund: For any charitable purpose or purposes relating to the rheumatology and arthritis services at Leeds Teaching Hospitals within the National Health Service.

Leeds Children’s Hospital Charity (formerly Leeds Children’s Hospital Appeal):  To enhance the care and treatment of children in Leeds Children’s Hospital and to provide equipment for Leeds Children’s Hospital.

Leeds Cancer Centre Charity: To fund specialist medical equipment for diagnosis and treatment of cancer; to fund cancer research; and to enhance the care of patients with cancer.

Breast Cancer Research Action Group:  To fund research into breast cancer and the purchase of equipment for the treatment of breast cancer.

Leeds Little Livers – Transplant Games Trust Fund: To support child transplant patients to participate in Transplant Games and events.

Rays of Hope:  To fund and support research into cancer conditions of the liver.

Elsie May Sykes: The income shall be applied for the purchase of medical equipment or to further medical research (but excluding research relating to the transplantation of human organs, human egg cells or human embryos and excluding medical research involving the vivisection of animals) for which no exchequer funds are available for the benefit of the hospitals.

Jeremy Neil Allen:  For the purpose of paediatric oncology research and/or at the absolute discretion of the Trustee for paediatric service (including research) and/or for any other part of Leeds Teaching Hospitals within the National Health Service for the purpose of paediatrics and/or oncology (including research).

Yorkshire Brain Appeal: Research and clinical trials into brain diseases.

Robert Ogden Macmillan Centre: To support the Robert Ogden Macmillan Centre.

Day One: For the benefit of patients of Leeds Teaching Hospitals, and/or the wider National Health Service, and/or the National Health Service in Wales, and/or the National Health Service in Northern Ireland, who have suffered a major trauma, to limit the impact of major trauma and to help patients regain the best quality of life in particular (but not exclusively) through: research into and teaching new methods of surgery and recovery; care for/education of patients and families; purchase of equipment for the care of patients; rehabilitation support; and supporting staff through training and education.

3. When we collect information

3.1       When you give us information directly

For example, when you:

  • Communicate with us
  • Make a donation
  • Raise funds through participation at an event or challenge
  • Apply to work with us or be part of the Leeds Cares’ team: as a volunteer; a trustee or an employee. Or externally as a consultant or sole trader
  • Sign up via our website to receive news and updates
  • Pledge to remember us in your will
  • Engage with our services
  • Share your stories to encourage support of Leeds Cares

3.2       When you give us information indirectly

From third parties

These include:

  • Fundraising websites such as JustGiving and VirginMoney
  • Event organisers
  • Registers which enable us to keep your data up to date (such as Royal Mails’ National Change of Address Register, the National Deceased Register, and The Bereavement Register)
  • Sub-contractors in technical, payment and delivery services
  • A probate search company (Smee & Ford) who conduct searches of grants of probate from courts in England and notify us of any potential legacies
  • NHS Trusts and other third-party organisations with whom we partner to deliver our services.

Through publicly available sources

We may also access information about you that is available in the public domain from sources including Companies House, the electoral roll, press reports and social media (such as LinkedIn, Facebook) depending upon your settings or the privacy policies of these services.

Through you signing up to a service

In signing up for a service, you may have agreed to your data being passed to Leeds Cares. Please be assured we will always check these organisations’ privacy notices to ensure we are entitled to use the information.

Through our websites (www.leeds-cares.org and www.dayone.uk.com) and digital channels

When you interact with our digital platforms, we do not automatically capture or store your personal data but may automatically capture other information about your visit to help us better understand how supporters and beneficiaries use our digital platforms. This is to enable us to create better content and more relevant communications. The type of information we may capture includes:

  • how you reached our digital platform and the internet protocol (IP) address you used
  • your browser type, versions and plug-ins, and your operating system
  • your journey through our digital platform, including the links you used, any searches you made, your length of visit overall and to each page, and other page interaction information
  • which videos you watched and for how long
  • what content you liked or shared
  • which adverts you saw and responded to
  • which pop up or push messages you might have seen and responded to
  • demographic information such as geographical location and gender if available
  • information collected in any forms you complete
  • which marketing activity led to your taking specific action on our digital platforms (e.g. following our Twitter page).

3.3       Cookies

In common with many other website operators, we use standard technology called ‘cookies’ on our website. Cookies are small pieces of information that are stored by your browser on your computer’s hard drive which are used to record how you navigate the website on each visit. See our Cookies policy for more information.

3.4       Third party links

Please note that our websites and other digital platforms may contain links to third party websites/digital platforms for your convenience.

Leeds Cares is only responsible for the privacy practices of our own websites and digital platforms. We recommend that you refer to the Privacy Policy of each website/digital platform you visit.

Your data may also be available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behavior of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the following will apply:

  1. Your data will be made available to our website provider 
  2. The data that may be available to them include any of the data we collect as described in this policy.
  3. Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA.
  4. They will store your data for a maximum of 7 years.
  5. This processing does not affect your rights as detailed in this privacy policy.

4. What information we collect

We may collect, store and use the following types of your personal information depending on your level and type of interaction with us.

  • Your name, address, phone number, mobile number, email address and communication preferences.
  • Your date of birth (but only where it is necessary to fulfil the product or service you have requested).
  • Financial information such as bank details and credit/debit card information you have provided in order to make a payment or for us to award a grant to you. Please note the following:
    • We will retain bank details where you have set up a standing order or direct debit.
    • We do not receive your credit card details when you pay via our website.
    • When you donate by phone, your credit card details are entered directly into the card machine and are not recorded by us.
    • Bank details provided for us to award a small grant are not retained once the payment has been made.
  • Information automatically gathered when you access our website (see 3.2 – Through our website and digital channels)
  • Details of how you have interacted with us, for example purchasing Christmas cards or enquiring about one of our fundraising events.
  • Your tax status for the purposes of claiming gift aid against your donations.
  • Details which enable us to assess your suitability for interview for a post at Leeds Cares (employee, volunteer or trustee).

4.1       Special Category Data

Special Category Data is personal data which is stated within the General Data Protection Regulation (GDPR) as being more sensitive and therefore requiring more protection. Examples of special category data include information about your health, religious beliefs, race, ethnicity, sexual orientation, and political opinions.

Leeds Cares collects special category data if you have provided us with consent to do so, as outlined in the circumstances below.

  • When you have applied to work, volunteer or become a trustee of Leeds Cares; in order for us to monitor equal opportunities within Leeds Cares and to assess your suitability for the role.
  • For specific purposes to ensure your safety, such as if you are visiting our premises or undertaking a challenge event on our behalf or volunteering for us.
  • Your stories and images in order to promote the work of our services.
  • To enable delivery of our services.

5. What your information is used for

We process and use your personal information for several reasons as outlined below.

  • To provide you with the products you have requested of us including enabling you to purchase goods.
  • To provide you with the services you have requested we will assess the ways in which we can best support you.
  • To keep you informed about Leeds Cares including:
    • our work, services and impact;
    • our fundraising, campaigns and events including invitations; and
    • the ways in which you can support Leeds Cares (including both financial and non-financial support).
  • To allow for tailored communications and the display of relevant adverts which ensure maximum cost effectiveness, by understanding how we can improve our services or information.
  • To administer challenge and/or community events you undertake on our behalf.
  • To manage your communications preferences and consents.
  • To enable us to process donations and claim gift aid.
  • To better understand your relationship with us.
  • To prevent fraud, misuse of services or money laundering and perform due diligence where required.
  • To process your application to become a Leeds Cares’ employee, trustee or volunteer.
  • For financial management or auditing purposes.
  • To investigate and respond to any feedback you provide and to review and improve our services.

In certain circumstances, we may analyse the personal information we have collected from publicly available sources to create a profile of your likely interests and ability to support us, including potential giving level.

Section 15 of this policy includes additional information on how we use your information based upon how you interact with us.

6. Sharing of your information

Unless otherwise stated, your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may have to share your personal information (and special category data) with third parties in certain circumstances. Details are included below.

  • We will share your details with any individual who is authorised to act on your behalf.
  • To comply with our legal obligations, we may need to disclose your details to regulators, government departments, law enforcement authorities including the Police, legal advisors, tax authorities, insurance companies, and any relevant dispute resolution body or the courts.
  • We will share your details with our linked charities if you have requested information or services from them.
  • We may share your details with our service providers who assist us with fundraising appeals, response handling and newsletters.
  • If you make a donation to a tribute fund page, this data may be collected by a third party to process your donation on our behalf.
  • We may share your details with our third-party payment processing providers who assist us in providing payment services for donations and orders from our online shop. Our current payment processing providers are JustGiving, Virgin Money, PayPal, Primo, Elavon, CreditCall, Instagiv and Worldpay.
  • We may share your details with our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.
  • We may share your details with LTHT if you volunteer or are involved in activities which take place on their property.
  • As part of our Day One service we may share your detail with other NHS Trusts and third-party organisations.
  • We also partners with a number of individuals and organisations to provide support to Day One service users including Citizen’s Advice, Brethertons LLP, Leigh Day, Sintons LLP, Irwin Mitchell LLP, IBIS Leeds Centre, The Bexley Hotel, Amber Cars and ex-patients and their family members who provide peer support.

Other than the exception outlined below, all other data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission where required.

The exception is in relation to a bulk email provider called Mailchimp which is based in the USA. We have to pass your data to this company but will only pass data relevant to the sending of bulk emails such as our newsletter. We do not use Mailchimp for any one-to-one email communications you have with us. Mailchimp are accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA.  Their privacy notice can be accessed via the following link:  https://mailchimp.com/legal/privacy/

7. Our lawful basis for processing your data

The General Data Protection Regulation (GDPR) states that organisations must have a lawful basis in order to process personal data.  Details of the six legal bases for the processing of data are outlined below.

7.1       Specific consent

Where you have provided your consent for us to process your data.  This is where we will have asked explicitly if we can use your information for specified purposes, for example, so we can send you marketing information via SMS and email. For our services we generally ask for consent to process your details as we require health information. Due to the nature of our services, we may not always be able to obtain consent directly from the patient due to their condition or age. In this instance we may instead obtain consent from an authorised third-party representative of the patient (e.g. parent, guardian, power of attorney, next-of-kin).

You have the right to withdraw consent for any purpose at any time.  Please see the ‘Contact Us’ section later in this policy.

7.2       Legal obligation

Where we must comply with a legal or regulatory obligation such as reporting to the Charity Commission, Fundraising Regulator, Information Commissioner or Gambling Commission, or to process gift aid.

7.3       Contract

Where the processing of such information is necessary for a contract we have with you, for example, the processing of your financial information to enable you to make a donation to Leeds Cares, the gathering of health information in order to register you for an event, or the gathering of personal information so we can communicate with our Fund Advisors.

7.4       Legitimate interests

Where we process your data when it is in our interests (or the interests of a third party) to do so; providing such interests are not overridden by your interests or fundamental rights and freedoms. These can include commercial interests, individual interests or broader societal benefits.

Leeds Cares undertakes a legitimate interests assessment (LIA) to demonstrate compliance which can be broken down in three parts:

  • Purpose test: Are we pursuing a legitimate interest?
  • Necessity test: Is the processing necessary for that purpose?
  • Balancing test: Do the individual’s interests override the legitimate interests?

In order to meet our charitable objects, we need to undertake processing activities to enable us to deliver against our mission, ensure we are meeting our governance requirements, and to support operational administration.  These activities may include the following.

  • Recording your communication preferences and consent, including keeping limited data to ensure we don’t contact you if you have asked us not to.
  • Using data we have collected to analyse and profile our supporter base, provided this does not override your rights and freedoms, in which case we will ask for your consent.
  • Using data we have collected to analysis and profile those who use our services to enable us to manage and evaluate the service and recognise and implement improvements.
  • Administering your donations by sending your bank details to our bank or yours to set up a direct debit.
  • Keeping records of our supporters and what support they have provided to Leeds Cares.
  • Keeping records of our beneficiaries and what support they have received from Leeds Cares.
  • Keeping records up to date and accurate through the use of third-party registers; such as National Change of Address from the Royal Mail, the National Deceased Register, and the Bereavement Register.
  • Sharing your data with third party organisations when you have signed up to their event (such as the Leeds 10K).
  • Use of personal information for monitoring the use of our website.
  • Collecting data during the recruitment process such as information provided in CVs and notes taken during interviews.
  • Contacting you by post or phone (through live calling only; we do not use automated messages). Unless you have advised us otherwise, we may contact you with marketing requests such as:
    • Ways you can support Leeds Cares
    • Invitations to events
    • Sending you details of products available to buy from Leeds Cares
  • Investigating and responding to any feedback you provide.

Research & Profiling

We rely on legitimate interests to enable us to undertake research and profiling activities which provides an improved experience for our supporters.

When building our supporter profile, we may analyse geographic and demographic information, online behaviour, and purchase history, to better understand your interests so we can ensure our communications are relevant to you. For example, by identifying your location, we can then share information about relevant events or volunteering opportunities in your local area.

We may also profile supporters in terms of financial and practical support. For example, we may keep track of the amount, frequency and value of each person’s support to Leeds Cares to help us ensure communications are relevant and timely.

Where our research and profiling would override your rights and freedoms if we were to continue, we will ask for your consent.

7.5       Vital interests

Where the processing is necessary to protect someone’s life. This basis is unlikely to be used by Leeds Cares as it generally only applies where processing personal data is necessary to protect someone’s life such as in the case of emergency medical treatment.

7.6       Public task

Where the processing of data is necessary in order to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law. Although it is not required to have a specific statutory power to process personal data, it is necessary to have a clear basis in law which must be documented. This basis is unlikely to be used by Leeds Cares.

8. Storage and security of your data

Leeds Cares employs appropriate technical measures to keep your data safe. This includes encrypting our online forms, routinely monitoring the network, using industry standard SSL (Secure Sockets Layer) certificates (a type of digital certificate that provides authentication for a website and enables an encrypted connection), and ensuring our hosting provider is PCI (Payment Card Industry) compliant.

Most of our information technology is managed internally and subject to our policies and security. Leeds Cares’ data and backups are encrypted and securely stored within Microsoft UK DataCentres.

Leeds Cares have a Data Processing and Sharing Agreement to ensure appropriate security and controls are in place to protect the data processed on behalf of Leeds Cares.

When we use other external companies to collect or process your data on our behalf, we undertake due diligence before agreeing to engage with them and our contracts will include appropriate data security controls.

Whilst we take steps to keep your data safe, including implementing appropriate access controls, investing in the latest Information Security Capabilities to protect the IT environments we leverage, and ensuring we encrypt, personal data wherever possible,  no data transmission over the Internet is 100% secure. Unfortunately, this means that we cannot guarantee the security of any information you send to us, and therefore please understand that you send us such information at your own risk.

9. How long we keep your data for

Other than if we are required to keep your personal data longer to comply with the law and any regulatory requirements, we will not hold your personal information for any longer than is necessary for the uses outlined above.

To determine the appropriate retention period for personal data, we consider the following:

  • the amount, nature, and sensitivity of the personal data;
  • the potential risk of harm from unauthorised use or disclosure of your personal data;
  • the purposes for which we process your personal data and whether we can achieve those purposes through other means; and
  • the applicable legal requirements.

10. Your rights

You have certain rights under the Data Protection Legislation which you can exercise by contacting us at:

Leeds Cares

Ground Floor, Trust Headquarters, St James’s University Hospital

Beckett Street, Leeds, LS9 7TF

Phone   0113 206 8620     Email [email protected]

Your rights include the following.

  • Requesting access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of your personal data that we hold and to check that we are processing it lawfully.
  • Requesting correction of your personal data that we hold. This enables you to have any incomplete or inaccurate data we hold about you corrected. Please note we may need to verify the accuracy of the new data you provide to us.
  • Requesting erasure of your personal data. This enables you to ask us to delete or remove personal data for the following reasons:
  • where we have no good reason for continuing to process it;
  • where you have successfully exercised your right to object to processing (see below);
  • where we may have processed your information unlawfully; or
  • where we are required to erase your personal data to comply with local law.

Please note that we may not always be able to comply with your request of erasure due to specific legal reasons which we will make you aware of, if applicable, at the time of your request.

  • Objecting to processing of your personal data where Leeds Cares is relying on a legitimate interest (or those of a third party), which you want to object to as you feel it impacts on your fundamental rights and freedoms. Please be aware that we may demonstrate to have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Requesting restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data for reasons outlined below.
  • If you want Leeds Cares to establish the data’s accuracy.
  • Where we have used the data unlawfully, but you do not wish us to erase it.
  • Where you need us to hold the data, even if we no longer require it, as you need the data to establish, exercise or defend legal claims.
  • Where you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
  • Requesting the transfer of your personal data to you or a third party. We will provide your personal data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use, or where we used the information to perform a contract with you.
  • Withdrawing consent of your data at any time, where we are relying on consent to process your personal data. Please note this will not affect the lawfulness of any processing carried out before you withdraw your consent.

Further details about your rights can be found on the Information Commissioner’s Office (ICO) website at https://ico.org.uk/

There are some exemptions to the above rights permitted under the Data Protection Legislation. If you have any queries regarding this, please get in touch with us.

Please note that if you choose to exercise your rights to have personal data restricted, deleted or withdrawn, then we may not be able to provide you with a full service which we will make you aware of at the time.

We will need you to provide identification in order to comply with your request to exercise your rights. Once we have received your information request and your identification, we will respond within the required timescales unless a permitted exemption applies.

11. Changes to this policy

Leeds Cares may change this Privacy Policy at any time, so please regularly check our website where this policy is displayed or request a copy to ensure that you are aware of and satisfied with any changes made. We will notify you in the case of any significant changes.

12. How to contact us

If you have any questions regarding this Privacy Policy or if you are unhappy with how we handle your personal information you can contact us at:

Leeds Cares

Ground Floor, Trust Headquarters, St James’s University Hospital

Beckett Street, Leeds LS9 7TF

Email [email protected]

Phone 0113 206 6112

and / or notify the

Information Commissioner’s Office (ICO)

by calling their helpline on 0303 123 1113

or by writing to them at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

13. Key terms

Personal information is information that can be used to identify or contact a specific individual, such as a name, address, telephone number, email address, etc., and online identifiers and location data such as IP addresses and mobile device IDs.

Special category data means personal data revealing your racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data; data related to your health; data concerning your sex life or sexual orientation; and data related to criminal convictions or involvement in criminal proceedings.

A controller is someone who decides why personal data is to be collected and how it will be used and treated.

A processor is someone who processes personal data on behalf of the controller and in accordance with the controller’s instructions.

Websites means the whole or any part of the website controlled or operated by Leeds Cares and located at http://leeds-cares.org; and http://dayone.uk.com/

14. Cookie Policy

What are Cookies?

In common with many other website operators, Leeds Cares use standard technology called ‘cookies’ on our websites. Cookies are small text files that are placed on your devices by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The list below explains the cookies we use and why.

What cookies do we use?

Cookie Name: charitable session WooCommerce

Purpose and nature of cookie: This plugin tracks website behaviour between the Charitable donation plugin and the payment gateway to ensure secure status of the application before any transactions are made.

The plugin is essential to allow the site to securely process a donation when instructed by the user.

Any personal data collected by the cookie: This plug-in identifies a user’s device only (not any other personal information) in order to identify the actions they have taken when choosing to make a donation through the site.

The legal basis we rely on to process this data is for the purposes of our legitimate interests of securely processing donations.

Cookie Name: cookie status

Purpose and nature of cookie: This cookie stores the status of the cookie banner message that appears when you first use the website, meaning the user does not need to select the banner upon each visit.

This cookie is essential in order to remember the selection actively made by the user for the site.

Any personal data collected by the cookie: This identifies a user’s device only (not any other personal information), in order to only show the cookie banner message once they have selected and agreed to close the cookie message.

The legal basis we rely on to process this data is for the purposes of our legitimate interests of remembering the selection the user made.

Cookie Name: modalsDismissed

Purpose and nature of cookie: This cookie stores the status when the user has dismissed a website overlay after their first visit to the site in order to prevent the overlay being shown again.

This cookie is essential in order to remember the selection actively made by the user for the site to remember their choice.

Any personal data collected by the cookie: This cookie identifies a user’s device only (not any other personal information), in order to only show the newsletter pop up once the user has interacted or dismissed the message.

The legal basis we rely on to process this data is for the purposes of our legitimate interests of storing the user’s overlay choices.

Cookie Name: Google Analytics cookies _gat_gtat_UA_119482604_1 _gid _ga

Purpose and nature of cookie: These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited.

More information is available on Google:

https://support.google.com/analytics/answer/6004245
The data collected for Google Analytics identifies a device type and location (Town or City), but not data or personal information about the user themselves, and it does not identify a specific device.

It is collected to serve the purpose detailed adjacent, to support the running and performance of our site and optimise its performance for the user.

The legal basis we rely on to process this data is our legitimate interests of tracking the number of visitors to the website, to identify where visitors have come to the website from, and the pages visited.

How do I change my cookie settings?

Most web browsers allow some personal management of cookies. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.

Find out how to manage cookies on popular browsers:

To find information relating to other browsers, visit the browser developer’s website.

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.

15. How we use your data

Reasons for collecting your data

This section pulls together information found in the main body of the Privacy Policy and arranges it relevant to the context of your relationship/interaction with us.  It should be read in conjunction with the main body of this policy.

15.1. When you donate, fundraise or support Leeds Cares

Purpose of processing

When you donate, fundraise or support Leeds Cares, we collect information including your personal data, so that we can process the income, manage our relationship with you and fulfil our regulatory responsibilities.

What information we need

We need enough information to be able to process your donation or fundraising or discuss your support, manage our relationship with you and, if you have registered for gift aid, to meet the requirements of HMRC.

This may include:

  • Name, address, phone and email address
  • Communication preferences
  • Financial information such as bank details and credit/debit card information provided in order to make a payment. We will retain bank details where a standing order or direct debit has been set up, but do not store credit/debit card information
  • Your tax status for the purposes of claiming gift aid against your donations.
  • Details of how you have interacted with us, for example by taking part in an event, raising funds through a coffee morning or donating to an appeal.
  • Details including health information and whether you have a disability, where this information is required for an event/fundraising activity.
  • Emergency contact information if you are taking part in an event.
  • Name of deceased family or friend when you donate via Tribute Funds.

Where you have organised a funeral collection for Leeds Cares, your funeral director will pass us your contact details (with your permission only) to allow us to thank you for your kind donation.

Legal basis and why we need the information

Financial Information

We rely on the contract basis for processing financial information. Collecting financial data and processing your bank account details/credit card or other information is required by the contract we have with you (in that you would like to donate to us and we require to process this donation to fulfil your wishes, or to process your entry fee and facilitate registration for events).

This enables us to set up your direct debit or process your card transaction. We do not receive your credit card details when you pay via our website.  When you donate via phone call to a member of the Leeds Cares’ team, your credit card details are entered directly into the card machine and are not recorded by us.

Research & Profiling

We rely on legitimate interests to enable us to undertake research and profiling activities which provides an improved experience for our supporters.

When building our supporter profile, we may analyse geographic and demographic information, online behaviour, and purchase history, to better understand your interests and ensure relevant communications. For example, by identifying your location, we can then share information about relevant events or volunteering opportunities in your local area.

We may also profile supporters in terms of financial and practical support. For example, we may keep track of the amount, frequency and value of each person’s support to Leeds Cares to helps us ensure communications are relevant and timely.

Where our research and profiling would override your rights and freedoms if we were to continue, we will ask for your consent.

Communications

There are various reasons why we would hold your information for communication purposes, for which we rely on legitimate interests as our legal basis:

  • To contact you about your donation or fundraising activity
  • To send you the latest news from Leeds Cares; this may be through newsletters and information about our goods, services and activities
  • To promote Leeds Cares; events and fundraising opportunities and campaigns
  • To raise awareness of Leeds Cares’ employment vacancies and volunteering opportunities
  • To gather and request feedback on Leeds Cares’ events and fundraising opportunities
  • To ask if you would like to donate to Leeds Cares, including leaving a legacy in your will

We communicate through post and email, phone and text message (SMS). Our legal basis for communicating with you via post or phone call is our legitimate interests. We will only send you emails and texts with your explicit consent.

You are able to opt out of our marketing communications at any time, although this means we would be unable to keep you informed of news, events or fundraising opportunities that may interest you.

Gift Aid

We are legally required to collect enough information to personally identify you, including your postal address.  If this detail is not provided, we cannot claim back gift aid on your donation.

Special Category Data

We may be required to record details such as your date of birth, and any disability or health issues at the time of booking an event or fundraising activity. Our legal basis is either your consent or based on a contractual requirement (i.e. some events stipulate a certain level of fitness/health to take part). This information is also collected to help ensure your comfort and safety.

Please note that if you choose not to provide your health/disability information, you may not be able to participate in an event/fundraising activity.

Fundraising event support

We would like to assist you with your fundraising including keeping in contact about your ongoing fundraising activity to offer advice and assistance, and providing Leeds Cares’ branded materials. We may also monitor your fundraising to ensure Leeds Cares is able to benefit from your generous donation.

We do this based on our legitimate interests (in supporting your fundraising activity/attendance at an event on our behalf) and your legitimate interests (in that you would like us to support your fundraising activity/event).

Emergency contact information

If you are participating in an event or fundraising activity, we may collect the name and telephone number of an emergency contact for us to contact if required on your behalf.  We do this on the basis of your legitimate interests and our legal obligation (to ensure appropriate health and safety at events/fundraising activities).  Where you choose not to provide such information, you may not be able to participate.

Please note that it is your responsibility to advise your emergency contact that you are passing their details to us, and that the information will only be used for this purpose.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

A file will be created on our Customer Relationship Management system using your personal information to record your interaction with us.

When you donate to or fundraise for us, we may pass your personal data to carefully selected third parties:

  • Event organisers to enable you to participate in the event you have signed up to;
  • Our linked charities, so they can send you the communications you have requested;
  • HMRC for the purposes of claiming gift aid, if you have provided us with a gift aid declaration;
  • Our service providers who assist us with fundraising appeals, response handling and newsletters. For example, print management, postal services and affiliate marketers to call supporters. This includes Doing More Print (Ltd) for print and mailing services and OnePost for the postal element;
  • Our payment processing providers to assist us in providing payment services for donations and orders from our shop. Our current payment processing providers are JustGiving, Virgin Money, PayPal, Stripe and Instagiv.
  • Our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

We may share your data with third parties in order to ensure that it is accurate and up to date.  For example, this may include comparing your details against the National Deceased Register and Royal Mail’s National Change of Address. We may use other or new lists as is appropriate to ensure the accuracy of the information we hold about you.

If you donate through our Tribute Fund page, the data is collected by a third party called MuchLoved. Their privacy policy can be accessed through the following link. https://www.muchloved.com/gateway/privacy-policy/.

We will pass your details to our third-party email marketing provider Mailchimp who processes our bulk email communications.  They are based in the USA and are accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA. Their privacy notice can be accessed through the following link https://mailchimp.com/legal/privacy/.

We use Primo Events for registrations for our events; they do not transfer data outside of the EEA. Their privacy policy can be accessed through the following link: https://primoevents.com/privacy/.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.2. When you sign-up for our eNewsletter

Purpose of processing

Our purpose for collecting the information is to provide you with the service for which you are subscribing, and let you know about the work of Leeds Cares and how you can support us.

What information we need

Your name and email address.

Legal basis and why we need the information

We need the information in order to send you the eNewsletter. The legal basis we rely on for processing your personal data in this case is your consent.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

We will pass your details to our third-party email marketing provider Mailchimp who processes our bulk email communications.  They are based in the USA and are accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA. Their privacy notice can be accessed through the following link https://mailchimp.com/legal/privacy/

A file will be created on our Customer Relationship Management system using your personal information to record your interaction with us. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our eNewsletter.

For other third parties that we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.3. When you make a complaint

Purpose of processing

We will collect and process your data in order for us to investigate and respond to your complaint as per the Leeds Cares’ Complaints Policy.

What information we need

To enable us to respond to complaints we will request your name and contact details such as your address, telephone number, or email address. Complaints can be made anonymously although this will mean we are unable to advise complainants of the outcome of our investigations and any subsequent actions.

Legal basis and why we need the information

We collect and process the information on the basis of legitimate interest, both for you so we can communicate with you about your complaint, and for Leeds Cares so we can properly address any issues or complaints raised.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

15.4. When you are a Fund Advisor

Purpose of processing

We will collect and process your data to contact you in relation to the fund that you are an advisor of, and to fulfil our regulatory responsibilities.

What information we need

We need to collect:

  • Name
  • Work address
  • Work email address
  • Work telephone number

Our Fund Advisors are allocated an assignment number which we retain within our files.

Legal basis and why we need the information

We collect and process the information on the basis of a contractual obligation.  If you choose not to provide this information, you may not be able to be a Fund Advisor.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

As the funds will benefit LTHT, we also share fund information with them.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.5. When you apply for an employment or voluntary position

Purpose of processing

When you apply for a position at Leeds Cares, we collect personal data in order to consider your suitability and to communicate with you.

Should you be successful in your application, we will provide you with further information of what data we collect, hold and process for the purposes of your employment/volunteer contract with us.

What information we need

We will collect the following information

  • Name
  • Address
  • Telephone number/s
  • Email address
  • Date of birth and gender
  • Details of education and qualifications, and previous employment
  • Details of referees
  • Confirmation of eligibility to work in the UK (evidence may be requested)
  • Details of criminal convictions (classed as Special Category data)
  • Ethnicity, religion and beliefs, sexual orientation, disability (classed as Special Category data)
  • Allergies, health issues or support we need to be aware of (classed as Special Category data)

We will collect further personal information during the interview process and record this as free-text notes collected by the panel.

Legal basis and why we need the information

General contact information for you and your referees

Leeds Cares will need to contact you regarding your application and any interview or offer of employment. We will also need to contact referees as part of the process if we are considering an offer of employment. Our legal basis for processing this data is your legitimate interests (in that you wish to become an employee or volunteer with Leeds Cares).

Please note that it is your responsibility to advise the referee that you are passing their details to us, and that the information will only be used for the purpose it was provided.

Education, qualifications, employment history

This information is collected in order for us to consider you for the role.  We process this on the basis of your legitimate interests (in that you are applying to become an employee or volunteer with Leeds Cares) and in our legitimate interests (ensuring that you are suitable for the role).

Special Category data

With your consent, we will record details of any disability and health issues relevant at the time of your application, as well as allergies and any support you require (if you are called for an interview) to ensure we make reasonable adjustments to accommodate you during your interview and at any subsequent meetings. This is based upon our legitimate interests (in ensuring we have made reasonable adjustments to allow you to attend the interview).

Ethnicity, religion and beliefs, sexual orientation and disability information is collected to enable us to monitor equal opportunities at Leeds Cares; age and gender are also collected for this purpose. This data is processed on the basis of legitimate interests but is retained anonymously.

Details of criminal convictions are required as Leeds Cares’ registered office, as well as some of its services and volunteering opportunities, are located within LTHT, and we have a responsibility to safeguard vulnerable people.  We also have a duty to comply with NHS Employment Check Standards.

Eligibility to work in the UK

Leeds Cares is legally required to gather information in order to confirm your eligibility to work in the UK. If you fail to provide this information, we will be unable to process your application.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details.  We will not sell, trade or lease your personal information to others.

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

If you have applied for a position using a third-party recruitment agency or via an NHS Jobs platform, you should check their privacy notice to understand how they process your data.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.6. When you apply to become/become a Leeds Cares’ trustee

Purpose of processing

When you apply to become a trustee, we collect your personal data both in order to consider you for the position and to communicate with you.

When you become a trustee, we need to retain that information and also collect additional information in order to communicate with you, carry out due diligence checks, ensure internal monitoring, and reimburse you for any expenses you incur in carrying out the duties of a trustee for Leeds Cares.

What information we need

We will collect the following information which includes Special Category Data.

  • Name and Address
  • Date of birth
  • Demographic monitoring information: which may include ethnicity, disability/medical conditions, religious beliefs, sexual orientation (classed as Special Category Data)
  • Allergies, health issues or support required (classed as Special Category data)
  • Details of successful disclosure and barring service check
  • Name and phone number of emergency contact
  • Names and contact details of referees
  • Details of your skills, qualifications and experience
  • Job title
  • Bank account details for the payment of expenses

We will collect further personal information during the interview process and record this as free-text notes collected by the panel.

Legal basis and why we need the information

Contact information for yourself, your emergency contact, and your referees

These details are required so we can make contact regarding your application and your duties should you become a trustee, and in the unlikely event that we need to contact your emergency contact on your behalf. Your personally identifiable data is also required in order for us to undertake our legal obligation to run due diligence checks e.g. with Companies House to ensure you have not been disqualified. We will contact referees as part of your recruitment process.

Our legal basis for processing this data is your legitimate interests (as you are applying to become a trustee of Leeds Cares).

Please note it is your responsibility to advise both your emergency contact and your referees that you are passing their details to us; and that the information will only be used for the purpose for it was provided.

Skills, qualifications and experience

This information is collected so that we can consider you for the role.  We process this on the basis of your legitimate interests (as you are applying to become a trustee of Leeds Cares) and in our legitimate interests (in ensuring that you are suitable for the role).

Special category data

With your consent, we will record details of any disability or health needs relevant at the time of your application. This is to help ensure we make reasonable adjustments to accommodate you during your interview and at any subsequent meetings.

Our legal basis for the collection of other special category data (ethnicity, disability/medical conditions, religious beliefs, sexual orientation) is based on legitimate interests to allow us to monitor our practice as an equal opportunities employer.

Details of successful disclosure and barring service check

This information is necessary to allow Leeds Cares to consider the suitability of prospective trustees. This is a legal requirement placed upon Leeds Cares and choosing not to provide this information may mean we are unable to consider you for this role.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

On appointment of a trustee, we have a legal obligation to advise the following third parties:

  • Charity Commission
  • Companies House

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.7. When you work with us as a consultant or sole trader

Purpose of processing

We need to collect information in order to communicate with you about the activities/services you will be providing and to enable us to set up a contractual agreement.

What information we need

We will collect:

  • Name
  • Telephone number
  • Email address
  • Job title
  • Business address
  • Bank details
  • Company registration and VAT details where applicable

Legal basis and why we need the information

We collect and process the information on the basis of a contractual obligation, and both your and our legitimate interests (in that you wish to provide a service to Leeds Cares and we wish you to provide it).  If you choose not to provide this information, we may not be able to work together.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details.  We will not sell, trade or lease your personal information to others.

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.8. When you work with us to execute a will (as an Executor, Associated Charity or Beneficiary)

Purpose of processing

Leeds Cares will collect this data to ensure we can communicate with you, understand the wishes of the deceased and work together to resolve the will.

What information we need

Executors (Individuals)

  • Name
  • Address
  • Email address
  • Phone number
  • Details of the deceased and will information
  • Solicitors information (name and address)
  • Estate agent information
  • Relationship to the deceased

Other Named Charities

  • Charity name
  • Charity address
  • Name of charity representative
  • Email address of charity representative
  • Telephone number of charity representative
  • Position/Job title of charity representative

Beneficiaries

  • Name
  • Address
  • Relationship to the deceased

You may notify us directly of a legacy due to Leeds Cares. We also use a probate search company, Smee & Ford, who conduct searches of grants of probate from courts in England and notify us of any potential legacies. Where we are provided your details by Smee & Ford, we will always notify you and provide you with this Privacy Notice within one month. This information is publicly available once probate has been granted.

Legal basis and why we need the information

Leeds Cares requires personal data in order to identify you and verify you have authority to administer the estate, and to communicate with you in relation to the legacy/donation. Our basis for processing this data is our legal obligation (to satisfy the details of the will) and our legitimate interests (in order to process the legacy/donation being gifted to Leeds Cares).

Where Leeds Cares is left a legacy along with other charities, we contact the charity representatives to ensure that we co-ordinate our correspondence with the administrator/executor and therefore require contact details for such charity representatives in charge of legacies. We do this on the basis of legitimate interests of Leeds Cares (in collecting legacies left in wills to Leeds Cares).

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may share the data with third parties in order to assist in the execution of the will; such as:

  • Leeds Cares’ Solicitors
  • Legal counsel
  • Mediator
  • The courts

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

We will retain your data for six years after the estate has been wound up.

The data that we collect from you will be stored inside the UK or the European Economic Area (EEA). We will not transfer your personal data outside the EEA or the UK without informing you beforehand and seeking your permission.

15.9. When you provide us with your stories and images (video, stills, audio recordings)

Purpose of processing

When you agree to let us use your stories, images and audio recordings to help provide support to others or promote the work of Leeds Cares, we need to process your data in order for us to be able use your material.

What information we need

We may require the following information:

  • Name and address
  • Email address
  • Phone number
  • Details of any disability or health information (classed as Special Category data)
  • Your stories, images/video footage (in part or whole), audio recordings of you.

Legal basis and why we need the information

We will only ever use your stories, images and recordings with your consent which is our legal basis for processing data on this occasion. We will ask you to record your consent via a consent form which describes how your information will be used and gathers your explicit agreement for the use of your images, stories and recordings.

You can withdraw your consent at any time, but please note that Leeds Cares will be unable to withdraw any materials once printed/distributed.

If a third-party asks to use your story/images/recording for their own purposes, we will contact you for your consent.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may pass the data to third parties to promote the work of Leeds Cares and to publicise your story.  These are the types of services/organisations we may engage with:

  • Magazines
  • Publications
  • Press/Media
  • Billboards
  • Advertising agencies
  • External PR agencies
  • Photographer (supplier)
  • LTHT and other NHS Trusts

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

Whilst Leeds Cares will not transmit this data outside of the EEA, we will not be able to ensure the data does not go out with the area once it reaches the public domain.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.10. When you are a major trauma patient accessing Day One

Purpose of processing

Your data is required to enable Day One to provide appropriate and effective support and services to you and your family, if you have been affected by major trauma. We also process data to keep you up to date with information regarding our activities and events.

What information we need

We will need enough information to assess how we can best support you and your family, determine eligibility for financial support and delivery of that financial support, as well as providing you with the information you request from us.

This may include:

  • Name, address, phone and email address
  • Date of birth
  • Communication preferences
  • The type of support and services required
  • Reasons why the requested grant, accommodation, transportation is required
  • Your relationship with family members
  • Details of your major trauma injuries and the hospital and ward you are admitted to
  • Bank account information (to make payments if your application for financial support in the form of a small grant if successful)

Legal basis and why we need the information

Consent

We generally ask for consent to process your data as our service requires us to understand your injury, which is health information. Due to the nature of our service, we are not always able to obtain consent directly from you due to your condition or age. Therefore, where appropriate, we may instead obtain consent from an authorised third-party representative (e.g. parent, guardian, power of attorney, next-of-kin).

We can provide you with ongoing support after you leave the hospital. We will only process your data for this purpose with your consent.

We will ask if we can communicate with your further regarding the work of Leeds Cares and Day One which we will again only do with your consent. Such communications may include fundraising and marketing opportunities as well as offering additional support, opportunities to get involved in research or a feedback survey to enable service evaluation.

If your family member applies for a grant on your behalf, we ask for information regarding your relationship with the family member/s in order to assess eligibility. This data is processed with your consent and/or the consent of your family member/s.

To meet the terms of grant funding (contractual necessity), we are required to collect name, contact details, date of birth and bank details. If this information is not provided, we may not be able to process the application.

We will always ask for consent for any email and SMS marketing.

You can withdraw your consent at any time. Please see Section 10 – Your Rights.

Legitimate interest

We will rely on our legitimate interest as the legal basis for sending you postal marketing or to contact you by telephone.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

We may pass the data to third parties to promote the work of Leeds Cares and to publicise your story.  These are the types of services/organisations we may engage with:

  • Magazines
  • Publications
  • Press/Media
  • Billboards
  • Advertising agencies
  • External PR agencies
  • Photographer (supplier)
  • LTHT and other NHS Trusts

We will retain the data on restricted access IT systems.  We share your details with our third-party IT providers, who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.

Whilst Leeds Cares will not transmit this data outside of the EEA, we will not be able to ensure the data does not go out with the area once it reaches the public domain.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.11. When you are the family member of a major trauma patient

Purpose of processing

Your data is required to enable Day One to provide appropriate and effective support to you and the patient affected by major trauma.

What information we need

We will need enough information to assess how we can best support you and your family, determine eligibility for financial support and delivery of that financial support, as well as providing you with the information you request from us.

This may include:

  • Name, address, phone and email address
  • Communication preferences
  • The type of support and services required
  • Your relationship to the patient
  • Reasons why the requested grant, accommodation or travel is required
  • Details of the patient’s major trauma injuries and the hospital and ward they are admitted to
  • Bank account information (to make payments if your application is successful)

Legal basis and why we need the information

Contractual basis

Collecting your contact and bank account details and reasons why the grant is required is necessary for the terms of the grant funding (contractual necessity). We often need to gather special category data, such as health information, for the same reason. If this information is not provided, we may not be able to provide the service (for example arranging accommodation or travel on your behalf).

Consent

Special category data, such as health information, may be required for processing a grant funding application. We will always ask for your consent to collect this type of data. If this information is not provided, we may not be able to provide the service.

We can provide you with ongoing support after the patient leaves the hospital. Again, we will only process your data for this purpose with your consent.

We will always ask for consent for any email and SMS marketing.

You can withdraw your consent at any time. Please see Section 10 – Your Rights.

Legitimate interest

We will rely on our legitimate interest as the legal basis for sending you postal marketing or to making contact by telephone.

What we do with the data

Your personal information will be kept secure within Leeds Cares/Day One using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

In order to provide you with the services you have requested, we may share the data with the following (depending upon the services provided):

  • NHS Trusts within the West Yorkshire Major Trauma Network.
  • Day One Partners (such as hotels, taxi companies, legal panellist, Citizens Advice – Leeds, etc)
  • Our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.
  • Third parties where this a legal obligation to so, for example regulators and law enforcement authorities.

We may share your data with third parties in order to ensure that it is accurate and up to date.  For example, this may include comparing your details against the National Deceased Register, and Royal Mail’s National Change of Address. We may use other or new lists as is appropriate to ensuring the accuracy of the information we hold about you.

We will pass your details to our third-party email marketing provider Mailchimp who processes our bulk email communications (where you have given your consent to receive marketing/fundraising emails). They are based in the USA and are accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA. Their privacy notice can be accessed through the following link https://mailchimp.com/legal/privacy/

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.12. When you are an NHS staff member involved in the referral and/or delivery of a service

Purpose of processing

We process your data to allow us to understand where a patient’s referral has come from and to liaise with you about the details of the referral or application for a small grant, as well as ensuring we have appropriate consent in place.

What information we need

We will need:

  • Your name and work contact details
  • Details of your employment (e.g. employing hospital and job title)

Legal basis and why we need the information

Our legal basis for collecting and processing the data is our legitimate interests so we can provide the service required by the patient or their family.

We rely on the contractual basis for legally processing data in relation to small grant applications as processing this data is necessary for the terms of grant funding (contractual necessity). If this information is not given, we may not be able to provide the service.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

In order to provide the Day One service to the patient and family you have referred to us, we may share the data with the following (depending upon the services provided):

  • NHS Trusts within the West Yorkshire Major Trauma Network.
  • Day One Partners (such as hotels, taxi companies, legal panellist, Citizens Advice – Leeds, etc)
  • Our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.
  • Third parties where this a legal obligation to so, for example regulators and law enforcement authorities.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.

15.13. When you are a staff member within one of our partnering organisations

Purpose of processing

We require your data in order to correspond with you in relation to the service that we work in partnership on.

What information we need

We will need your name and work contact details (email address and telephone number)

Legal basis and why we need the information

Our legal basis for processing such data is our legitimate interest of providing the service in partnership with you.

What we do with the data

Your personal information will be kept secure within Leeds Cares using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

In order to provide the Day One service to the patient and family we are working in partnership to support, we may share the data with the following (depending upon the services provided):

  • The patient and/or the family
  • NHS Trusts within the West Yorkshire Major Trauma Network.
  • Our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.
  • Third parties where this a legal obligation to so, for example regulators and law enforcement authorities.

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.