PRIVACY POLICY
This website is owned and operated by The Friends of Chelsea and Westminster Hospital (“our”, “we”, “us” or “The Friends”). We are a registered charity. Our registered charity number is 1016883.
We are committed to protecting and respecting your privacy. This policy (“Privacy Policy”) sets out the types of personal data we collect and use, and how we may disclose that information.
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1. Introduction
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This Privacy Policy covers our collection, processing and use of personal data when you use our website https://www.cwfriends.org.uk (the “Website”).
When you supply any personal data to us, we have legal obligations towards you in the way we use that data. We must collect the information fairly and explain to you how we will use it. For ease of reading, we have divided this Privacy Policy into several sections:
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1. Introduction
2. What information do we collect?
3. How and why do we use/share your information
4. For How long do we keep your information
5. Security
6. Cookies
7. Your Rights
8. Contact Details
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It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice that we may provide at or around the time that we collect or process personal data about you so that you are fully aware of how and why we are using that data.
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By visiting our Website, you agree to its terms (including as amended from time to time) and this Privacy Policy. If, for any reason, you do not agree to the terms of this Privacy Policy, please stop using this Website.
We reserve the right to revise or amend this Privacy Policy at any time to reflect changes to our business or changes in the law. Where these changes are significant we will endeavour to e-mail all of our members to make sure that they are informed of such changes. However, it is your responsibility to check this Privacy Policy before each use of the Website.
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Please note that our Website is not directed at children under the age of 13 (“Child” or “Children”) and we do not knowingly collect personal information about Children. If you believe we have collected personal information about your Child, you may contact us at chelwest.friends.office@nhs.net and request that we remove information about your Child.
2. What information do we collect?
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What is personal data?
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Where this Privacy Policy refers to ‘personal data’ it is referring to data about you from which you could be identified – such as your name, your date of birth, your contact details and even your IP address.
By law all organisations in the UK are obliged to process your personal data in certain ways and to ensure that you are given an appropriate amount of information about how they use it. You also have various rights to seek information from those organisations about how they are using your data, and to prevent them from processing it unlawfully. For more information about these rights, please see the ‘Your Rights’ section of this Privacy Policy.
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Data we collect from you when you use our Website
When you use this Website (by filling in and submitting a form on our Website) or contacting us by post, telephone, email or SMS, we may collect, store and use certain personal information that you disclose to us. The information we collect from you may include (but is not limited to) the following:
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Contact details (name, email address, phone number, postal address)
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Donation and payment information
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Volunteer or membership details
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Communication preferences
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Information provided through correspondence or enquiries
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We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Updating your information
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If you want to update the information you have previously given to us, you can contact us by email at: chelwest.friends.office@nhs.net.
3. How and why do we use/share your information
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Collecting your information
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Here are some examples about how we may use the information we collect about you:
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Processing donations and maintaining financial records
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Communicating about activities, events, and fundraising initiatives
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Managing volunteers, members, and supporters
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Improving services, operations, and engagement
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Complying with legal and regulatory obligations
Why is The Friends allowed to use your information in this way?
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We will only use your personal data in the following circumstances:
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Where you have asked us to do so, or consented to us doing so;
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Where we need to do so to perform a contract we have entered into with you;
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Where it is necessary for our legitimate interests (or those of a third party) and your fundamental rights do not override those interests; and
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Where we need to comply with a legal or regulatory obligation.
Sharing your information
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The Charity does not sell personal data. Personal data may be shared with trusted third-party service providers (such as payment processors and email platforms) where necessary for operational purposes and subject to appropriate safeguards, and where you have provided your consent for such use. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. Such activity will have its own terms and conditions relating to the way in which your information may be used.
Service Providers
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Our service providers provide us with a variety of administrative, statistical, and technical services. We will only provide service providers with the minimum amount of personal data they need to fulfil the services we request, and we stipulate that they protect this information and do not use it for any other purpose. We take these relationships seriously and oblige all of our data processors to sign contracts with us that clearly set out their commitment to respecting individual rights, and their commitments to assisting us to help you exercise your rights as a data subject.
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Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. We may also provide links to third party websites that are not affiliated with https://cwfriends.org.uk . All third-party websites are out of our control and are not covered by this Privacy Policy. If you access third party sites using the links provided, the operators of these sites may collect information from you that could be used by them, in accordance with their own privacy policies. Please check these policies before you submit any personal data to those websites.
4. For how long do we keep your information?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider 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.
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Where you sign up to receive e-mail marketing from us we will retain your e-mail address after you ‘opt-out’ of receiving e-mails in order to ensure that we continue to honour and respect that request. To unsubscribe from marketing emails at any time, please click on the unsubscribe link at the bottom of any marketing email and update your account preferences. You may also contact us to inform us if you do not wish to receive any marketing materials from us.
In some circumstances you can ask us to delete your data: see ‘Your Rights’ below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
5. Security
We take the protection of your information very seriously. We use encryption (SSL) to protect your personal data when appropriate, and all the information provided to us is stored on secure servers once we receive it.
All payments for products and services are provided through our trusted third-party payment service providers Squareup, Paypal, JustGiving, CAF and SumUp payment card terminals.
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Where we have given you (or where you have chosen) a password, which enables you to access certain parts of this Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
6. Cookies
Please click here for more information on Cookies.
7. Your Rights
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As a data subject you have a number of rights in relation to your personal data. Below, we have described the various rights that you have, as well as how you can exercise them.
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Right of Access
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You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a “subject access request”).
Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.
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You can exercise this right at any time by writing to us using the contact details set out in section 8 and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request.
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Your Right to Rectification and Erasure
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You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the “right to be forgotten”).
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Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is right. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.
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You can exercise this right at any time by writing to us using the contact details set out in section 8 and telling us that you are making a request to have your personal data rectified or erased and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request.
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Your Right to Restrict Processing
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Where we process your personal data on the basis of a legitimate interest (see the section of this Privacy Policy which explains why we use your personal data) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.
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We may process your personal data for the following reasons on the basis of a ‘legitimate interest’:
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Consent (e.g., for sending newsletters or marketing communications)
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Legitimate interests (e.g., maintaining relationships with supporters & stakeholders)
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Legal obligations (e.g., financial reporting and compliance requirements)
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Collection and recovery of money owed (to recover debts due to us);
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To make suggestions and recommendations to you about goods or services that may be of interest to you
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You may also ask us to stop processing your personal data (a) if you dispute the accuracy of that personal data and want us verify that data’s accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.
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Please note that if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it.
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You can exercise this right at any time by writing to us using the contact details set out in section 8 and telling us that you are making a request to have us stop processing the relevant aspect of your personal data and describing which of the above conditions you believe is relevant to that request. You do not have to fill in a specific form to make this kind of request.
Your Right to Portability
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Where you wish to transfer certain personal data that we hold about you, which is processed by automated means, to a third party you may write to us and ask us to provide it to you in a commonly used machine-readable format.
Because of the kind of work that we do and the systems that we use, we do not envisage this right being particularly relevant to the majority of individuals with whom we interact. However, if you wish to transfer your data from us to a third-party we are happy to consider such requests.
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Your Right to stop receiving communications
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For details on your rights to ask us to stop sending you various kinds of communications, please contact us using the details set out in section 8.
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Your Right to object to automated decision making and profiling
You have the right to be informed about the existence of any automated decision making and profiling of your personal data, and where appropriate, be provided with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing that affects you.
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Exercising your rights
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When you write to us making a request to exercise your rights we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help us to verify your identity.
It will help us to process your request if you clearly state which right you wish to exercise and, where relevant, why it is that you are exercising it. The clearer and more specific you can be, the faster and more efficiently we can deal with your request. If you do not provide us with sufficient information then we may delay actioning your request until you have provided us with additional information (and where this is the case we will tell you).
8. Contact Details
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If you have any queries regarding this Privacy Policy, please contact our Charity Manager at The Friends of Chelsea and Westminster Hospital (registered charity no: 1016883) by email at chelwest.friends.office@nhs.net or write to us at our registered address 369 Fulham Road, London SW10 9NH.
Data protection complaints
If you have concerns about how we collect, use or protect your personal data, you may make a data protection complaint by contacting us by email at chelwest.friends.office@nhs.net Or you can write to us at the following address: The Friends of Chelsea and Westminster Hospital, 369 Fulham Road, London SW10 9NH.
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Please include as much detail as possible about your concern so that we can investigate it appropriately.
We will acknowledge your complaint within 30 days of receipt and will investigate the matter without undue delay. We may contact you for additional information where necessary and will keep you informed of the progress of your complaint.
Once our investigation is complete, we will inform you of the outcome and any actions taken.
If you remain dissatisfied, you also have the right to complain to the UK Information Commissioner’s Office (ICO).
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This policy may be updated periodically to reflect changes in legal, regulatory, or operational requirements.