Hampshire and Isle of Wight Air Ambulance are committed to protecting your privacy. This policy explains how we collect and use the personal information you provide to us whether online or via phone, SMS, MMS, e-mail, letter or other correspondence.
By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy.
Who we are:
Through your support, Hampshire and Isle of Wight Air Ambulance (HIOWAA) brings an advanced critical care team to people in Hampshire and the Isle of Wight when they need it most.
Available both day and night, 365 days a year, the Air Ambulance critical care team is called out many times a day to attend to road traffic collisions, sporting accidents, collapses and many other incidents. Highly skilled crews of doctors, paramedics and pilots can be at the scene of an incident within minutes, ready to deliver the same level of care that you would expect from a hospital emergency department.
It currently costs in excess of £15,000 a day to maintain our life saving service, and it is only thanks to the generosity of the communities that we serve that we are able keep the Air Ambulance flying and saving lives.
General Data Protection Regulations 2018:
In carrying out our day-to-day activities we process and store personal information relating to our supporters and we are therefore required to adhere to the requirements of the General Data Protection Regulations (GDPR) 2018. HIOWAA takes the responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the 2003 Privacy and Electronic Communication Regulations .
Hampshire and Isle of Wight Air Ambulance uses a blend of explicit opt-ins and legitimate interests to process data and communicate with the public.
The personal information we collect:
Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, mobile telephone number, bank account details, credit/debit card details and whether you are a UK tax payer. We collect personal information about you when you ask about our activities, make a donation to us, register for an event, order products, subscribe to our newsletters, engage with digital content, consent to HIOWAA using your image or otherwise give us personal information.
If you read pages or download information from our website, we may gather information about this use, such as the pages that you visit, in order to provide you a more targeted and personalised experience. This information can be used to help us improve our website and services and ensure we provide you with the best service.
We may collect health information in some circumstances. If we collect this information we will make it clear to you when collecting this information as to what we are collecting and why.
Credit and debit card information:
If you use your credit or debit card to donate to us online or purchase merchandise, your card information will be collected by the payment provider. HIOWAA will receive details about your order/donation but no card details are provided.
We may collect your personal information for a number of reasons, such as:
- To provide you with the services, products or information you have requested;
- To process any donation(s) we may receive from you
- To process your Direct Debit donations
- To provide you with targeted information about our work or our activities
- To send you the items you have ordered through our shop
- For administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for
- For internal record keeping, such as the management of feedback or complaints
- To process your consent to use your image
- To store your consent to marketing
- The use of IP addresses to block disruptive use, to record website traffic or to personalise the way our information is presented to you to identify your approximate location
- Where it is required or authorised by law
- Assessing your personal information for the purposes of credit risk reduction or fraud prevention (regrettably some people target charities for illegal purposes such as money laundering and, quite rightly, we are required to monitor financial activity and report suspected fraud to the appropriate authorities).
Building profiles of supporters and potential supporters:
Hampshire and Isle of Wight’s life-saving work is only possible thanks to the generosity of our supporters. To make donations go even further, it’s our duty to ensure that our fundraising efforts are as effective as they can be.
It is important to us that we understand our supporters and will use publicly available sources to conduct research that enables us to tailor and target our fundraising efforts and communications to those most likely to be interested in them. This allows us to be more cost-effective with our resources and makes it less likely that we communicate with someone in a way they might find irrelevant, intrusive, or even distressing.
We use information we hold about our supporters and potential supporters to research their potential to be a significant donor or fundraiser for HIOWAA. We might collect additional details relating to their employment and previous charitable activity. We may also estimate their gift capacity, based on their visible or known assets, history of giving and how connected they are to Hampshire and Isle of Wight Air Ambulance.
We use data which has been provided directly to our charity and combine this with publicly available information. This could be information from sources such as charity websites and annual reviews, corporate websites, public social media accounts, the Electoral Register and Companies House. This helps us to create a fuller understanding of someone’s interests and potential level of support. We only use reputable sources where someone might expect their information to be public and available. We never use data that we believe has been obtained unlawfully and we avoid sources containing information that an individual would likely consider private and confidential.
We will not use your information for marketing purposes if you have explicitly asked us not to.
Information sharing and disclosure:
We will not sell your information to any third party.
We may share your information with our data processors. These are trusted partner organisations that work with us in connection with our charitable purposes, your data will only be shared when it is necessary to do so.
All our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate contracts and controls are in place and we regularly monitor all our partners to ensure their compliance.
We may disclose your personal information to third parties if we are required to do so through a legal obligation (for example to the police or a government body); to enable us to enforce or apply our terms and conditions or rights under an agreement; or to protect us, for example, in the case of suspected fraud or defamation.
The accuracy of your information:
We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us or we become otherwise aware, we will ensure it is amended and updated as soon as possible. We cleanse data every other year, your data will be checked against software to make sure that it is accurate, this data will not be passed to any third party for their use.
Under 16s and vulnerable people:
If we know you are under 16, we will not collect or store your personal information . We may collect personal information from a parent/guardian when it is deemed viable.
We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Charity is in a position to make a free and informed decision.
Storing your information:
We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely deleted.
Our website and digital marketing:
Our website is secure and well-maintained. Although we cannot 100 per cent guarantee the security of any information you transmit to us, we enforce strict procedures and security features to protect your information and prevent unauthorised access.
Our website contains links to other websites belonging to third parties and we regularly use social networking sites. We may also include content from sites such as these on our website and in other communications.
Cookies may also allow information we collect to be added to your data record. This means we can provide you with a more personalised experience.
We work with social and business media platforms including Facebook and Google to bring you targeted advertising about our work and improve your experience. In some cases, we may provide social media platforms and digital advertising platforms with a list of email addresses or phone numbers. That data can then be used to target or exclude individuals from seeing our advertisements. We will only include supporters in these lists if they have opted in to receiving our marketing.
Similarly, people engaging with certain social media content may be added to targeted lists on other social channels or through our email delivery CRM.
The contract terms under which our chosen social platforms and email providers act as our processor does not permit them to make any further use of the details we provided. Data is deleted once it is no longer in use.
Changes to the policy:
You have the right to:
- Request a copy of the information we hold about you;
- Update or amend the information we hold about you if it is wrong;
- Change your communication preferences at any time;
- Ask us to remove your personal information from our records;
- Object to the processing of your information for marketing purposes; or
- Raise a concern or complaint about the way in which your information is being used.
You are in complete control of your data and can update your preferences whenever you choose by contacting us at HIOWAA, F4 Adanac Park, Adanac Drive, Nursling, Southampton, SO16 0BT, 02380 743510 or by emailing [email protected]
While we aim to update an individual’s preferences quickly, it is possible that communications may still be received up to 30 days after requesting a change or opt-out.