Privacy Policy

How do we obtain information about you?

You may give us your information directly by donating to us through our website, over the telephone or writing to us. You may sign up to one of our events or fundraise on behalf of us.

We also collect your data indirectly through the third party online platform Just Giving. This will only be done with your consent and you should read the privacy policies of these third party companies before providing them with your information.

There are ways in which you support us, example setting up a regular gift via direct debit, where your information is collected and processed by a third party on our behalf and shared with us.

What information do we collect about you?

If you support us, for example by making a donation or attend a fundraising event we will collect your:

• Name
• Address
• Telephone Number
• Email address
• Date of birth
• Whether you are a taxpayer, to enable us to claim Gift Aid
• Bank account details or payment information.

On some occasions we may to need record sensitive personal data, we only do this when there is a clear need to do so such as information about your health if you are participating in a high risk event.
Legal basis for processing
The legal basis used for processing your information will depend on the information collected and what it is used for.

The information collected for processing a donation and gift aid is processed under our legal obligation to keep financial records.

We also process your information under legitimate interest in instances such as to help us understand our supporters better and to make sure we only send information that is relevant to you.

When using legitimate interest to process your information we will always test to ensure that:

• a legitimate interest is identified
• the processing is necessary to achieve it and
• balance it against the individual’s interests, rights and freedom

We endeavour to never use your data in a way you would not reasonably expect and we will respect your right to privacy.

How will we use the information we hold about you?

We use your personal data to:

• Process and respond to queries or requests
• Administer your donation, including Gift Aid and help support your fundraising efforts
• Perform analysis to help us with future fundraising activities
• Help us understand your relationship with us
• Add you to the relevant mailing database
• Ensure you are sent the requested marketing material
• Personalise your experience with us

Marketing

We may use your details to provide you with information about our work and to ask you for donations or continued support. Our forms contain clear marketing preference options so you can let us know how you wish for us to communicate with you. All communications will have the option for you opt out of future communications. Alternatively, you can let us know your communication preferences by contacting the marketing office on 0117 9582174 or emailing fundraising@jessiemay.org.uk

Profiling

Profiling allows us to allocate our resources more effectively and helps us make appropriate requests to both current and future supports. We build a profile using information you have already given to us as well as information that is publicly available for example directorships, where you live and any previous donations. This helps us to assess how interested you may be in donating to us and the level of donation you may be able to give.

As a fundraising organisation, we undertake in-house research and from time to time engage specialist agencies such as Prospecting for Gold to gather information about you from publicly available sources, for example, Companies House, the Electoral Register, company websites, ‘rich lists’, social networks such as Linkedin, political and property registers and news archives. 

We may also carry out wealth screening to fast track the research using our trusted third party partners. You will always have the right to opt out of this processing. We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers. We also use publicly available sources to carry out due diligence on donors in line with the charity’s Gift Acceptance Policy and to meet money laundering regulations. 

This research helps us to understand more about you as an individual so we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as a donor or potential donor which is appropriate for you. 

We conduct this on the basis of Legitimate Interest. 

If you would prefer us not to use your data in this way, please email us at fundraising@jessiemay.org.uk or call us on 0117 9582174. 

What information do we share?

We do occasionally work with third party organisations such as mailing houses to carry out work on our behalf. Such third parties will be provided with personal data necessary to perform these services but are not authorised to use your information for any other purposes. We only use organisations that we trust and we have signed agreements outlining how they can use the information supplied to them.

How do we store your information and who has access to it?

We are committed to keeping your data safe and secure and have policies in place to enable us to do this.

We operate a cloud based solution and the data is held on secure servers in the EEA operated by agencies contracted to us. We do not transfer data outside of the EEA.

For all areas of our website which collect personal information we use a secure server but unfortunately no data transmission over the Internet is 100% secure. As a result, while we try to protect your personal information, we cannot guarantee the security of any information you transmit to us and you do so at your own risk.

All staff and volunteers undertake data protection training relevant to their role. Staff only have access to data that they need to be able to carry out their duties.

We will only keep your information for as long as we need to be able to further our work, taking into consideration our legal obligations and we will not keep it longer than necessary. When destroying information this is always done securely.

Keeping your information up to date

We are committed to keeping your data safe and secure and have policies in place to enable us to do this.

We operate a cloud based solution and the data is held on secure servers in the EEA operated by agencies contracted to us. We do not transfer data outside of the EEA.

For all areas of our website which collect personal information we use a secure server but unfortunately no data transmission over the Internet is 100% secure. As a result, while we try to protect your personal information, we cannot guarantee the security of any information you transmit to us and you do so at your own risk.

All staff and volunteers undertake data protection training relevant to their role. Staff only have access to data that they need to be able to carry out their duties.

We will only keep your information for as long as we need to be able to further our work, taking into consideration our legal obligations and we will not keep it longer than necessary. When destroying information this is always done securely.

What we don’t do with your Information

We do not sell or share your information with other organisation to use for their own purpose.

Access to your information

You have the right to request a copy of the information that we hold about you. The information will be provided to you free of charge but a fee of £10 will be charged for each additional copy or for any request that is deemed to be unfounded or excessive to help us cover administration costs.

If you would like a copy of some or all of your personal information, please contact us using one of the methods below.

Telephone: 0117 9616840
Email: info@jessiemay.org.uk

Post

Jessie May
35 Old School House
The Kingswood Estate
Britannia Road
Kingswood
Bristol
BS15 8DB

You may be asked to provide proof of identification before any information is released.

Requests for Rectification

You have the right to have inaccurate personal data rectified, or completed if it is incomplete.

If you would like to make a request for rectification please contact us on the details above. We will respond to any requests within one calendar month of receipt.

Right to erasure and restriction of processing

You have the right to ask for your data to be erased from our systems. This can be done in writing or verbally using our contact details above. There are certain circumstances where the right of erasure does not apply and we will need to consider these before agreeing to your request. You will receive a response to your request within one month of receipt.

You have the right to request the restriction of the processing of our data by us. This means that we will store your data but will no longer use it. There are certain circumstances where this does not apply. Further information on your rights to erasure and restriction of processing can be found here.

Complaints

You have the right to make a complaint if you feel unhappy about how we hold, use or share your information. We would recommend contacting our Head of Operations Caryn Davies (caryn.davies@jessiemay.org.uk) in the first instance to talk through any concerns that you have. 

If you remain dissatisfied following the outcome of your complaint, you may then wish to contact the Information Commissioner’s Office. Please note that the Information Commissioner will not normally consider an appeal until you have exhausted your right of complaint to us directly. 

Post: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 

Helpline: 0303 123 1113 (local rate) or 01625 545 745 

Email: casework@ico.org.uk 

Website: www.ico.org.uk 

Jessie May care team privacy policy 

Jessie May and University hospital Bristol and Weston(UHBW) are joint Data Controllers for the purpose of gathering and processing data relating to your child’s care. 

Jessie May’s registered office is  35 Old School House, The Kingswood Estate, Britannia Rd, Kingswood, Bristol, BS15 8DB. 

As an organisation, we are committed to protecting your information and respecting your privacy in accordance with the Data Protection Act 2018 (DPA18) and the UK General Data Protection Regulation (UK GDPR). 

This notice explains what information we collect, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. This notice is aimed at families who access Jessie May services. 

If after reading the below you still have questions please direct them to Jessie May’s Director of Care, Andrea Choules her email is andrea.choules@jessiemay.org.uk. 

Why we collect information about you 

Jessie May and UHBW aim to provide you with the highest quality care. To do this we must keep records about your child, their health and the care we have provided or plan to provide to for them. It is important for us to have a complete picture as this information enables us to provide the right care to meet their individual needs. 

is one of many organisations working in the health and care system to improve care for patients and the public. The information collected about you when you use these services can also be provided to other approved organisations, where there is a legal basis, to help with planning services, improving care provided, research into developing new treatments and preventing illness. All this helps to provide better care for you, your family and future generations. 

Basic identifiers and contact information relating to the potential Service User (and, where applicable, their representative):  

• NHS number 

• Name 

• Date of Birth 

• Address 

• ICB area 

• parental/carer permission 

• gender 

• details of any safeguarding concerns 

• diagnosis and prognosis and summary of condition including medical and nursing need 

• whether known to other community services etc) 

Our legal basis for processing personal data  

Our business is based on statutory powers which underpin the legal bases that apply for the purposes of the UK GDPR. The legal bases for most of our processing are: 

For Personal Data both JMT and UHBW are relying on Article Art 6(1)(e) the legitimate interest of the Controller or (ii) Art 6(1)(f). For Special Category Data, JMT and UHBW are relying on Article 9(2)(h) UK GDPR because Processing is necessary for the provision and management of health or social care or treatment.  Article 9(3) of the UK GDPR is satisfied because the Personal Data is being Processed by (or under the responsibility of) health professionals who are subject to an obligation of professional secrecy. 

The Right of Access 

As it holds the Jointly Controlled Data on its systems, Subject Access Requests will be sent (or redirected to) UHBW. UHBW, having consulted and agreed a course of action with JMT, will consider and respond to these requests. 

The Right to Rectification 

As it holds the Jointly Controlled Data on its systems, request for rectification will be sent (or redirected to) UHBW. UHBW, having consulted and agreed a course of action with JMT, will consider and respond to these requests.      

The Right to Erasure 

Jessie May and UHBW agree that this is not applicable as the Jointly Controlled Data comprises Special Category Data which needs to be Processed to comply with legal obligations to provide health and/or social care. 

The Right to Restrict Processing 

The Parties agree that this is not applicable as the Jointly Controlled Data comprises Special Category Data which needs to be Processed to comply with legal obligations to provide health and/or social care. 

The Right to Data Portability 

The Parties agree that this is not applicable as the Parties are not Processing the Jointly Controlled Data under the basis of consent, performance of a contract or by automated means. 

The Right to Object 

The Parties agree that the right to object is applicable because the Parties are relying on “legitimate interests” as the basis for Processing the Jointly Controlled Data. If a Data Subject objects the use or sharing of Personal Data, the Parties agree that such objection will be sent or redirected to UHBW as it holds the Jointly Controlled Data on its systems unless (i) it relates to the Jointly controlled Data of an individual not yet assessed as eligible to receive the Services or who has not yet to consented to receive the Services (in which case it will be sent (or redirected) to JMT) or (ii) the objection is sent to JMT and the  Data Subject objects to it being sent by JMT to UHBW (or JMT where the above exceptions apply) will consider and respond to the objection engaging, where permitted, with the other Party. 

Retention of records 

Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for the specific purposes. All records relating to care are kept on appropriate secure NHS systems and are kept in line with the NHS Records Management Code of Practice 2021 and the Retention Schedule. 

National data opt out  

Whenever you use a health or care service, such as attending Accident & Emergency or using community care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment. 

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with: 

• improving the quality and standards of care provided 

• research into the development of new treatments 

• preventing illness and diseases 

• monitoring safety 

• planning services 

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law. 

To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters.    

Jessie May has to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care. 

How can you make a complaint? 

You have the right to make a complaint if you feel unhappy about how we hold, use or share your information. We would recommend contacting our Director of Care Andrea Choules (andrea.choules@jessiemay.org.uk) in the first instance to talk through any concerns that you have. 

If you remain dissatisfied following the outcome of your complaint, you may then wish to contact the Information Commissioner’s Office. Please note that the Information Commissioner will not normally consider an appeal until you have exhausted your right of complaint to us directly. 

Post: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 

Helpline: 0303 123 1113 (local rate) or 01625 545 745 

Email: casework@ico.org.uk 

Website: www.ico.org.uk 

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Our website contains links to other websites. This privacy policy only applies to this website, so when you link to other websites you should read their own privacy policies.

We keep this policy under regular review and may change this policy from time to time. Any changes to this policy will be made clear on our website, with any significant changes being communicated to you directly.

If you have any questions regarding this policy or how we handle and process data please contact:

By post
Head of Operations
Jessie May,
35 Old School House,
The Kingswood Estate,
Britannia Road,
Kingswood,
Bristol BS15 8DB

Email: info@jessiemay.org.uk
Telephone: 0117 9616840