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Midlands Air Ambulance Charity

GDPR privacy notice and cookie policy

GDPR privacy notice and cookie policy

At Midlands Air Ambulance Charity, we are committed to maintaining the privacy of our donors, supporters, volunteers and staff.

This policy outlines how we collect, store and use data provided over the phone, face to face, in writing, and through our websites (midlandsairambulance.com and bike4lifefest.com). The terms outlined in this policy may be updated, so please check the policy from time to time.

Who are we?

In this policy ‘we’, ‘us’ or ‘our’ refers to Midlands Air Ambulance Charity (MAAC) and Midlands Air Ambulance Trading Ltd (MAATL).  Both organisations are ‘controllers’ of personal data.

MAATL is a company operated by MAAC to run our charity shops and other services; all of the profits are passed to MAAC. This company is owned and controlled by MAAC.

The full legal information for each entity is:

Midlands Air Ambulance Charity, a charity registered in England and Wales (1143118).

Midlands Air Ambulance Trading Ltd is a company registered in England and Wales at Hawthorn House, Dudley Road, Stourbridge, DY9 8BQ; Reg. Co. number 08256466.

What information do we collect, and how is it used?

Supporters

If you support MAAC; this may be by volunteering, registering to fundraise, signing up for events, or making a donation; we usually collect the following data from you (if relevant):

  • Your name
  • Your contact details (including address, email and/or telephone number)
  • Your date of birth
  • Your bank or credit card details
  • Your motivation for supporting us 

Additionally, we may ask for information relating to your health if it is relevant to the activity you are doing, for example participating in high-risk events.

Job applicants

We ask for personal information from job applicants to assist with our recruitment process, it will only be used for this purpose. This information will only be accessed by employees directly involved with the recruitment process. We will not disclose this information to anyone else outside MAAC without your permission. If your application is successful, this information will be stored in your personnel record. If you are unsuccessful, we will erase the personal data submitted six months after the appointment has been made, unless you ask us to retain it for consideration for future job opportunities.

We collect information in the following ways:

When you give it to us directly. This may be provided over the phone, face to face, in writing, via email and through our websites. Sometimes when you support us, your information is collected by an organisation working for us (e.g. a mail processing agency), but we are responsible for your data at all times.

When you give it to us indirectly. Information you provide to independent event organisers (e.g. London Marathon) and fundraising sites (e.g. Just Giving) may be shared with us if you consented and you have indicated that you wish to support Midlands Air Ambulance Charity. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to other organisations to share it. You may provide permission for third party organisations to share your data with other third parties, including charities. You may do this when you buy a product or service, register with a website that runs competitions or register with a comparison site. The information we get from those services depends on your settings or the responses you give, so you should regularly check them.

Through publicly available sources, such as the Post Office’s National Change of Address database. We use these sources to ensure our records are up to date, and to check your mailing preferences. We will always consider your privacy and only do this with your knowledge, and you can request us to stop such processing if you choose.

How is my data used?

We mainly use your information to:

  • Provide you with the information, services and/or products you asked for
  • Administer your donation or support your fundraising, including processing gift aid
  • Keep a record of your relationship with us
  • Manage your marketing preferences
  • Understand how we can improve our services, products or information
  • To let you know what your support has helped us to achieve and to ask for financial and non-financial support

Sharing your story

Some of the people who have benefited from the work of MAAC choose to share their experiences to help further our work. We will only share this information if we have obtained the fully informed consent of the individual involved, or their parent or guardian if they are under the age of 18. This information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.

Sharing of data

We do not share or sell donor details with charities or other third parties for the purposes of marketing. However if you are participating in an event ran by another named organisation your details may need to be shared; in these instances we will inform you before your information is shared.

We only disclose data to the suppliers we engage to process data on our behalf; in such cases information is only shared for the purpose of providing services on our behalf relating to communications, or agreements between yourself and MAAC. We are responsible for your data at all times.

We will also  disclose personal data when obliged to do so  by law, or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation.

Please see our donor promise, and code of canvassing practice for more information.

Summary of Processing

Activity

Data processed

Purpose

Legal basis

Some or all personal data shared with

Kept for

MAAC

 

 

 

 

 

Donations (online, by telephone or post)

Name; address;

To correspond with you and process payments and donations subject to gift aid; to send you marketing information

With your consent and in our legitimate (administration of a charity) interests

N/a

Record of donation – 6 years/ Consent to marketing – indefinite but with periodic option to opt-out

Fundraising events

Name; contact details; booking details, payment records.

To administer and run the event and to market to you.

Contract; consent and in our legitimate interests

n/a

7 years for contractual information/

 Consent to marketing – indefinite but with periodic option to opt-out

Lottery

Name ; address; ticket choices; payment details; draw entries;

To administer the lottery

Contract and in our legitimate interests

Shared between Tower Lottery and Midlands Air Ambulance Charity

7 years for contractual information/

 Consent to marketing – indefinite but with periodic option to opt-out

Fundraising platform

Name; address; fundraiser information

To support you in your efforts to raise money; to process gift aid payments and to market to you

Consent and in our legitimate interests

N/A

Record of donation – 6 years/ Consent to marketing – indefinite but with periodic option to opt-out

Consideration of Will

Name; address

To provide you with information about making a bequest

Consent and in our legitimate interests

N/A

Record of donation – 6 years/ Consent to marketing – indefinite but with periodic option to opt-out

Volunteering

Name; contact details

To correspond with you about potential volunteering

Consent and in our legitimate interests

N/A

2 years following termination or 6 months if unsuccessful

Take- off Magazine

Name; address

To send you the magazine and to market to you

Consent and in our legitimate interests

External Mailing House

Consent to marketing – indefinite but with periodic option to opt-out. Until we receive notification to the right to be forgotten OR we will send follow up letter every 5 years

Collection tins

Name; contact details

To correspond with you regarding the issue or collection of a tin.

Consent and in our legitimate interests

N/A

Record of donation – 6 years/ Consent to marketing – indefinite but with periodic option to opt-out

Corporate partnerships

Name, contact details; position within company

To correspond with you about becoming a corporate partner

Consent and in our legitimate interests

N/A

Consent to marketing – indefinite but with periodic option to opt-out

Sky Champions

Name; school; contact information

To correspond with you regarding the programme

Consent and in our legitimate interests

N/A

Consent to marketing – indefinite but with periodic option to opt-out

General contacts

Name, contact details, type of query

To enable us to correspond with you and answer your query

Consent and in our legitimate interests

N/A

6 months

Tribute page

Name, contact details, words of remembrance

To enable us to set-up and administer the page and to take and process donations

Consent and in our legitimate interests

N/A

Record of donation – 6 years/ Consent to marketing – indefinite but with periodic option to opt-out

MAATL

 

 

 

 

 

Online shop

Name, contact details, order details, payment details

To enable us to take and process your order and to market to you

Contract; our legitimate interests (raising revenue for the MAAC)

N/A

7 years

Memorial bricks

Name, contact details, order details, payment details

To enable us to take and process your order and to market to you

Contract; our legitimate interests (raising revenue for the MAAC)

N/A

7 years

 

Where we process your personal data with your consent you have the right to withdraw that consent. 

Where you purchase goods from us we need your personal data in order to provide the goods to you.  if you do not provide the information to us we will be unable to fulfil your order. 

 

Marketing and your rights

Our marketing has clear marketing preference questions, and all our correspondence includes information on how to update your preferences.  

Please be assured we will not pass on your details to any third parties, unless you give prior consent. You can change the preferred way we contact you at any time. If you want to change your preferences or no longer want to hear from us, please contact our donor support team on 0800 8 40 20 40 or email info@midlandsairambulance.com.

You have the right to request access to your personal data; to correct any inaccuracies; to have your personal data erased; to restrict our processing of it; to object to our processing of it and to exercise your right of portability.  Please note that the decision to grant your request in full, in part or not at all depends on the circumstances existing at the time of your request. If you are aggrieved by our decision please let us know and we will look at the request afresh.  After that you may complain to the Information Commissioner.  They can be contacted via www.ico.org.uk

IP (Internet Protocol)

All networks connected to the internet speak IP, the technical standard, which allows data to be transmitted between two devices. TCP/IP (Transmission control Protocol/Internet Protocol) is responsible for making sure messages get from one computer to another and that the messages are understood.

IP Address

If you are connected to the Internet you have one, for example it may look something like this - 198.184.98.9.

Web server

The computer that sends web pages to your computer.

Content author: info@midlandairambulance.com

Last updated: 29/10/2019 17:11

If you have any queries about this policy please contact:

 Emma Gray

Fundraising & Marketing Director
Hawthorn House,
Dudley Road,
Stourbridge,
West Midlands,
DY9 8BQ

Last updated: 29/10/2019 10:01

Cookies Policy

Our website uses ‘cookies’, which are text files placed on your computer, to help us analyse how the site is used. These cookies collect your IP address, information about the device you are using, and how you are using the website.

Reason for Cookies

We may use cookies for the following purposes, including:

  • Keeping track of your specified preferences
  • Keeping track of items stored in your shopping basket
  • Delivering content relevant to your interests on our websites and third party sites
  • Conducting research and diagnostics to improve our website content, products and services
  • Preventing fraudulent activities
  • Improving security

Cookies and browser settings

The help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether. Additionally, you can disable or delete similar data used by browser add-ons, such as Flash cookies, by changing the add-on's settings or visiting the website of its manufacturer.

Important Note: Switching off cookies may render areas of this website inaccessible or unusable.

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