Privacy Policy

Friends of Bristol Eye Hospital raises funds to improve the care and treatment of patients at Bristol Eye Hospital by helping to pay for medical equipment, facilities, patient comforts, staff resources, which would not otherwise be provided, and generally to support the charitable work of the Bristol Eye Hospital.  Treatment for all patients has been greatly enhanced by our generous supporters.

Friends of Bristol Eye Hospital is a Data Controller as defined in the UK GDPR – ICO Registration number – ZB507812

This policy sets out how we collect, use and protect any personal data (meaning any information that identifies or could identify you and relates to you) that you may give us when you become a Member of the Friends, make a donation or contact us for any reason.

“We/our/us/the Friends” refer to Friends of Bristol Eye Hospital.

Friends of Bristol Eye Hospital is an unincorporated members’ association charity regulated by the Charity Commission.

Registered Address: Friends of Bristol Eye Hospital, Lower Maudlin Street, Bristol, BS1 2LX.

Registered Charity Number: 274349.

If you:

• have any questions about this policy,
• wish to know what data we hold for you,
• request us to amend or delete any of your data,
• wish to receive or opt out of receiving any communications from us, or
• do not agree with it or wish to make a complaint to us regarding any matter relating to this policy

please contact the Chairman, Secretary or Treasurer by any of the means listed in the Contact section of our website.

We are committed to safeguarding the privacy of your personal information by storing it securely and we undertake only to use and process the information that we collect about you in accordance with the General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018.

• Right to be informed. This policy provides you with information in relation to how your data is processed.  This ensures that we are transparent about what we will do with the information you supply to us and process it fairly in ways you would expect.
• Right of access. You have the right to request from us confirmation as to whether or not personal data concerning you is being processed, and, where that is the case, to request access to your personal data.
• Right to rectification. You have the right to require us without undue delay to rectify any inaccurate or incomplete personal data we hold.
• The right to erasure (to be forgotten). You have the right to request that we erase the personal data we hold about you.
• Right to object.  We will ensure that we have the right consents in place for sending you information.  You can unsubscribe from these and remove your details at any time.  If you wish to stop receiving communications from us, please contact us.

The information we collect and how we use it depends on why you are providing it.

If you apply to become a Member, Trustee or volunteer; request information from us; donate to us; raise sponsorship or other funds for us; attend one of our events; or otherwise contact us, we may collect some or all of the following information about you:

• Name
• Gender
• Postal address
• email address
• Home telephone number
• Mobile telephone number
• What communication(s) you want from us
• How you want to receive any communication (by email, post or telephone)
• Information about eye-related medical conditions when you share your story, or that of a family member or friend, with us

And if donating:

• Amount of any donation(s)
• Reason(s) for donating
• Whether you consent to us publishing your name and/or reasons for donating
• Gift Aid declaration

And if you are a regular donor by Bankers Order:

• Frequency and amount of any regular donation
• Your bank details

We may collect information on forms received by hand or email, in person, on the telephone, through our website or via social media.

If you make a donation to us or purchase merchandise (eg Christmas cards) or tickets for an event online or by using a credit or debit card, you will do so via a third party (eg Donorbox, PayPal or Wonderful Organisation).

Third parties will collect data from you on our behalf.  They should ask you for permission to share your name and other details with us.  This is optional – you can donate anonymously if you wish.

Credit or Debit card details collected by any of them are not divulged to us.

If you donate by text via Donr, Donr will inform us of your mobile telephone number and, only if you choose to disclose it, your name.

We will not use your telephone number to contact you by phone or text.

When donating by text, Donr will automatically reply to you by text asking if you can Gift Aid your donation.  If you can, then Donr will advise us of your name and postal address; we will only use these to claim Gift Aid and for no other purpose without your permission.

When donating or purchasing online, by card or by text, if we receive your details, we will normally contact you to say thank you and we may enquire if you wish to receive further communications from us to keep you connected to our cause.  We will then treat your data as if it had been given to us directly.

Every third party has their own privacy policy: eg Donorbox and Wonderful.  Please ensure you understand these when providing your data to them.

Your information may be used to:

• Process any application for Membership or to become a Trustee.
• Send you any of the following in accordance with your wishes and by your preferred method:
  • Newsletters or other news about us
  • Notices of meetings for Members or Trustees
  • Invitations to social or fund-raising events
  • Thanks for any donations
• Apply to HMRC for Gift Aid in respect of any eligible donations you make.
• If (and only if) you have given us permission to divulge your name or your reasons for donating, or both, we may publicise that you have made a donation (without specifying the amount) and any reason in our newsletter In Sight and/or on our website and share your reasons for donating with the Bristol Eye Hospital manager.

We may contact Members or donors or other supporters by post, email or telephone only if we have your consent to do so by that method.

If we are contacted by message on social media, we may respond by the same method.

Our lawful basis for processing your personal data will depend on the circumstances in which it was collected and our purpose for processing it.  The following may apply:

Consent – where you have given free and informed consent for us to process your personal data, including so that we can keep in touch with you.  (You may withdraw your consent at any time.)

Contract – where personal data is required so that we can enter into a contract with you, for example as a Trustee or Volunteer.

Legal Obligation – where we are required by law to process specific personal information such as your eligibility for Gift Aid.

Legitimate Interest – in some rare situations, where we believe that we may have a legitimate reason for processing personal data.

We may, exceptionally, process special category data, for example if this forms part of any story you chose to share with us.  We will only ever do this with your explicit consent.

We will only keep your personal information for as long as we have a legitimate reason for doing so, and to comply with any legal and regulatory requirements.  When we no longer need it we will dispose of it securely.

When we cannot, or are not permitted to, delete personal data for legal, regulatory or technical reasons, we will only retain it for those purposes and will continue to ensure that the privacy of your data is protected.

We will not share your data with the NHS or Bristol Eye Hospital, other than in the circumstances described above. We do not have access to any personal data held by the NHS or Bristol Eye Hospital.

When examining our financial records and preparing our annual accounts, our accountants see the names of donors (unless a donor has requested anonymity), amounts donated and whether the donation is eligible for Gift Aid.

When submitting claims for Gift Aid, we (or Much Loved or PayPal Giving Fund) will inform HMRC of your name, address, date and amount(s) donated. MuchLoved and PayPal Giving Fund are the only online third parties that collect Gift Aid on our behalf from HMRC; we claim Gift Aid on any eligible donations made directly or via all other third parties such as Donorbox and Wonderful.

We may also share your information if we are legally required to do so, for example by a law enforcement agency legitimately exercising a power, or if compelled by a Court Order.

Otherwise we will not transfer, disclose, sell, distribute or lease your personal information to any third parties.

You may request details of the personal information which we hold about you which is free of charge in the first instance.  You have a legal right to this information.  You are also entitled to request that any information be amended or deleted.

If you would like to request a copy of the information held about you or wish us to amend or delete any of it, please contact the Secretary as above.  We will correct or update any information as soon as possible, and always in less than one month.

We are committed to ensuring that your information is secure.

Data is held on Officers’ computer systems and on paper files.  To prevent unauthorised access or disclosure we have suitable procedures to safeguard and secure the information we retain.  When sending emails that contain personal data, we delete the email immediately after sending it.  When receiving emails that contain data, we extract the data and delete the email.

We cannot guarantee the security of any data you disclose by email or online via any third party.  You should be aware of the inherent security risks of providing information online.  We are not responsible for any breach of security unless this is due to our negligence or willful default.

In the event of any data breach coming to the attention of the Trustees, they will ensure that immediate measures are put in place to contain and rectify it and, in circumstances where required to do so, will notify the Information Commission’s Office (ICO) within the timescales set out in law.

There are links on our website to other websites which are not within our control.  Once you have left our website, we are not responsible for the protection and privacy of any information which you provide.  You should exercise caution and check the privacy policy applicable to the website in question.

If you are dissatisfied with how we have processed your personal information, you have the right to contact the Information Commissioner’s Office:

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

Helpline number: 0303 123 1113

We reserve the right to alter this policy from time to time.  Please check our website for the latest version.  If we make significant changes that may affect you, we will inform you of the changes by your chosen method of communication.

This policy was last updated on 10 May 2023.

© Friends of Bristol Eye Hospital