PRIVACY POLICY

Key statements

  • We will clearly state what personal information we are collecting and for what purpose.
  • We will keep your personal information secure
  • We will minimise the processing of your data and will limit access of your data to employees and volunteers who need to use it to execute their authorised duties.  
  • We will seek your express consent to use your personal information and will only communicate with you in the way that you have agreed to.  
  • We will not share your personal information with any third parties without your consent unless required to do so by law i.e. HMRC request.
  • We will not under any circumstances export your data to countries outside the EU.
  • We promise to uphold your rights to correct your details, withdraw your consent or have your data deleted, unless we are required keep it by law i.e. HMRC audit purposes.
  • We will keep your data for a maximum of 7 years to comply with HMRC rules but will refresh your consent to use your data every 2 years.  

Specific details relating to personal information for the following groups are available beloware available below in relation to the following groups:

Donors 

Volunteers

Suppliers

Grant Applicants

If you have any questions, please contact our Data Protection Officer,  encourage you to get in touch with our Data Protection Officer, named below., if you have any questions.  

Data Controller: The ARCHIE Foundation, Royal Aberdeen Children’s Hospital, Westburn Road, Aberdeen AB25 2ZG

Data Protection Officer: Gail Gordon, Business Services Manager, email [email protected]

Donors

The ARCHIE Foundation is committed to ensuring that your privacy is protected in line with legislation, namely  (The General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulation (PECR).  

What personal information do we collect?

Personal information It may include:

  • Names, address, email address, telephone number, gender, date of birth, fundraising page details, merchandise selection and sizes
  • Method of donation or payment
  • Gift Aid selection  

We will request your express detailed consent to use your information to communicate with you and will only send you information that you have agreed to receive and by the communication method that you have agreed to.

How do we protect your information?

We store your personal information in our database, Raiser’s Edge. Raiser’s Edge is a Blackbaud product and we use their Blackbaud Hosting facet which means that your personal information is stored in a state-of-the-art, secure EU data centre which is monitored around the clock. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.

We will only contact you with information you have requested:

There are many ways in which we can keep you informed of our vital work and we want to ensure that you are seeing only what you have given us permission to send you. When you are asked to complete a form on this website i.e. a contact form, fundraising registration form, volunteer registration form, newsletter sign up form or photo consent form, you can opt in to give consent for your data to be used for specific purposes.

When you give us a donation in person or in writing we will send you details of our privacy policy and ask you about your future contact preferences.

You can change your consent and contact preferences at any time by completing our sus subscribe form (insert website link) and you can choose to receive no further contact forom us by completing our unsubscribe form (insert website link)

Third party organisations

Examples of these would include online fundraising platforms such as Justgiving, Everyday Hero, Virgin Money Giving or similar organisations. The ARCHIE Foundation is not responsible for the third party’s use of your personal data or the third party’s compliance with applicable laws.  When you sign up for an event or make a donation using these organisations you should take time to read their privacy policy, which will be published on their website, to ensure that you are informed of their use of your data. As the named nominated charity for your fundraising page or donation, you will normally be given the opportunity to consent to contact from us, ; you can be assured that you will only hear from us if you have given us that consent. Any information given to us by a third party organisation will be protected, ; we will contact you to obtain your detailed consent and your personal information will only be used as detailed in this policy.  We won’t share your information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.

We will provide you with details of your personal information that we hold

You may request details of personal information which we hold about you at any time. If you would like a copy of your personal information that we hold, please contact our Data Controller as detailed above.

We will ‘forget’ your details

If you have previously agreed to us using your personal information, you may change your mind at any time by completing our uus unsubscribe form (insert website link) or by contacting our Data Protection Officer.  We will review the consent you have given every 2 years.

We will correct your information

If you would like to see a copy of your information that we hold, we would be happy to send you the details.  Also, if you believe that any information we are holding on you is incorrect or incomplete, then please contact our Data Protection Officer. We will promptly correct any information found to be incorrect.  This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.

How long do we keep your personal information?

The ARCHIE Foundation will hold your personal data relating to your donation for 7 years to comply with HMRC tax rules.

Complaints

You can complain to the Information Commissioner’s Office –  https://ico.org.uk/concerns/

Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy.  This policy was last updated on 17/05/2018

Volunteers

The ARCHIE Foundation is committed to ensuring that your privacy is protected in line with legislation, namely  (The General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulation (PECR).  

What personal information do we collect?

Personal information It may include:

  • Names, address, email address, telephone number, date of birth and gender.
  • Details of your qualifications and experience.
  • Details of your next of kin and emergency contact details.
  • Details of dates, days and hours you are the days you are engaged in work for us.  
  • We may also request a criminal record check with Disclosure Scotland.  

The personal information we have collected forms part of your volunteer contract for us and the legal basis for processing this information is ‘contract’.

We will request your express detailed consent to use your information to communicate with you about anything not relating to your volunteer work and will only send you information that you have agreed to receive and by the communication method that you have agreed to.

How do we protect your information?

We store your personal information in our database, Raiser’s Edge. Raiser’s Edge is a Blackbaud product and we use their Blackbaud Hosting facet which means that your personal information is stored in a state-of-the-art, secure EU data centre which is monitored around the clock. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.

We will only contact you with information you have requested:

There are many ways in which we can keep you informed of our vital work and we want to ensure that you are seeing only what you have given us permission to send you. When you are asked to complete a form a volunteer registration form you can opt in to give consent for your data to be used for specific purposes.

You can change your consent and contact preferences at any time by contacting our Data Protection Officer by competing our subscribe form (insert website link)

Third party organisations

We may contact Disclosure Scotland who will run a check on your suitability to work with children and/or protected adults. This is part of our standard volunteer recruitment procedure and you will be made aware of this as part of the recruitment process.    Any information given to us by Disclosure Scotland will be kept protected. Your personal information will only be used as detailed in this policy. The ARCHIE Foundation is not responsible for any the third party’s use of your personal data or the third party’s compliance with applicable laws.  You should take time to read their privacy policy, which will be published on their website, https://www.mygov.scot/privacy/ to ensure that you are informed of their use of your data.  We won’t share your information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.

We will provide you with details of your personal information that we hold

You may request details of personal information which we hold about you at any time. If you would like a copy of your personal information that we hold, please contact our Data Controller as detailed above.

We will ‘forget’ your details

If you have previously agreed to us using your personal information, you may change your mind at any time by completing our unsubscribe form (insert website link) or by contacting our Data Protection Officer.  We will review the consent you have given every 2 years.

We will correct your information

If you would like to see a copy of your information that we hold, we would be happy to send you the details.  Also, if you believe that any information we are holding on you is incorrect or incomplete, then please do let us know by contacting our Data Protection Officer.  We will promptly correct any information found to be incorrect. This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.

How long do we keep your data?

The ARCHIE Foundation will hold your personal data relating to your engagement with us for a period of 6 years to meet our legal obligations i.e. to respond to and defend against legal claims.

Complaints

You can complain to the Information Commissioner’s Office https://ico.org.uk/concerns/

Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy.  This policy was last updated on 17/05/2018

Suppliers

The ARCHIE Foundation is committed to ensuring that the your privacy of your employees is protected in line with legislation (The General Data Protection Regulation and the Privacy and Electronic Communications Regulation).  

What personal information do we collect?

It may include:

  • Your employee’s name, job title, name, address, email address and telephone number.

How do we protect the information?

We store your personal information in our database, Raiser’s Edge. Raiser’s Edge is a Blackbaud product and we use their Blackbaud Hosting facet which means that your personal information is stored in a state-of-the-art, secure EU data centre which is monitored around the clock. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.

We will promise to only contact you with information you have requested:

There are many ways in which we can keep you informed of our vital work and we want to ensure that you are seeing only what you have given us permission to send you. When you are asked to complete a form on this website i.e. a contact form, fundraising registration form, volunteer registration form or newsletter sign up form, you can opt in to give consent for your data to be used for specific purposes.

When you give us a donation in person or in writing we will send you details of our privacy policy and ask you about your future contact preferences.

You can change your consent and contact preferences at any time by visiting out ourwebsite archie.org and selecting subscribe – insert name of website link

We promise to ‘forget’ your details

If you have previously agreed to us using your personal information, you may change your mind at any time by completing our unsubscribe form (insert website link) or by contacting our Data Protection Officer.  We will review the consent you have given every 2 years.

If you have previously agreed to us using your personal information, you may change your mind at any time by contacting our Data Controller as detailed above. We will review the consent you have given every 2 years.

We promise to correct your information

If you would like to see a copy of your information that we hold, we would be happy to send you the details.  Also, if you believe that any information we are holding on you is incorrect or incomplete, then please do let us know by contacting our Data Protection Officer.  We will promptly correct any information found to be incorrect. This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.

Third party organisations

We won’t share your employee’s’ personal information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.

How long do we keep your data?

The ARCHIE Foundation will hold your personal data frelating to your donation for 7 years to comply with HMRC tax rules.

Complaints

You can complain to the Information Commissioner’s Office https://ico.org.uk/concerns/ regarding our use of your personal information.

Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy.  This policy was last updated on 17/05/2018

Grant Applicants

We promise to protect your privacy

The ARCHIE Foundation is committed to ensuring that your privacy is protected in line with legislation (The General Data Protection Regulation and the Privacy and Electronic Communications Regulation).  

What personal information do we collect?

Personal information mIt may include:

  • names, address, email address, telephone number, gender, date of birth
  • patient’s unique 10-digit CHI number – this is needed to ensure that we are identifying the correct patient when discussing patient details with the patient’s consultant or lead healthcare professional
  • name, contact telephone number and email address of the patient’s consultant or lead health practitioner, we will seek separate parental/guardian consent for this information
  • details of the patient’s medical condition, we will seek separate parental/guardian consent for this information
  • for training courses – date, location, cost, name and job title for the delegate who will be attending the training
  • bank details if required to reimburse costs
  • supplier and cost details for any specialist medical equipment applied for

We will request your express detailed consent to use your information for any other purpose other than for a Grant Application and will only send you information that you have agreed to receive and by the communication method that you have agreed to.

How do we protect your information?

We store your personal information in our database, Raiser’s Edge. Raiser’s Edge is a Blackbaud product and we use their Blackbaud Hosting facet which means that your personal information is stored in a state-of-the-art, secure EU data centre which is monitored around the clock. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.

We promise to only contact you with information you have requested:

There are many ways in which we can keep you informed of our vital work and we want to ensure that you are seeing only what you have given us permission to send you.

You can change your consent and contact preferences at any time by completing our subscribe form (insert website link) and you can choose to receive no further contact form us by completing our unsubscribe form (insert website link)

We promise to provide you with details of your personal information that we hold

You may request details of personal information which we hold about you at any time. If you would like a copy of your personal information that we hold, please contact our Data Controller as detailed above.

We promise to ‘forget’ your details

If you have previously agreed to us using your personal information, you may change your mind at any time by completing our unsubscribe form or by contacting our Data Protection Officer.  We will review the consent you have given every 2 years.

We promise to correct your information

If you would like to see a copy of your information that we hold, we would be happy to send you the details.  Also, if you believe that any information we are holding on you is incorrect or incomplete, then please contact our Data   We will promptly correct any information found to be incorrect.  This will ensure that any information that you wish to receive from us is sent to the correct place in the way that you wish to receive it.

Third party organisations

We won’t share your employee’s personal information with any other organisations for marketing, market research or commercial purposes. We will not export your personal information to countries outside the European Economic Area.

How long do we keep your data?

The ARCHIE Foundation will hold your personal data relating to your grant application donation for 7 years to comply with HMRC tax rules.

Complaints

You can complain to the Information Commissioner’s Office https://ico.org.uk/concerns/ on any issue regarding our handling of your personal information.

Revisions to the Privacy Policy
We may revise this privacy policy at any time in response to changes in the law or other factors. We encourage you to periodically visit this page to review the most current policy.  This policy was last updated on 17/05/2018