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Privacy Notice

Privacy Notice

At Wiltshire Air Ambulance, we rely on the generosity and commitment of our supporters to carry out our vital work as an essential helicopter emergency medical service (HEMS) in Wiltshire and surrounding counties.  That is why we want to be completely transparent about why we need the personal details we request when you contact us and how we will use them.

Your privacy and security is important to us and we promise to protect all personal data you share with us.

This Privacy Notice sets out who we are, how and why we collect, use and protect any information that you give to us.

Who we are

Our vision:

Our journey starts with our mission statement, which is simple. “We Save lives”

The Wiltshire Air Ambulance Charitable Trust does this by raising sufficient funds to finance an air ambulance service in Wiltshire and adjacent counties. All our activities across the organisation are informed by our Mission, Vision, Values and Culture.       

Our details:

Wiltshire Air Ambulance is a registered charity.  

Registered office:

Wiltshire Air Ambulance

Outmarsh

Semington

Wiltshire

BA14 6JX.
Registered charity no:  1144097

Company no:  07805796

 

Wiltshire Air Ambulance is registered with the Charity Commission, the Fundraising Regulator and is required to adhere to the Code of Fundraising Practice and the Fundraising Promise. The Code requires charities to follow legal guidelines and be open, honest and respectful in its communications at all times.

 

Contacting us:

If you would like to make an enquiry about data protection, request or update the information we hold about you, request or opt out of receiving marketing communications from us or change the way we process your information, you can let our Charity Team know by:

Write to us: 

You can write to us at our registered office


Call us: 0225 300 536
Email us: hello@wiltshireairambulance.co.uk

 

What information do we collect?

We will collect information about you when:

  • You make a donation to us.

This includes one-off donations, regular donations via standing order and purchasing merchandise. Sometimes, your information may be collected for us by a trusted organisation working on our behalf. Please be assured that when we work via other organisations, we are still responsible for your data and we adhere to our same high standards of data collection.

  • You take part in one of our events or fundraise for us or enquire about doing this.
  • You contact us through the following channels: online, email, phone or post.
  • You visit our website

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. They are small text files that allow information about your visit to be recorded, and enable websites to recognise a user (anonymously) to make interacting with a website faster and easier. Please see our cookies policy for more information on this.

  • You tell us your story
  • You join our lottery or participate in our annual raffle
  • You post on our social media sites

like Facebook and Twitter.  Depending on your privacy settings or the privacy policies of these sites, you might give us permission to receive information about you from them.

  • You use third party sites 

such as JustGiving and Virgin Money – but only if you’ve given them permission to share your information with us. These organisations will have their own privacy policies so please do make sure you read them before providing your information.

  • You apply for a job
  • You apply for a volunteering role
  • We may also collect publicly available information about you,

including where you live, your potential to give and other demographics such as age. We will use this to tailor communications and our fundraising asks to you based on what we learn. Please let us know if you are not happy for us to do this.

The types of personal information we might hold about you

  • Your name, address, email address and phone numbers
  • Your date of birth
  • Your bank or credit card details (only if you are making a donation)
  • Your previous donation history
  • Your tax status if you have given us permission to claim Gift Aid on your donation or told us you are not eligible
  • Notes on when we have been in touch with you, or you with us.
  • Your eligibility to work in the UK, your CV/ work experience, emergency contact details, bank details, disability/health information, criminal convictions and/or DBS check (if relevant/required for the role you apply for), how you heard about the job (only if you are applying for a job, or a volunteering role)

 

As part of the recruitment process we may collect the following information up to and including the shortlisting and selection stage of the recruitment process:

 

  • Your name and contact details (i.e. address, home and mobile phone numbers, email address);
  • Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests;
  • Information regarding your academic and/or professional qualifications
  • Details of your referees.
  • We may collect the following information after the selection stage, and before making a final decision to recruit:
  • Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information to verify your right to work in the UK;
  • A copy of your driving licence and / or pilot license (depending if the nature of your role requires you to access to drive the charity cars and/or fly the helicopter).
  • Reference details to be able to obtain employment and/or personal references for you

We will collect this information from you as part of the recruitment process for the following purposes:

to take steps to enter into a contract;

for compliance with a legal obligation (e.g. our obligation to check that you are eligible to work in the United Kingdom);

for the performance of a task carried out in the public interest; and

for the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate and further details can be found in our Privacy Policy.

 

How do we use personal information?

We collect information for many reasons, including:

  • To provide you with the service or information you have requested.
  • To keep donation history in order that the charity can process effectively, including tax processing e.g. Gift Aid.
  • To keep you updated about how your donations are helping save lives and how you can help Wiltshire Air Ambulance continue its life saving service.
  • To understand your relationship with us e.g. if you have supported us, and for how long.
  • To provide a thank you letter and/or certificate
  • To keep in touch with you regularly if you have signed up to a fundraising event to ensure you have all of the details you need for taking part. We may also contact you after the event to get your feedback and communicate the total of the funds raised.
  • To inform our marketing and events communication and find ways of delivering the fundraising message whilst being cost efficient
  • To understand our donors and patterns of giving through geographical analysis and data segmentation

 

What legal basis do we have for processing your personal data?

The law on data protection sets out a number of reasons that permits us to collect and process your personal data:

  • Consent– when you make a gift or contact us you have the option to ‘tick a box’ to give us consent to using the data you supply us. Consent is required for us to contact you by email and text.  Consent can be given verbally, written or via the website under the My WAA log in.  Consent is recorded at this time and transferred to the CRM system – any physical copies are scanned and kept on the  donor record. An individual has the right to withdraw consent at any time.
  • Legitimate interest– we believe our existing supporters have a legitimate interest to continue receiving updates from us about the impact their support has on keeping us operational. For this reason, we don’t require consent to continue to contact our current supporters by post or email. You can opt-out of this at any time – see below.
  • Legal obligation– for example HMRC requires us to collect information regarding Gift Aid and for the prevention of fraud.
  • Contract – if you are an employee or have any contractual relationship with the charity.

 

We may, on occasion and only with your permission, improve the quality and accuracy of the information you have provided by checking it against external data lists. For example, your data may be matched against telephone or address lists to ensure we have the correct contact details for you. This helps us ensure our records are fully up-to-date and helps us avoid misdirecting our communications. We will only do this if we have your consent.

When do we share your personal data

We will never sell your data. We will only share your data with carefully selected partners who do work for us and have guaranteed to keep your details confidential and secure. This will include organisations that send mail and process financial transactions. We also send Gift Aid data to HMRC via the secure .GOV website.

Abide by the requirements of the General Data Protection Regulation

  • Only use the information for the purposes it was supplied for

We would also share your data if we are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court.

Where do we store and process personal data

We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems.  For example, providers of information technology, cloud based software as a service provider, website hosting and management, data analysis, data back-up, security and storage services.  The servers powering and facilitating that infrastructure are located in secure data centres within the EEA.

How do we secure personal data

We ensure that there are appropriate technical and organisational security measures in place to protect your personal details in accordance with current data protection legislation.

This means:

  • We secure access to all transactional areas of our websites using ‘https’ technology.
  • Access to your personal data is password-protected, and sensitive data (such as payment card information) is secured and tokenised to ensure it is protected.
  • We regularly monitor our systems for possible vulnerabilities and attacks.
  • We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

 

We always strive for best practice in our fundraising and communications and adhere to our legal obligations, including the General Data Protection Regulation, the Privacy and Electronic Communications Regulations 2003, Fundraising Preference Service and the Telephone Preference Service. We adhere to the regulations set by the Fundraising Regulator who actively regulates charities carrying out fundraising activities.

 

How long we will keep your information for

We will hold your personal information on our systems for as long as it is necessary for the relevant activity, for example to comply with HMRC rules we will keep a record of all donations for at least seven years at which point they will be archived if you are no longer an active supporter.  For those individuals who are active supporters the financial record will continue as long as support and donations are given and for a further 10 years after that support has ceased before details are archived. 

If you request that we stop sending you fundraising materials we will need to keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Legacy income is vital to Wiltshire Air Ambulance. We may keep data you provide to us for up to 80 years after the end of your support to enable us to carry out legacy administration and communicate effectively with the families of those supporters that leave us a gift in their Will. This also enables us to identify and analyse the source of legacy income we receive.

We will ensure that, 10 years after the end of a relationship with a supporter, we only retain the minimum amount of data that is necessary in order for us to identify a reactivating supporter.

How you can control your data

You can change your mind at any time about the consent you have given us to communicate with you. You can ask us to stop using your information for any of the purposes listed above. You can also request to see the information we hold about you and ask us to correct or delete it, deletion may only occur where there is no other obligation to hold the data.

To change your mind about how you would like to be contacted or for any other enquiry relating to the personal information we hold about you, please write to Wiltshire Air Ambulance, Outmarsh, Semington, Wiltshire, BA14 6JX, email hello@wiltshireairambulance.co.uk or you can call us on 01225 300 536

Please note, it may take up to two weeks for your request to take effect as we update our systems accordingly.

Supporters can also use the Fundraising Preference Service to opt out of any communications from Wiltshire Air Ambulance.

 

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the Wiltshire Air Ambulance website or by contacting you directly. For further information, see the Information Commissioner’s Office website for guidance.

Cookies

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies on sites we build to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website however.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Cookies used on our sites

Cookie - Universal Analytics                What we use them for
_ga This is used by Google Analytics to calculate visitors, session, campaign data, etc… Expiration time is set to 2 years and it resets each time when visitor hits a page. No personal information or data is stored
_gat Described by Google as “Used to throttle request rate” (no more information is available about this cookie). Expires in 10 mins

 

How to manage cookies

Our cookies do not store financial information, or information which is capable of directly identifying you (such as your name or address). Cookies simply allow our website to retrieve this information in order to personalise and improve your experience of our website.

However, if you wish to restrict, block or delete cookies provided by our site – or any other website - you can use your browser to do this. Each browser is different so check the ‘Help’ menu of your particular browser to learn how to change your cookie preferences, or use the following on your particular browser.

Firefox

  1. Click on the ‘burger menu’ icon (three horizontal lines, one above each other), within Firefox - this is located to the right of the address bar
  2. Select Preferences
  3. Select the Privacy panel from within the pop up
  4. From the History section, change the “Firefox will” drop down select and “Use custom settings for history
  5. ”Un-check “Accept cookies from sites”
  6. Click OK

Google Chrome

  1. Click on the ‘burger menu’ icon (three horizontal lines, one above each other), within Chrome - this is located to the right of the address bar
  2. Select “Settings”Client on the “Show advanced settings” link to unveil the additional settings
  3. Click “Content Settings” in the “Privacy” section
  4. A pop up will appear, and under the “Cookies” section select “Block sites from setting any data”

Internet Explorer

  1. Click the gear-wheel icon in the top right corner of the browser
  2. Click Internet Options
  3. Navigate to the Privacy Tab
  4. Set the slider to “High” or above
  5. Click OK to confirm

Safari

  1. Go to Safari Preferences (Cmd ,)
  2. Click the “Privacy” icon
  3. Choose “Cookies and website data” as “Always block”
  4. Close window

Please bear in mind that if you do this, certain personalised features of this website and others cannot be provided to you.

Third Party Cookies

To help improve your experience of our site we use content from Google Maps on our content page.

Third-party  cookies

What their cookies are used for
Google We use Google Maps to show our location. Google's privacy policy: http://www.google.co.uk/intl/en/policies/privacy/

Further information

If you wish to learn more about cookies in general and how to manage them, visit www.aboutcookies.org.   

This Privacy Notice was updated in May 2018.

Copyright © 2018 Wiltshire Air Ambulance. All rights reserved