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 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.
Wiltshire Air Ambulance is a registered charity.
Wiltshire Air Ambulance
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.
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: firstname.lastname@example.org
What information do we collect?
We will collect information about you when:
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.
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.
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.
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.
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
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:
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.
How do we use personal information?
We collect information for many reasons, including:
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:
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
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.
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 email@example.com 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.
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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.
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.
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This Privacy Notice was updated in May 2018.