Healthcare Workers’ Foundation

Privacy Policy

November 2023

Introduction

The Healthcare Workers’ Foundation is committed to the singular mission of protecting the welfare and well-being of all healthcare workers, whether in the NHS or any other healthcare setting. From practical help to mental health support and providing the day-to-day necessities, HWF is here to assist healthcare workers during the COVID-19 pandemic and beyond.

In providing this support, the Healthcare Workers’ Foundation (HWF) (“us”, “we” or “our”) collects elements of information about you when we engage with you. We only use this information in the context of providing our services, all of which are supporting healthcare workers UK-wide. We respect your privacy and are committed to protecting your personal data. Personal data, or personal information, means any information about an individual from which that person can be identified.

This Policy explains how we will process your personal information when you engage with HWF, and provides you with additional information regarding your privacy rights. It is important that you read our Privacy Policy so that you are fully aware of how and why we use your personal data in the context of the services we provide.

Our Privacy Policy is designed to be as clear and informative as possible, but do not hesitate to let us know if you have any questions about the ways in which we use your personal information. We may amend and update our Privacy Policy from time to time and, if you have engaged with us, will inform you of any material changes.

Our contact details

Registered Office Address: 71-75 Shelton Street, London, WC2H 9JQ

Phone Number: 0203 576 0374

Email: General enquiries: contact@healthcareworkersfoundation.org Our Services: support@healthcareworkersfoundation.org
Fundraising: fundraising@healthcareworkersfoundation.org Press & Media: communications@healthcareworkersfoundation.org

Web: https://healthcareworkersfoundation.org

The type of personal information we collect

We currently collect and process the following information:

Personal identifiers, contacts and characteristics (for example, name and contact details)
Work ID and employer’s name and contact details
Details about your personal circumstances
Current financial information

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

To process your application if you have applied for one of our services or grants
To enable us to receive income from you via our donation and payment channels if you are supporting our work
To enable us to contact and work with you if you are a partner, trust or corporate supporter
To support our publicity and communications work
To co-ordinate your activities with us if you are a volunteer
To engage with you in your role if you are a HWF Trustee
To work with you on research or surveys

We also receive personal information indirectly, from the following sources in the following scenarios:

If you give us a donation or fundraise for us via a third-party website, we may receive personal details from that provider to allow us to record your donation and thank you
If you volunteer with us, we may receive personal references for you from a third party to establish your suitability for the role

We use the information that you have given us in order to:

Confirm your eligibility, process your application and allocate resources to you if you have applied for one of our services
Confirm your suitability if you are becoming a HWF Trustee and to stay in regular contact with you to provide information and notice of HWF Board meetings and general management
Communicate with you to further our mutually beneficial relationship if you are a donor, volunteer, partner, trust or corporate organisation
Co-ordinate your volunteering activities with us, including responding to any queries you may have whilst volunteering with us
Inform our research or surveys, if you have agreed to take part and that we may you your personal data for this purpose

Third parties that provide technical and banking services for us
Other service providers including IT and administration services suppliers
Public bodies, including regulatory bodies, where we are obliged or permitted by law to do so
Our professional advisors including lawyers and auditors
Research or survey partners, if you have agreed to assist with this work
Third parties to whom we choose to sell, transfer or merge parts of our organisation or assets. Alternatively, we may seek to obtain or merge with other organisations. If a change happens to our organisation, then our new owners may use your personal data in the same way as set out in this Privacy Policy

a) Your consent: In many instances, HWF relies on obtaining your consent to the use of your personal information in a certain way (for example, asking for your consent to use your personal information to send you direct marketing information). We may also ask for your explicit consent to share sensitive personal information with us (for example, to confirm eligibility for our services). You are able to remove your consent at any time. You can do this by contacting the Healthcare Workers’ Foundation in one of the following ways: Write: 71-75 Shelton Street, London, WC2H 9JQ Email: contact@healthcareworkersfoundation.org Phone: 0203 576 0374

b) We have a legitimate interest: Depending on the purposes for which we use your data, one or more of the lawful grounds for processing data listed below may apply:

Providing information about HWF services
Sending email communications which HWF thinks will be of interest to you and which are also about, and related to, fundraising events you have signed up for to help HWF raise important funds for its charitable work
Conducting research to better understand HWF beneficiaries and who our supporters are to improve the relevance of our fundraising activity
To understand how people use HWF services
To determine the effectiveness of HWF services, promotional campaigns and advertising so that we can ensure our activity is targeted and relevant
To share personal data amongst relevant teams at HWF to ensure we communicate with our supporters in the most effective way
To monitor who HWF deals with to protect HWF against fraud, money laundering and other risks
To take and use photos and/or films of events of participants and attendees
To administer events
To enhance, modify, personalise or otherwise improve HWF services and communications for the benefit of our beneficiaries and supporters; and to better understand how people interact with our website
To retain records, in all formats, to enable us to deliver our services and also, if required, as evidence in defence of a legal claim
For Trustee recruitment and taking applications for volunteers, and contacting volunteers and trustees about their role
To inform our research or surveys to help us refine and improve our services for healthcare workers
To promote HWF on social media platforms

When HWF legitimately processes your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. HWF will not use your personal information where our interests are overridden by the impact on you, for example, where any use would be excessively intrusive (unless, for example, we are otherwise required or permitted to by law).

When HWF uses sensitive personal information, we require an additional legal basis to do so under Data Protection laws, so we will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes).

c) Legal Obligation: HWF may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid for accounting/tax purposes.

d) Performance of a contract: HWF may need to collect personal information to satisfy the terms of a contract: for example, if you partner with us or agree to work for us, we will need to be able to process your information for the purpose of meeting our contractual obligations.

How we store your personal information

Your information is securely stored. All personal information HWF collects in order to deliver its services is securely stored in a dedicated database using modern software that is kept up-to-date. Access to personal data is limited to HWF staff who need to access it. We look at each area of our activity in which personal data is processed and review how this is carried out on an annual basis. Our archiving policy considers what data should or must be retained, for how long, and why.

If you have applied for any of our services, depending on which service you require, we may keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details); Work ID and employer’s name and contact details; Details about your personal circumstances; Current financial information for seven years after the conclusion of your use of our services. We will then dispose your information by removing it from our electronic systems entirely.
If you donate or fundraise for us, we keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details) and a record of your donations for seven years after the conclusion of your use of our services. We will then dispose your information by removing it from our electronic systems entirely.
If you volunteer with HWF, we keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details) for the length of time that you volunteer with us. We will then dispose of your information by removing it from our electronic systems entirely.
If you work with us as a partner, trust or corporate, we keep Personal identifiers, contacts and characteristics (for example, name and contact details) for up to two years after the conclusion of our collaboration. If you also provide us with funding, we keep that financial information for seven years after the conclusion of your collaboration with us. We will then dispose your information by removing it from our electronic systems entirely.
If you have agreed to assist with HWF publicity by sharing your story, we may keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details); Details about your personal circumstances; for up to two years after the conclusion of your use of our services. We will then dispose your information by removing it from our electronic systems entirely.
If you have agreed to assist with HWF research or surveys, we may keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details); Details about your personal circumstances; for up to two years after the conclusion of the research or survey. We will then dispose your information by removing it from our electronic systems entirely.
If you have signed up to receive our newsletter, or other communications, we may keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details) until you let us know that you no longer wish to receive this information from us. We will then dispose your information by removing it from our electronic systems entirely.
If you are a HWF Trustee, we keep the following information from you: Personal identifiers, contacts and characteristics (for example, name and contact details) until you are no longer a member of HWF’s Board. We will then dispose your information by removing it from our electronic systems entirely.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at: Write: 71-75 Shelton Street, London, WC2H 9JQ Email: contact@healthcareworkersfoundation.org Phone: 0203 576 0374 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at: Healthcare Workers’ Foundation, 71-75 Shelton Street, London, WC2H 9JQ Email: contact@healthcareworkersfoundation.org
Phone: 0203 576 0374

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk