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Privacy Policy for UCL Hospitals Charitable Foundation

Privacy Policy for UCL Hospitals Charitable Foundation

UCL Hospitals Charitable Foundation (“we”) promises to respect any personal data you share with us or that we get from other organisations and keep it safe.  We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect. 

In May 2018 we moved to an 'opt-out' communication policy. This means that if you do not want us store your information you simply need to let us know (by email, telephone or post) and we will mark your contact details on our database as 'no further contact'.  You will not hear from us again unless you approach us in the future asking to be put back on the mailing list.

If you do not advise us that you wish to 'opt-out' we will assume that you are happy for us to continue to store your contact details on our database.  You will continue to receive our newsletters and invitations to events where appropriate.

Our marketing communications include information about our current projects. If you would like to receive such communications but have not provided us with your contact details please contact Shirley Featherstone on 020 3447 9558 or at shirley.featherstone@nhs.net

We collect information in the following ways:

When you give it to us DIRECTLY

You may give us your information in order to sign up for one of our events, tell us your story, make a donation, or communicate with us.

When you give it to us INDIRECTLY (via third party organisations)

Your information may be shared with us by independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving.  These independent third parties will only do so when you have indicated that you wish to support UCL Hospitals Charitable Foundation and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

What personal data we collect and how we use it 

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


If you support us, for example make a donation, register to fundraise or sign up for an event we will usually collect:

  • Your name

  • Your contact details

  • Your date of birth

Where it is appropriate we may also ask:

  • For information relating to your health (for example if you are taking part in a high risk event) 

  • Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.

We will mainly use your data to:

  • Provide you with the services or information you asked for

  • Administer your donation or support your fundraising, including processing gift aid

  • Keep a record of your relationship with us

  • Ensure we know how you prefer to be contacted

  • Understand how we can improve our services, products or information.

Direct Marketing

We will contact you via our annual newsletter to let you know about the progress we are making and to ask for donations or other support.   We make it easy for you to tell us how you want us to communicate, in a way that suits you. We include information on how to opt out on our website and in our newsletters. If you don’t want to hear from us, that’s fine. Just let us know when you provide your data or contact Shirley Featherstone on 020 3447 9558 or at shirley.featherstone@nhs.net. 

We do not sell or share personal details to third parties for the purposes of marketing.  But, if we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.

Sharing your story

Some people choose to tell us why they are supporting UCL Hospitals Charitable Foundation. This may include them sharing personal information. Only with specific permission will we write an article including this personal information and use this on our website and/or in our newsletter to encourage further support, we may also promote it via social media channels such as twitter and facebook.

How we keep your data safe and who has access 

We ensure that there are appropriate technical controls in place to protect your personal details.  

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 and contractors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Keeping your information up to date 

We really appreciate it if you let us know if your contact details change.

Your right to know what we know about you, make changes or ask us to stop using your data 

You have a right to ask us to stop contacting you. If you wish to do so please contact Shirley Featherstone on 020 3447 9558 or at shirley.featherstone@nhs.net

You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to UCL Hospitals Charitable Foundation, 2A Maple House, 149 Tottenham Court Road,  London, W1T 7NF.   We do not accept these requests by email so we can ensure that we only provide personal data to the right person.

If you have any questions please send these to shirley.featherstone@nhs.net.

Changes to this Policy 

We may change this Privacy Policy from time to time.  If we make any significant changes in the way we treat your personal information we will make this clear on UCL Hospitals Charitable Foundation Website or by contacting you directly.

If you have any questions, comments or suggestions, please let us know by contacting shirley.featherstone@nhs.net.