Privacy statement

Privacy Statement – South London and Maudsley

Our supporters are incredibly important to us. Without your help, we simply wouldn’t be able to support the amazing work our hospitals carry out every day. The Fundraising Team is here to raise money to fund the work we do – but we can’t do it without you. However you choose to help, we’ll always respect your rights and your choices.

We promise to respect any personal data you share with us, and keep it safe. We aim to be clear when we collect your personal information and not do anything you wouldn’t reasonably expect. Here we tell you what we will and will not do with your personal data.

This policy includes:

Who we are

  • Our duty
  • How we collect information on you
  • How we will use your personal information
  • Who has access to your personal information
  • How we keep your personal information secure 
  • How long will we hold your personal information for?
  • Your choices
  • Keeping your information up to date
  • Your rights
  • Children and privacy
  • Vulnerable Circumstances policy
  • Complaints, compliments or comments
  • Changes to our Privacy Policy

If you have any questions about our privacy statement then please do contact a member of the team who will be happy to talk you through it.  Our contact details are:

South London and Maudsley Fundraising Team
Virginia Woolf Building
22 Kingsway
London WC2B 6LE

Tel: 020 7848 4701
Email: info@supportslam.org.uk

Who we are

We are the Fundraising and Supporter Development Team (FSD) at King’s College London (KCL).  Back in 2011 a decision was taken by South London and Maudsley NHS Foundation Trust and Maudsley Charity to merge their fundraising function for South London and Maudsley with King’s College London.

The Fundraising and Supporter Development Team fundraise on behalf of Maudsley Charity to raise money for South London and Maudsley NHS Foundation Trust. We fundraise to help people with mental health difficulties to recover and stay well. In addition we fundraise to support pioneering research projects and provide innovative treatments. You can read more about the ways the money raised has helped.

As part of the relationship between Maudsley Charity and King’s College London, both organisations are data controllers and therefore have access to, and control of how your personal and financial data is collected, used and stored.

Maudsley Charity Registered Charity No. 1055440 Registered address: Maudsley Hospital, Denmark Hill, London SE5 8AZ

Our duty

In carrying out our day to day activities we process and store personal information relating to our supporters and we are therefore required to adhere to the requirements of the Data Protection Act 1998. We take our responsibilities under this act very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations. 

How we collect information on you

We collect personal information from you when you enquire about our activities, register for an event, make a donation, sign up to an event, volunteer, engage with our social media channels or otherwise provide us with your personal information.

The personal information that we may request might include your name, your age, gender, location and/or country information, and possibly other information, as well as credit card or other financial information needed to process donations or event fees. We may also ask you if you are a UK tax payer so that we can claim Gift Aid (please rest assured that we do not collect information about your actual tax payments, just whether you are a tax payer). We will never request personal information about your health or the health of your family members or friends unless we inform you how that information will be used and receive your express consent for such use i.e. for a case study story.

Your information may be shared with us by independent event organisers, for example London Marathon Events Ltd 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 Maudsley Charity and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

We use third parties to collect data on our behalf to support our activities. This might include running raffles, event registrations, setting up Direct Debits and processing your donations, and ensuring our records are as up to date as possible through running address and detail verification checks.

To increase our fundraising reach we research information in the public domain on local organisations, companies and schools to find contact details to get in touch about our latest activities and appeals. We will not call any company or organisation registered with the Corporate Telephone Preference Service.

If you have provided your consent, by responding to a mailing, for South London and Maudlsey NHS Foundation Trust to pass your details to the Charity we will contact you to kept you up-to-date about fundraising and what’s happening across South London and Maudsley. Please rest assured that we do not have access to confidential patient data.

Cookies

We don’t currently gather information on how you use our website through the use of Cookies but we may do in the future. 

Cookies are text files, which identify a user's computer to our server. Cookies in themselves do not identify the individual user, just the computer used. The Support SLaM website uses persistent cookies - these are used to track returning visitors. They expire after 12 months and enable us to compare website traffic from month to month.

Cookies help us identify which pages are most visited and which events or activities are of most interest. This information can be used to help us improve our website and services and ensure we provide you with the best service. Wherever possible, the information we use for this purpose will be aggregated or anonymised i.e. it will not identify you as an individual visitor to our website.  

You can reject cookies. Most browsers allow you to refuse cookies - consult the help section of the browser toolbar. Information on controlling cookies or rejecting cookies is available from several web sites, e.g. http://www.aboutcookies.org

How we will use your personal information?

We may use your information for a number of purposes including the following:

  • To provide you with information about our work or our activities that you have requested
  • For administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for
  • To ask you to help us raise money or donate money to our Charity, but always in accordance with the fundraising promise
  • To create an account for you if you register with us
  • To process entries into a prize draw or raffle
  • For internal record keeping, including the management of any feedback or complaints
  • To use IP addresses to identify your approximate location, to block disruptive use, to record website traffic or to personalise the way our information is presented to you;
  • To analyse and improve the services offered on our sites to make it as user-friendly as possible
  • To use anonymised personal data to benchmark our activity with other relevant organisations, including the Association of NHS Charities
  • Transfer to HM Revenue and Customs in respect of any Gift Aid claims
  • For statutory and regulatory compliance
  • We may assess your personal information for the purposes of credit risk reduction or fraud prevention.

In addition to this we may use your data for wealth screening, profiling and research to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately. Please read below for more information:

Wealth Screening

We want to make sure we use our resources as effectively as possible to help us engage with our community of supporters appropriately. In order to achieve this we may undertake wealth screening of our database.  Wealth screening enables us to better target our conversations about fundraising and therefore generate funds cost-effectively. To achieve this we will share your data with one of our trusted third-party suppliers.

Profiling

In order to provide you with the best supporter experience and understand how we could engage with you in the future, we undertake analysis on the personal data we hold on you. This analysis helps us to gain a better understanding of your interests, of how you are engaging with us and to understand broader demographic and geographic trends.

Research

We may also undertake research on our supporter’s personal information to help us make informed decisions. This may include research on demographic, philanthropic, business and financial information from publicly available sources, including social media.

We may also combine the data you provide with data we obtain from other sources (e.g. to verify we have correct addresses/postcodes).

If you do not wish your data to be used in any of the ways listed above or have questions about this, you can notify us using the contact details at the top of this page.

Who has access to your personal information?

Your personal information is stored on our database which is password protected and access is limited to staff working in Fundraising and Supporter Development, Maudsley Charity and some trusted subcontracted parties.

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send out mailings). When we use third party service providers, we only disclose information necessary to deliver that service and there will always be a contract in place to ensure your information is kept secure. We will not share or sell your data to third parties to use for their own purposes unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our trusted partner’s servers are located in a country outside the EEA. These countries may not have similar data protection laws to the UK; however, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

How we keep your personal information secure?  

We ensure that there are appropriate technical controls in place to protect your personal details; for example our online forms are always encrypted and our network is protected and routinely monitored.  

We use a secure server when you enter into any money transaction from our website. We also take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

Any payment details on paper donation forms are destroyed once the donation has been processed.

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.

How long will we hold your personal information for?

We will keep your information for as long as required to enable us to operate our services but we will not keep your information for any longer than is necessary. We will take into consideration our legal obligations and tax and accounting rules when determining how long we should retain your information. When we no longer need to retain your information we will ensure it is securely disposed of, at the appropriate time. 

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for the hospital and our events and activities then please let us know at any time by contacting our Supporter Care Team on 020 7848 4701 or info@supportslam.org.uk.

We will not contact you for marketing purposes by post, email, and phone or text message if you have told us you do not want to hear from us by any of those channels. If the telephone number we hold for you is registered with the Telephone Preference Service (TPS) then we will not contact you on that phone number except for administrative purposes.

If you choose to send a donation or communication to us by text message we promise to make it clear to you before you text what you are consenting to and provide instructions for how you can opt out.

If you unsubscribe from communications from us from any or all of the communication channels mentioned above, then we will update our records to stop further communication as quickly as we can. Due to some communications already being in progress at the point you opt out please be aware that it can take up to 6 weeks for your preferences to be fully implemented.

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

Keeping your information up-to-date

The accuracy of your information is important to us. You can update your information with us, including your address and contact details at any time. If you would like to change your preferences or update the details we hold about you, please contact our Supporter Care Team on 020 7848 4701 or info@supportslam.org.uk.

Your rights

You have the right to:

  • request a copy of the information we hold about you
  • update or amend the information we hold about you if it is wrong
  • change your communication preferences at any time
  • ask us to remove your personal information from our records
  • object to the processing of your information for marketing purposes
  • raise a concern or complaint about the way in which your information is being used

If you wish to talk through anything in our privacy statement, find out more about your rights, or obtain a copy of the information we hold about you, please contact our Supporter Care Team who will be happy to help:

South London and Maudsley Fundraising Team
Virginia Woolf Building
22 Kingsway
London WC2B 6LE

Tel: 020 7848 4701

Email: info@supportslam.org.uk

Children and privacy

We take the protection of children very seriously. To that end, we require that children under 16 do not submit any information to our website without a parent's or guardian's consent. We will not knowingly request or collect from a child any information online that can be traced to the child, such as an email address, name, or information about the child's family. Unless a parent or guardian consents to such use in advance, we will not knowingly use information that a child provides to us for any fundraising or promotional purpose.

Vulnerable circumstances policy

We recognise the importance of protecting our vulnerable supporters and follow the guidance issued by the Institute of Fundraising on treating donors fairly. We believe this helps to support our staff and fundraisers who come into contact with supporters in providing high quality customer care, ensuring anyone donating to the Charity is in a position to make a free and informed decision. 

Access the Institute of Fundraising’s website - for more guidance.

Complaints, compliments or comments

If you are unhappy with our work or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services.  If you would like to make a complaint, compliment or comment then please get in touch with our Supporter Care Team:

South London and Maudsley Fundraising Team
Virginia Woolf Building
22 Kingsway
London WC2B 6LE

Tel: 020 7848 4701

Email: info@supportslam.org.uk

The Fundraising Team are available to help Monday to Friday, 9am – 5pm.

Changes to our Privacy 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 the Support SLaM website or by contacting you directly.