Registered name: Nottingham University Hospitals Charity

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Sharing information outside the UK
• How to complain

Contact details

Post

2 Embley Road, City Hospital, Nottingham, Nottinghamshire, NG5 1RE, GB

Telephone

0115 9627905

Email

nuhnt.charity@nhs.net or hello@nottinghamhospitalscharity.org.uk

What information we collect, use, and why

We collect or use the following information to receive donations or funding and organise fundraising activities:

• Names and contact details
• Addresses
• Payment or banking details (including card or bank information for transfers and direct debits)
• Donation history
• Date of birth
• Health information (including medical conditions, allergies, medical requirements). Please see this document for more information on the health information that we store.   
• Emergency contact details (if volunteering or taking part in events)
• Tax payer information (for Gift Aid purposes)
• Website user information (including user journeys and cookie tracking)
• Photographs, video and audio recordings
• Information relating to compliments or complaints
• Dietary information (including allergies and health conditions)

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details
• Age
• Details of you or your family’s health conditions and treatment (if you have agreed to be a case study)
• Addresses
• Marketing preferences
• Donation history
• Records of consent, where appropriate
• Website user information (including user journeys and cookie tracking)
• Photographs, video and audio recordings

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information
• Financial transaction information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• 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. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

If you ask not to receive any fundraising communications from us, your personal information will be retained and updated as such. You have a right to ask us to remove your personal information, and we will do so wherever possible. In doing so, we will be unable to guarantee you will receive no communications in the future, because we will have deleted your previous information and preferences. To guarantee that you will not receive communications from us, it is in your best interests for your data and contact preferences to be retained on our system.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We send information about our fundraising events and how to donate through the post to supporters who have not opted out of hearing from us via that channel. As they have already supported us in some way, we feel that they may be interested to know about ways to donate and fundraise. This is in the Charity's interest so that we can encourage donations, fundraising and other forms of support. We perform assessments before using this lawful basis, to ensure that the way we use your data is fair and does not exceed what you would reasonably expect to receive from us. Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We send marketing information through the post to supporters who have not opted out of hearing from us via that channel. As they have already supported us in some way, we feel that they may be interested to know about our work and other ways to support us. This is in the Charity's interest so that we can encourage donations, fundraising and other forms of support. We perform assessments before using this lawful basis, to ensure that the way we use your data is fair and does not exceed what you would reasonably expect to receive from us. 

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

• Directly from you
• Family members or carers
• Publicly available sources
• Suppliers and service providers
• Third parties: these include online fundraising platforms, such as JustGiving, GoFundMe, Charities Aid Foundation, Much Loved and others.
• Nottingham University Hospitals NHS Trust collects personal data on our behalf when donations made in our hospitals. 

Any research is undertaken using only credible, publicly available information. This may include sources such as national and local press, Companies House, Charity Commission and from social media sites such as LinkedIn. We’ll only use these where the data has been deliberately made public. We may also use appropriate third-party sources to identify and inform professional approaches to prospective donors, partners and volunteers.

How long we keep information

The Charity keeps personal information about its donors and supporters in line with its Retention Policy and Retention Schedule, available on request to nuhnt.charity@nhs.net. 

Our retention documents reflect the minimum retention period and takes into account any legal requirements, tax or accounting rules. With appropriate justification, personal information can be retained for longer than the suggested retention period, but will be regularly reviewed and destroyed securely as soon as it is no longer required. 

You have a right to ask us to delete personal information that we hold about you in some circumstances (please see the data protection rights and lawful bases sections above for more information).

Who we share information with

Data processors

• Database providers, including Blackbaud, Hyphen8 (Salesforce), Access Group. These provide us with databases, email marketing functions, website forms and merchant services to process donations.
• Mailing houses, who send large scale postal mailings for us, and screen our data to check if supporters have died or moved away.
• Online fundraising platforms, such as Much Loved, Ticket Tailor, Visufund and Unity Lottery. These provide us with different ways to fundraise.
• NUH NHS Trust ICT, who provide our ICT system, host our network drives and provide our email accounts.

Others we share personal information with

• NUH NHS Trust, in order to ensure that your donations are used according to your wishes. You can let us know if you would prefer to remain anonymous.
• Legal bodies or authorities
• Relevant regulatory authorities
• External auditors or inspectors
• Awards organisers (for example, if we have nominated you for a fundraising or volunteer award)
• Professional consultants
• Online analytics and search engine providers. For more information about this, please see our cookie policy: https://www.nottinghamhospitalscharity.org.uk/cookie-policy

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Blackbaud

Category of recipient: Fundraising database provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: Blackbaud Data Privacy Framework Certification Notice - Blackbaud

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

We may change this privacy notice from time to time by updating this page. You should check this page from time to time to ensure that you are happy with the changes.

Last updated

14^th May 2025