Telephone icon01626 884544 Email icondpt.openup@nhs.net

Privacy notice

Open Up - Privacy notice

Introduction

Open Up (registered charity number 1056669) is committed to protecting your privacy. If you provide us with information that you can be identified by, we will only use it as described in this Privacy Notice.

This Privacy Notice complies with the Data Protection Act 2018 and the EU General Data Protection Regulations (GDPR) as of May 2018. You are not under a statutory or contractual obligation to provide personal data, but doing so will help us keep you informed about our activities.

Open Up offers you the opportunity to stay in touch and keep informed about our fundraising activities, events, and how donations are used to support mental health, learning disability, and neurodiversity services.

What information we collect

Information we will collect as standard:

  • Full name and title
  • Gender
  • Contact information: including address, postcode, and, where appropriate, place of work or club/society
  • Phone numbers and email addresses
  • Date of birth

Information we may collect:

  • Bank account details (if you are making a payment or setting up a Direct Debit)
  • Health information (if you are participating in events or volunteering with us)
  • Emergency contact details (if you are volunteering with us or taking part in an event)

If you sponsor someone through an online giving platform and indicate that you would like to hear from us, these platforms may pass your contact details to us. Please check the privacy statements of such platforms before providing your information.

We use Donorfy, a UK-based company, to collect and manage your data, as well as to process donation payments. Donorfy is compliant with UK data protection laws and ensures that your information is handled securely. You can find Donorfy’s privacy notice here.

In addition, for fundraising activities, sponsorship, and donation payments, we use JustGiving. When you make a donation or participate in fundraising through JustGiving, your contact details may be shared with us if you have opted in to receive communications. Please ensure you review JustGiving’s privacy policy before providing your information. You can find the JustGiving Privacy Policy here.

How we use the information we collect

We require this information for the following reasons:

With your Consent for marketing:

  • We may use your information to keep you updated on what is happening at Open Up.
  •  We may periodically send you letters or emails about fundraising events, using the contact details you have provided.
  • You can unsubscribe from these communications at any time by emailing dpt.openup@nhs.net.

For internal record keeping:

  • To thank you for your donations, volunteering, or other support.
  • To respond to your inquiries and send any information you’ve requested.
  • To keep financial records for inspection by HMRC if required.
  • To allow our charity auditors to verify that donations are allocated correctly.
  • To inform you about how your donations have been used.

We may share your name and details of your donation with the Devon Partnership NHS Trust to ensure your donations are used according to your wishes or if you have agreed to participate in a publicity campaign. This information would be limited to senior staff members only. If you prefer your details to remain anonymous, we will always respect your wishes.

We may also analyse the data we hold to improve our services and evaluate the success of fundraising events.

Data retention

Personal information retention

We retain your personal information for a period of three years after your last interaction. If there is no activity during this time, your data will be archived. To ensure accuracy, we will reach out to you every two years to confirm that your details are still correct and that you wish to remain on our database. If we are unable to contact you, your non-financial records will be erased or anonymised.

Financial information retention

In compliance with HMRC regulations, we keep your financial records for a period of seven years. This is essential for accounting purposes and ensures that we meet our legal obligations.

Routine contact

Every two years, we will contact you to verify that the information we hold is accurate and that you wish to remain part of our database. This helps us maintain up-to-date records and ensure we are able to reach you effectively.

Data security

We prioritise your information security by implementing several key measures. Access to our facilities is controlled and sensitive documents are stored securely. We use encryption for data protection, keep our software updated and employ two-factor authentication for added security. Access to electronic information is restricted through secure passwords. Staff receive training on data privacy and handling and regularly review our policies to ensure they remain current.

We are committed to ensuring that your information is secure. We have implemented suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect.

Keeping you in control

Our legal basis for processing your financial transactions and direct communications is legitimate interest. This includes information from emails, letters, phone calls, or in-person interactions, which we use to communicate with you about the processing of your donations or requests.

Our legal basis for processing your information for marketing is Consent. You can choose how we send information to you or opt-out at any time by emailing dpt.openup@nhs.net.

If you request that we do not contact you again for marketing purposes, we will respect your wishes. However, in certain situations, we may still need to contact you, for example, if an event you are attending is cancelled.

We do not have access to your medical records, nor will we sell or lease your personal information to third parties.

Unless required by law, we will not share your information with third parties for their purposes. We do not use automated decision-making or profiling tools.

You may request details of the personal information we hold about you under the Data Protection legislation. If you would like a copy, please request this in writing from Information Governance Team, Devon Partnership NHS Trust, Wonford House, Dryden Road, Exeter, Devon, EX2 5AF.

If you believe any information we are holding is incorrect or incomplete, please contact us as soon as possible so we can correct it.

Our promises

  • We will regularly review (at least annually) our processes and update our privacy information where necessary.
  • If we plan to use personal data for a new purpose, we will update our privacy information and notify you of the changes before starting any new processing activities.
  • We will audit the quality of the information we hold (at least annually) to ensure our data is accurate and appropriate.
  • We will test this privacy notice with a selection of people to evaluate the effectiveness of our communication.

Complaints

If you have concerns or are unsatisfied with how we use your personal information, you can contact our Head of Charity Fundraising:

Daniel Robson
Open Up
Devon Partnership NHS Trust
Wonford House
Dryden Road
Exeter
Devon
EX2 5AF
Email: daniel.robson3@nhs.net
Phone: 01626 884544

You also have the right to register a complaint with the Information Commissioner’s Office (ICO). For more information, please visit the ICO here.

To compliment or complain to the charity, you can email daniel.robson3@nhs.net for a copy of our Compliments and Complaints procedure.

Links to other websites

Our website may contain links to other websites of interest. Once you have used these links to leave our site, please note that we do not have any control over these external websites. We are not responsible for the protection and privacy of any information you provide while visiting such sites, and this Privacy Notice does not govern them. Please review the privacy statements on those websites.

We appreciate your support and are committed to ensuring that your privacy is treated with respect at all times, in compliance with the Data Protection Act 2018.

Contact for Data Protection

Cookies Policy

We use cookies on our website to improve your experience and analyse how the site is used. Cookies are small text files placed on your device to track usage and preferences. You can control cookie settings through your browser at any time.

For more details, please see our Cookie notice here.

 

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