East Anglian Air Ambulance is a charity registered in England and Wales Charity No 1083876, Registered Company number 04066700.
East Anglian Air Ambulance (Trading) Limited, trading as Friends of East Anglian Air Ambulance, is a company registered in England and Wales at Hangar E Gambling Close, Norwich Airport, Norwich, Norfolk, NR6 6EG – Registered Company number 04136827
Registered with the Information Commissioner’s Office Data Protection Registration No. Z3529278
This privacy and data protection statement explains our information practices, including how we use your information and how you can update it or unsubscribe. We will only collect and use information from you in line with this statement. We encourage you to read the summaries below and to click on “Learn More” if you’d like more detailed information on a particular topic.
If you would like this privacy statement in print format, please contact us or call 03450 669 999. We may make changes to this statement from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. This statement was last changed on 17/05/2018.
The new GDPR legislation (which comes under the Information Commissioner’s Office – ICO) has improved your rights. We will consider any right you wish to exercise and do our best to comply. These new rights fall into the following categories:
About Patient Data
To raise the money we need every year to keep our Helicopter Emergency Medical Service ready to respond, EAAA undertakes a wide range of marketing activities to reach new and existing supporters. You may receive information from EAAA about the goods we provide (such as our Christmas card range), fundraising appeals and events, information about our missions and the other work we do that is part of our charitable mission. You may, at any time, opt out of receiving information from EAAA, and we aim to make your preferences as easy to manage as possible so you can keep receiving the information you want. We will never give, sell or exchange your information with other organisations for marketing purposes.
If we contact you by email, every message we send will include a link to opt out of receiving future messages if you wish. If we contact you by other means, you can again change your preferences and opt out of any particular method through contacting us by post, email firstname.lastname@example.org or phone 08450 669 999 or updating your choices via our website www.eaaa.org.uk/preferences.
We respect your right to choose how we contact you and what information we send you – please let us know your preferences. To update your preferences or unsubscribe from any communications, please visit www.eaaa.org.uk/preferences or contact us.
Sharing your information
We will never sell or share your information with any other organisation for commercial purposes. We will only share your information:
- if we are required to do so by law
- for our partners to provide services we cannot deliver, such mailing houses, IT specialists and research firms. We only choose partners we can trust who abide by the requirements of the Data Protection Act
- if we believe it is necessary to protect or defend our rights, property, personal safety of our people or visitors to our premises or websites.
Storing your information
In line with best practice, your information is stored by EAAA on computers located in the UK and on data servers within the EU. We may also store information in paper files.
For financial and technical reasons we may, on occasion, decide to use the services of a supplier outside the European Economic Area (EEA), which means that your personal information is transferred, processed and stored outside the EEA. We will only use services that are covered by the international data protection agreement known as the Privacy Shield. If you would like to receive further information about which services we use that may transfer your data outside the EEA, and the security around such services, please contact us.
We place great importance on the security of all our supporters’, customers’ and patients’ data. We have security measures in place to protect against the loss, misuse and alteration of personal data under our control. Only authorised personnel may access user information and we use secure sockets layer (SSL) software to encrypt financial and personal information you input before it is sent to us.
While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, or where it is transmitted across the internet, we will do our utmost to protect the security of your information.
Where we have provided a password enabling you to access specific parts of our websites, it is your responsibility to keep this password confidential. We advise you not to share your password with anyone.
We will keep your information only for as long as we need it to provide you with the goods, services or information you require, manage your relationship with us, comply with the law, or to ensure we do not communicate with people that have asked us not to. When we no longer need information, we will always dispose of it securely. Please contact us if you would like to know more about our Data Retention, Archiving and Destruction Policy.
How long we keep your information for
We are required by law to keep some information for a specified time, such as your Gift Aid Declaration which we must hold for six years.
When you support us with a donation or by playing the lottery or raffle, we will also keep your details for a reasonable time to ensure we have the records on hand should you have any query in the future. We also keep basic information on file for suppression purposes, for example to ensure we are able to exclude from future contact.
Please contact us if you would like to know more about our Data Retention, Archiving and Destruction Policy.
Data profiling and screening
To make sure that we send you the right information, and that we advertise in the right places to reach more people like you who care about our lifesaving work, EAAA may sometimes undertake data profiling. Data profiling is the process of examining our database of information on our supporters and collecting statistics or informative summaries about that data. You have the right to opt out of this at any time. To opt out please contact us, or you can email email@example.com.
We may use the data you provide to help us to understand your interests, so we can try to analyse and predict what other products, services and information you and others like you might be most interested in and not send offers or information that is not of interest. This enables us to tailor our communications to make them relevant and interesting for you. We may also combine this with information held in the public domain (see How you can control your data). If you do not want us to process your data in this way, it is easy to opt out – just contact us.
We may also match group data against other external databases to understand more about our supporters and their habits or attitudes as a group. For example, knowing what newspapers are most commonly read helps us identify where to advertise to find more people like you, who care about our lifesaving work.
By allowing EAAA to profile your data, we may understand more about you as individuals and as a group. This helps us to spend cost-effectively on fundraising and make the best possible use of your generous donations. You can opt out at any time.
Data screening is where we match your details against another database to ensure we are up to date. Examples of this could be the National Change of Address database (NCOA) from Royal Mail (which uses data from their redirection service), helping us to keep in touch with you if you have moved recently and given your permission for this information to be shared. Another example is screening against a database of the recently deceased. We know that sending mail to a recently deceased member of the family can be distressing; by running this data matching service we can reduce the possibility of EAAA contacting someone who has passed away. This screening is only effective if you have officially notified a death.
By allowing EAAA to screen your data, we will be able to reduce the number of wasted letters and newsletters sent to supporters who have moved or passed away. It will help us to spend our money wisely, making sure that even more of the donations we receive can go towards our lifesaving work. You can opt out at any time
Wealth screening and prospect research
Wealth screening is where we use external information sources and compare our data with external data, using specialist agencies, to understand your financial position. EAAA has limited expertise and resources to carry out all this work in-house, and may wish to use an agency to compare our data with publicly available information (see How you can control your data). You can opt out at any time.
Prospect research is where we do this manually, through reading media articles and referencing other publicly available information. This can help to identify people that are likely to have an affinity with our cause, and also understand better the type of relationship that they might prefer to have as part of their philanthropic giving.
We may undertake individual prospect research where we believe there is a reason to do so, and we will be in contact with you as soon as is practically possible and feasible to ensure you are fully informed of any data we hold about you. We will use Legitimate Interest as the legal basis for processing this kind of data so we need to make sure that your interests are examined in balance with the charity’s (see ‘How we use your information’ above). Care will be taken when undertaking research to ensure that the sources of publicly available information that we use are assessed against your reasonable expectations to ensure that only relevant personal data is captured. You can opt out at any time.
Why might we want to do this?
Wealth screening and prospect research helps EAAA to understand our supporters better so that we can tailor our communications and relationship with you. We might do this by looking at the information we have regarding your history and engagement with us, how and when you have supported us in the past, the method of past giving and what message or communication initiated the gift. If you have already shown an interest in supporting EAAA, or we are made aware of another reason why a relationship between you and us may be beneficial, it helps us to understand how you might be able to help before we approach you.
From time to time the Charity carries out such research to ensure individuals are not inappropriately contacted either due to lack of interest in the cause, possible known preferences, or at a significantly higher financial level than it appears they could typically afford. The information we discover will not be used in a way that would be deemed ‘unreasonable’. By doing this we minimise the potential of our research activity resulting in inappropriate contact. By being able to better understand existing supporters and potential new donors, we can be more cost-effective in our work – sending out appropriate, tailored communications that are more likely to be welcomed, rather than a ‘one size fits all’ approach.
If you are not happy for us to include your details if we undertake any screening or research, please let us know. If we undertake research on individuals that we then decide to contact, we will let you know what data we have collected as soon as is practical. We will ask for your preferences at this time and comply with your wishes.
To learn more about how you can control what information you receive from us, please visit our preferences web page. If you have any queries about data privacy, how we store or use your data, please email: firstname.lastname@example.org or telephone our reception on 03450 669 999.
If you have any questions or concerns about this Privacy Statement, or would like to receive a printed version, please contact us or call 03450 669 999.
This information is for guidance only and does not constitute a comprehensive list of resources or legal advice. If you are concerned that your data is being used illegally or have other concerns about how your data is being used, please contact the Information Commissioner’s Office who are responsible for Data Protection in the UK.
If you have found this information useful, or would like to suggest any improvements, please let us know.