Privacy Policy

Privacy Policy 2023

The Sirona Foundation is registered with the Charity Commission in England and Wales. Registered number: 1154787.

As a charity we are committed to protecting your personal information and privacy. This Privacy Policy describes exactly how we collect and use your personal information.

Why we collect personal information about you?

As a charity The Sirona Foundation need to collect and maintain information about you for financial purposes, regarding awarding grant funding to your projects, grant monitoring of your projects, your giving history and preferences, areas, and projects you choose to support, and other information that allows us to interact with you to provide the best possible supporter experience from the charity.

This personal information can be held in a variety of formats, including paper records, electronically on computer systems, in video and audio files.

What is our legal basis for processing personal information about you?

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (e.g. administration of a grant payment).

However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate Interests’. This means that the reason that we are processing information is because there is a legitimate interest for us to process your information to help us to achieve charitable objectives.

Whenever we process your personal information under the ‘Legitimate Interest’ lawful basis we make sure that we consider your rights and interests and will not process your personal information if we feel that there is an imbalance.

Some examples of where we have a legitimate interest to process your personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission.

What personal information do we need to collect about you and how do we obtain it?

If you are kind enough to support us, for example, by making a donation, volunteering, registering to fundraise, signing up for an event, we will usually collect the following information:

• Your name.
• Your contact details (postal and email addresses, landline and mobile telephone numbers).
• Your communication preferences to ensure you get the information you want, when and how you want it.
• Your date of birth to enable us to accurately identify records. It is also used, with other data, if access to personal information is requested.
• Your bank or credit card details for donations. These details are destroyed once the transaction has taken place.
• If you are taking part in a high-risk event, we may also ask for sensitive health information, passport details, next of kin, insurance details.

In some instances, we may ask for addition information which is not mandatory, however, it will help us improve our service to you and our other supporters:

• If you are comfortable telling us, we would really like to know why you have decided to donate to us.
• In what ways you would consider supporting the Sirona Foundation.
• If you have previously had contact with us, we would really like to know how you feel about the level of service you received from the charity. 

Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Once you have provided your information, we will fulfil your requests in the following ways:

• Contact you in the way you have requested.
• Provide you with the information on our work and activities, services or products or information you have requested, where you have consented to being contacted.
• Send information, updates on campaigns, appeals, and events that we feel may be of interest to you, where you have consented to being contacted.
• Administer your donation or support your fundraising activities, including processing Gift Aid.
• Keep a record of your relationship with us.
• To contact you where you have been identified as a contact person for an organisation, such as a community organisation (if we obtain your contact details in this way, we will only use them to contact you in your capacity as a representative of that organisation).
• For internal record keeping relating to any donations, feedback or complaints.
• Understand how we can improve our services, products or information and communication with you.
• To invite you to participate in voluntary surveys or research.
• We may also use your personal information to detect and reduce fraud and credit risk.
• Where it is required or authorised by law.

You can also update or change any of your communication preferences at any time including telling us that you do not want us to contact you by various types of communication by:

• You can email sirona.foundation@nhs.net ,  visit sirona.foundation.org.uk   or complete a form we may have sent you.

What do we do with your personal information?

We will mainly use supporters’ data to:

• Provide supporters with the services, products or information they have asked for
• Administer supporters’ donations
• Keep a record of supporters’ relationships with The Sirona Foundation
• Ensure we know how supporters prefer to be contacted
• Understand how we can improve our services, products or information.

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, volunteers and contractors.

What we may do with your personal information

The personal information we collect about you may also be used to:

• Provide data analysis, wealth screening and targeting communications to help continue the tradition of philanthropic support of the Sirona communities.
• We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters.
• We do this because it allows us to target our resources effectively, understand the background of the people who support us and helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, and more cost-effectively, than we otherwise would.
• We may gather information from publicly available sources, for example, Companies House and the Electoral Register.
• We sometimes use the internet to find out about your interests and causes you support, membership of clubs and associations, average house value in your area, typical earnings in a given sector in order to better understand your interests and preferences so we can contact you with the most relevant communications.
• We may carry out wealth screening (prospect research), a process which uses trusted third-party partners to automate some of this work. They may also use major industry directories, newspapers and journals.  This process helps us to make appropriate requests to those who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.
• We therefore believe that using your personal information in this way is necessary for our legitimate interest of efficiently raising income to support the Sirona Communities. Although there will be some impact on your rights, freedoms and expectations we do not consider it will cause undue harm because we have informed you of what we would do, and why.
• Targeting our resources effectively and efficiently. We’d really like to know more about you and may send you a questionnaire or ask to come and meet you, promote the charity’s work though Marketing.
• With your consent, we will contact you to let you know about the impact 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. Our forms have clear communication preference questions, and we include information on how to change your preferences (e.g. opt out) on each piece of marketing we send you.
• We also occasionally send a Supporter Survey which we may also send you as a way of finding out your communication preferences.
• If you don’t want to hear from us anymore, please just let us know and we will update your records and we will no longer contact you. You can email: sirona.foundation@nhs.net , email: sirona.foundation.org.uk new website.
• We have not, and will not, sell or share personal details with third parties for the purposes of marketing.
• If we run an event in partnership with another organisation, your details may need to be shared, for example our over challenge events or collaborative events with other charities.
• We will be very clear about what will happen to your data when you register.
  We only share data where we are required by law or with carefully selected partners who do work for us, for example, mailing companies who send out large mailings for us because we cannot do ourselves. All our partners are required by their contract with us to treat your data as carefully as we would, to only use it as instructed, and to allow us to check that they do this.
• We also use publicly available sources to carry out due diligence on donors in line with Charity Commission guidance and to meet money laundering regulations.

Who do we share your information with and why?

If we use external companies to collect or process personal data on our behalf, we will conduct comprehensive checks on these companies before we work with them and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data we have shared.

Some of our suppliers may run their operations outside the European Economic Area (EEA). After Brexit, the UK may be outside the EEA. Although companies may not be subject to same data protection laws as companies based in the UK, 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 the transfer, storing or processing at a location outside the EEA.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.

How do we maintain and store your records?

We hold and process your information in accordance with the Data Protection Act 2018 GDPR UK, as explained above.

All information held will be stored Electronic Document and Records Management System (EDRMS) and kept for 6 years to comply with financial recording, thereafter, all information will be removed and deleted/removed from EDRMS perminantly.

Use of Email – As a Charity we give the option to communicate with supporters via email. Please be aware that we cannot guarantee the security of this information whilst in transit, and by requesting this service you are accepting this risk.

What are your rights?

If we need to use your personal information for any reasons beyond those stated above, we will discuss this with you and ask for your explicit consent. The Data Protection Act 2018 (subject to parliamentary approval) gives you certain rights.

Where possible we use publicly available sources to keep your records up to date, for example, the, information provided to us by other organisations as described above. We really appreciate it if you let us know if your contact details change.

You have a right to ask us to stop processing your personal data, and if it is not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so immediately.

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 wish to raise a complaint or have any questions on how we have handled your personal data, you can contact our office: sirona.foundation@nhs.net

Information Commissioner’s Officer

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [Insert your organisation’s contact details for data protection queries].
You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk

Cookies

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.