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General Data Protection Regulation (GDPR)

 

What this privacy notice covers

The INSPIRE Foundation is committed to protecting your personal information. This Notice explains how we collect and use the limited information we hold about you.

Who we are

The INSPIRE Foundation or INSPIRE is a spinal research charity in the UK. We registered with the Charity Commission in March 1987 and our registered charity number is 296284. We were enrolled into the Association of Medical Research Charities (AMRC) in 2000. The registered office is

INSPIRE Foundation
Duke of Cornwall Spinal Unit
Salisbury District Hospital
SP2 8BJ

Our website is at www.inspire-foundation.org.uk. We conform to data rules and our contact details are at the end of this notice.

Information we gather for members

We collect your information and store it on a ‘membership database’ which includes anybody associated with the charity including patrons, trustees, members of the national scientific committee and project scientists, volunteers and supporters. Nobody other than INSPIRE’s staff has access to the database or is permitted to make alterations to any information we hold.

The database consists of information provided directly by you and, where supplied, includes:

  • Name
  • Title
  • Address
  • Telephone number – landline and/or mobile
  • Email address
  • Membership number

In addition, where supplied we can hold sensitive personal data for:

  • you or any relatives with a spinal cord injury. This is voluntary and we will always seek your explicit consent to use it;
  • the purpose of claiming gift aid from HMRC, if you have invited us to so with any donation(s) you make.

We gather your information from:

  1. application and request forms submitted (by you) by post and email
  2. email, post and mail correspondence with INSPIRE
  3. contact by phone
  4. In person contact with INSPIRE staff, members and friends
  5. Information we gathered via events

We will use your information to:

  1. administer your membership and any donations you make
  2. maintain relevant contact, but not limited to sending you Newsletters and AGM information
  3. administer lists of Patrons, Trustees, National Scientific Committee and volunteers
  4. communicate with you for any other reason related to your membership
  5. maintain the membership database
  6. enable full participation at any of our events by individuals with spinal cord injuries
  7. share with other regulatory authorities (eg HMRC) if required by law

Information we gather for friends and non-members

Your information is collected from:

  1. application for tickets for INSPIRE events by post and email
  2. email, post and mail correspondence with INSPIRE
  3. contact by phone
  4. INSPIRE social media channels
  5. in person contact with INSPIRE staff, members and friends
  6. information we gather at events and

We will use your information to:

  1. administer and develop our relationship with you
  2. provide services (eg sale of Christmas cards) and respond to your queries (eg about our events)
  3. contact you for any further information in relation to your queries and complaints as required, and keep you informed.

We will respond to your queries and investigate any concerns via email, phone and/or post. If you do not wish to be contacted by INSPIRE by any particular means, please contact us to change your preferences.

What is the legal basis of processing your data?

The legal basis of processing members’ data is ‘legitimate interest’ as defined by Article 6 of the General Data Protection Regulations in order to operate as a charity and to maintain and administer our member database and systems. Note: In this instance members include: members, patrons, trustees, national scientific committee members and volunteers and supporters.

In other instances, we may rely on the following basis for legal processing:

  • ‘Consent’ –   to use your information for a previously notified purpose, such as to send you email/text marketing or to provide you with a product, service or information at your request.
  • ‘Contract’ – where you have purchased tickets for events and/or merchandise.
  • ‘Legal obligation’ – for instance, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or for accounting purposes.

Who will have access to the information?

We outsource the management of our website to a contracted, reputable and trusted third party to ensure the security of all our data. We require third parties to comply strictly with our instructions and data protection laws and we will make sure appropriate controls are in place.

We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed on a needs-only basis.

How long will we keep your information?

In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purpose listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate. If you decide to cancel your membership we will hold your information for a period which is deemed reasonable for accounting purposes.

How to keep us updated with any changes to your information

We would like you to keep us updated if the personal data we hold on you is inaccurate or incomplete or has changed. We would ask you to:

  • Update us with accurate information
  • Tell us as soon as possible if there are any changes, such as a new address
  • or (for example) informing us if you are no longer a UK taxpayer so when can amend your previsous instructions collect Gift Aid on any donation(s)

Use of cookies

When you visit www.inspire-foundation.org.uk, you will note we use cookies to collect standard internet log information and visit behavioural patterns. Cookies are small data text files that are placed on your computer when you visit a website. They help make our website work efficiently and provide us with information about how it is used. They automatically identify your browser which helps us make our site more responsive to your needs and to track and manage relevant information.

You are not obliged to accept the cookies on our website, but if you decline when prompted, you may not be able to access all the services on our site.

When you visit www.inspire-foundation.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Your rights

You have the right to:

  1. Update us and have any inaccuracies in your data corrected.
  2. Request a copy of the personal information we hold about you. We will never release such information unless you are able to first prove your identity. Please submit your request in writing to the contact details shown at the end of this notice. We will respond as soon as possible on receipt of your written request and confirmed identity. This request is free of charge unless the request is manifestly unfounded or excessive. (Please ring the office should you need further guidance).

 

  1. Request that we delete your personal data so it is erased from our records.

 

Enquiries and complaints

Please contact us in the first instance if you have any enquiries arising from this privacy notice.

If you are unhappy with our handling of your data or something we have done or failed to do, please inform us in writing.  We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable

All complaints should be sent to:

The Director
INSPIRE Foundation
Spinal Unit
Salisbury District Hospital
Salisbury SP2 8BJ

Tel:      01722 336262 EXT: 2465

Email: ntrs@inspire-foundation.org.uk

Website: www.inspire-foundation.org.uk

You may also complain directly to the Information Commissioner’s Office if you are concerned how we are handling your personal information. Contact details are:

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

Tel:      0303 123 1113 or 01625 545745
Website: www.ico.gov.uk

Review of INSPIRE privacy notice

This Notice was last reviewed in May 2018 and may be further reviewed and updated as lessons learned from this new GDPR implementation are identified. We will notify any such changes on our website but if you are concerned or seek further clarity, please contact the INSPIRE office (as above) at any time.