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Privacy & data protection

Our privacy policy sets out how the LNAAC uses and protects any information that you give us when you use our website. 

Lincolnshire and Nottinghamshire Air Ambulance (LNAA) respects the privacy of all the visitors to our website This privacy notice sets out how the LNAA uses and protects any information that is processed by us.

Lincs & Notts Air Ambulance is a charity registered in England and Wales Charity No. 1017501, Registered Company No. 02788157. It is registered with the Information Commissioner’s Office Data Protection Registration No. Z929487X.

Ambucopter Trading Limited is a company registered in England and Wales – Registered Company No. 03000395. It is registered with the Information Commissioner’s Office Data Protection Registration No. ZB133512.

This privacy notice 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 notice.

LNAA may change this policy from time to time by updating this page. You should check this page on a regular basis to make sure that you are happy with any changes that we have made.

  1. How we collect your personal information

LNAA will always aim to collect personal information directly from you. If you are a patient, you may be asked to provide our Helicopter Emergency Medical Service (HEMS) operational team with personal information. If you do not want your patient data to be shared for purposes except your own care, you can opt-out of this process. For further information please access the website National data opt-out – NHS Digital.

As a donor or supporter, you may give us personal information directly when you sign up for one of our events, make a donation, purchase items from our website or take part in our in-house lotteries.

We may also collect personal data from you when answering queries, concerns, or other instances where you communicate with us.

If you apply for a role with us, or wish to become a volunteer, your personal data will be required as part of this process. For further details regarding this please see our Job Applicant privacy notice.

Sometimes we may obtain or receive your personal information from a third party. For donors or supporters, examples of indirect data collection may include fundraising sites such as Just Giving and or from organisers of an event you are participating in. We want to assure you that LNAA does not purchase personal information from third parties.

 

  1. What information do we collect?

The type of personal information we collect about you may include some or all of the following depending on our relationship with you.

Patient

Name, address, date of birth, gender, location, NHS number, relevant medical history, information relating to specific condition types, physiological data, existing treatment details, weight, height.

Donor

Name, address, date of birth, email address, telephone number, bank details.

Supporter

Name, address, date of birth, email address, telephone number, bank details.

General Query

Name, email address, telephone number, address, details of your specific query or concern.

Shop

Name, email address, address, bank card details, purchase history.

Website User

IP address, browser type and version, operating system, device information (e.g., device type, screen resolution), date and time of website visits, pages visited on the website, clickstream data (user’s navigational path)

Cookie and Tracking Data

Cookies (e.g. session cookies, persistent cookies), User Tracking Information (for analytics and personalisation). Please see our cookie policy for full details.

Special Categories of Personal Data

Due to the nature of some of our HEMS work, the Trust may collect data defined by the General Data Protection Regulation as Special Categories of Personal Data. These categories of data include your mental and physical health, race and ethnic origins and genetics. We will only collect this information if it is necessary, or with your explicit consent.

 

  1. How do we use personal information?

We primarily use your data to maintain, improve and develop the relationship that we have with you.

LNAA may use donor or supporter information in the following ways:

  • To process transactions, purchases or enquiries made by you
  • To verify your identity and identify you from other supporters
  • To use any feedback or comments from you to improve our service
  • To notify you of changes to our services
  • To improve our services or for marketing purposes
  • To send you a personal thank you letter for any contribution that you give to us
  • To send you communications which you have requested and/or that may be of interest to you; these may include information about our work, campaigns, appeals or other fundraising activities.

 

We will use patient information in the following ways:

  • To verify your identity
  • To help decide what care to provide
  • To undertake research to help improve the medical support we give at scene and during transition to hospital.

 

  1. What the lawful basis for processing your data 

Data protection law requires us to rely on one or more lawful grounds to process your personal information.

  • Your consent. This is where we have asked you to provide permission to process your data for a particular purpose. You are able to remove your consent at any time.
  • We have a contractual obligation. This is where we process your data to fulfil a contractual arrangement, we have made with you or because you have asked us to carry out a service before entering into a contract.
  • We have a legal obligation. This is where we have a statutory or other legal obligation to process the data, such as to comply with regulatory requirements and/or requests.
  • We have a vital interest. This is where the processing of personal data is necessary to protect someone’s life.
  • We have a legitimate interest. This is where we rely on our interests as a basis for processing, but not where they are overridden by your interests.

 

  1. Marketing

We like to keep all our supporters up to date with information about our service. From time to time, we also like to send you marketing literature and suggestions of ways in which you may like to support us. You will have the opportunity to choose how we keep in touch (post, email, telephone and/or text) and you can change your preferences or opt out of receiving information from LNAA at any time by

As a charity that cares for its patients, we also care for those who support us and will always respect your wishes should you tell us that you no longer wish to hear from us.

 

  1. Who has access to your information?

LNAA work with trusted third parties and may disclose personal information to ensure the highest levels of patient care and supporter service. This may include:

  • Delivery partners to print and distribute communications to our donors and supporters
  • IT companies to support us in maintaining our website and other business systems including providing phone lines, data storage facilities, and providing and supporting Cloud based infrastructure used in providing our products and services
  • Marketing platforms to support us with our electronic communications to you as well as analysis of the effectiveness of our advertising and communications campaigns
  • Payment processors to help us process credit and debit card payments and store payment data
  • Other healthcare and emergency services (NHS, police or fire services)
  • Legal and regulatory authorities to comply with any legal obligations

LNAA has never, and will never, sell or share your personal information with other organisations to enable them to contact you for marketing purposes.

 

  1. Security of personal information

LNAA is fully aware of the importance of data security. All staff undergo data protection training to ensure the protection of your information. We have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both online and offline, from improper access, use, alteration, destruction and loss.

 

  1. How long we keep your data for

LNAA will always ensure that your data is not kept longer than necessary. We only keep personal information for as long as it is reasonable and necessary, which may be to fulfil statutory obligations set by legislation or professional bodies.

If you use your debit or credit card to donate to us online, over the phone, in person, or to make a purchase for merchandise, Christmas cards or a lottery membership, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. LNAA does not store your debit or credit card details following the completion of your transaction.

 

  1. International Transfer

Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the UK. If and when this is the case, we take steps to ensure there is an appropriate level of security, so your personal data is protected in the same way as if it were being used within the UK. Where we need to transfer your personal data outside the UK, and if the recipient country has not been determined as providing an equivalent adequate level of protection as the UK, we will use one of the following safeguards:

  • The use of European Commission approved standard contractual clauses in contracts for the transfer of personal data to third countries; and/or
  • The International Data Transfer Agreement or Addendum for the transfer of personal data to third countries.

   

  1. Third party apps, websites, and services

Our website may contain links to other websites. Whilst we endeavour to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or privacy practices adopted by these sites. This Privacy Statement does not cover the practices of those websites or advertisers.

 

  1.  Governance

Whilst we are an independent Charity which is not governed by the NHS, we follow NHS good practice to help us ensure the protection and confidentiality of our patient data. Within our Governance team we have a Senior Information Risk Owner (SIRO), a Data Protection Officer (DPO) and a Caldicott Guardian, to ensure the protection of confidentiality.

Further information on the duties of a SIRO and a Caldicott Guardian can be found by clicking Organisation Data Service – NHS Digital

 

  1. Your rights

You may have the following rights in regard to your personal data. We have explained below what they are and how you can exercise them.

  • The right to be informed about the collection and use of your information, as set out in this notice
  • The right of access to a copy of the information we hold about you
  • The right to rectify incorrect or incomplete information
  • The right to the erasure of your information (also known as the right to be forgotten) – You have the right to request that we delete your personal data that we hold. This right is not absolute and only applies in certain circumstances.
  • The right to restrict processing of your information (subject to limitations)
  • The right to data portability (subject to limitations and not including paper files)
  • The absolute right to object to the processing of your information for direct marketing, and a limited right to object in some circumstances, including to the processing of your information on the basis of legitimate interests
  • The right to withdraw consent, where LNAA is relying on your consent
  • Rights in relation to automated decision making and profiling.

 
The above rights may be limited in some circumstances, for example: if fulfilling your request would reveal personal data about another person, if you ask us to delete data which we are required to have by law, or if we have compelling legitimate interests to keep it. We will let you know if that is the case and will then only use your data for these purposes. You may also be unable to continue using our services if you want us to stop processing your personal data. If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. We may also ask you to provide proof of your identity or proof of authority if you are making the request on behalf of someone else.

If you wish to request the rectification of inaccurate information held about you then please contact LNAA at our dedicated email address dpo@lnaacrew.org.uk

If you wish to exercise any of the other above rights, then please contact LNAA’s DPO

  • By email: lnaacrew.org.uk
  • In writing: Lincs & Notts Air Ambulance HQ, HEMS Way, Bracebridge Heath, Lincoln, LN4 2GW
  • By telephone: 01522 548469

 

  1. Changes to our Privacy Statement

Our Privacy Statement is reviewed regularly to ensure it reflects how we use your information. Donors, supporters, patients and stakeholders are encouraged to regularly check this Privacy Statement to ensure they are kept up to date with our privacy working practices.

 

  1. Further information

We are committed to protecting your personal information and ensuring that you have control not only over the information we store about you, but also what types of information you would like to receive from us.

For further information about our privacy practices, please contact our Data Protection Officer:

 

  1. How to complain

If you have any concerns about our use of your personal information, you can make a complaint by emailing us at dpo@lnaacrew.org.uk, including in the subject line of your email the word “Complaint”.You have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. You can contact the ICO using the following details:

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

As part of any recruitment process, the charity collects and processes personal data relating to job applicants. The charity is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. 

What information does the charity collect? 

The charity collects a range of information about you. This includes: 

  • your name, address and contact details, including email address and telephone number; 
  • details of your qualifications, skills, experience and employment history; 
  • information about your current level of remuneration, including benefit entitlements; 
  • whether or not you have a disability for which the charity needs to make reasonable adjustments during the recruitment process; 
  • information about your entitlement to work in the UK; and 
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief. 

The charity may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.  The charity may also collect personal data about you from third parties, such as references supplied by former employers. The charity will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. 

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email). 

Why does the charity process personal data? 

The charity needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you. 

In some cases, the charity needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts. 

The charity has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the charity to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The charity may also need to process data from job applicants to respond to and defend against legal claims. 

The charity may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. 

Where the charity processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. 

The charity will not use your data for any purpose other than the recruitment exercise for which you have applied. 

Who has access to data? 

Your information may be shared internally for the purposes of the recruitment exercise. This includes HR, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. 

The charity will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The charity will then share your data with former employers to obtain references for you.  The charity will not transfer your data outside the European Economic Area. 

How does the charity protect data? 

The charity takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Only the recruiting manager and HR manager have access to the application forms received and regular audits take place to ensure that data isn’t kept for longer than necessary. 

For how long does the charity keep data? 

If your application for employment is unsuccessful, the charity will hold your data on file for 1 year after the end of the relevant recruitment process.  At the end of that period, your data is deleted or destroyed. 

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice. 

Your rights 

As a data subject, you have a number of rights. You can: 

  • access and obtain a copy of your data on request; 
  • require the charity to change incorrect or incomplete data; 
  • require the charity to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; 
  • object to the processing of your data where the charity is relying on its legitimate interests as the legal ground for processing; 
  • Ask for your data to be ported to different services for your own use; 
  • Have certain rights with regards to automated decision-making. However, recruitment processes are not based solely on automated decision-making. 

If you would like to exercise any of these rights, please contact recruitment@ambucopter.org.uk. 

If you believe that the charity has not complied with your data protection rights, you can complain to the Information Commissioner. 

What if you do not provide personal data? 

You are under no statutory or contractual obligation to provide data to the charity during the recruitment process. However, if you do not provide the information, the charity may not be able to process your application properly or at all.