Privacy – 15.11. When you are the family member of a major trauma patient

Purpose of processing

Your data is required to enable Day One to provide appropriate and effective support to you and the patient affected by major trauma.

What information we need

We will need enough information to assess how we can best support you and your family, determine eligibility for financial support and delivery of that financial support, as well as providing you with the information you request from us.

This may include:

  • Name, address, phone and email address
  • Communication preferences
  • The type of support and services required
  • Your relationship to the patient
  • Reasons why the requested grant, accommodation or travel is required
  • Details of the patient’s major trauma injuries and the hospital and ward they are admitted to
  • Bank account information (to make payments if your application is successful)

Legal basis and why we need the information

Contractual basis

Collecting your contact and bank account details and reasons why the grant is required is necessary for the terms of the grant funding (contractual necessity). We often need to gather special category data, such as health information, for the same reason. If this information is not provided, we may not be able to provide the service (for example arranging accommodation or travel on your behalf).

Consent

Special category data, such as health information, may be required for processing a grant funding application. We will always ask for your consent to collect this type of data. If this information is not provided, we may not be able to provide the service.

We can provide you with ongoing support after the patient leaves the hospital. Again, we will only process your data for this purpose with your consent.

We will always ask for consent for any email and SMS marketing.

You can withdraw your consent at any time. Please see Section 10 – Your Rights.

Legitimate interest

We will rely on our legitimate interest as the legal basis for sending you postal marketing or to making contact by telephone.

What we do with the data

Your personal information will be kept secure within Leeds Cares/Day One using appropriate technical controls to protect your details. We will not sell, trade or lease your personal information to others.

In order to provide you with the services you have requested, we may share the data with the following (depending upon the services provided):

  • NHS Trusts within the West Yorkshire Major Trauma Network.
  • Day One Partners (such as hotels, taxi companies, legal panellist, Citizens Advice – Leeds, etc)
  • Our third-party IT providers who assist us in providing our systems and databases. Our website provider is Banana Kick Ltd and Blue Logic (part of BCN Group Ltd) is our IT support provider.
  • Third parties where this a legal obligation to so, for example regulators and law enforcement authorities.

We may share your data with third parties in order to ensure that it is accurate and up to date.  For example, this may include comparing your details against the National Deceased Register, and Royal Mail’s National Change of Address. We may use other or new lists as is appropriate to ensuring the accuracy of the information we hold about you.

We will pass your details to our third-party email marketing provider Mailchimp who processes our bulk email communications (where you have given your consent to receive marketing/fundraising emails). They are based in the USA and are accredited under the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the USA. Their privacy notice can be accessed through the following link https://mailchimp.com/legal/privacy/

For other third parties we use (including those not required for this ‘Processing Purpose’), please see Section 6 of the main policy – Sharing of Your Information.