Privacy Policy

Friends of Moorfields Eye Hospital
(Registered charity number 1161546)
Date of last review of policy: 12th August 2024
Reviewed by: Angela Smith, Chief Executive.

1. Introduction

1.1. The Friends of Moorfields is a registered charity supporting the patients and staff at
Moorfields Eye Hospital NHS Foundation Trust. The charity provides a range of services to
support the work of the hospital including managing the hospital’s volunteer workforce, the
funding of staffing posts, and the occasional purchase of clinical equipment.
1.2. Friends of Moorfields is a registered charity in England and Wales (1161546), with the
registered address 162 City Road, London, EC1V 2PD.
1.3. References to “we” and “us” in this policy refer to The Friends of Moorfields.
1.4. Friends of Moorfields is a data controller of your personal data.

2. Data protection and your privacy

2.1. Friends of Moorfields is committed to providing our supporters and stakeholders with the
very best stakeholder care. We aim to ensure that we protect your privacy, do not do
anything which you wouldn’t reasonably expect with your personal data, and that you are
informed about how we use your personal data.
2.2. Under General Data Protection Regulation (GDPR), Friends of Moorfields has a legal duty to
protect any personal information it collects from you. We aim to put in place measures to
protect your data, and to manage any information you share with us in line with data
protection laws.
2.3. This privacy policy applies to the Friends of Moorfields website (“the site”) that is under the
parent domain of friendsofmoorfields.org.uk.
2.4. The site is a UK‐based website, and we will therefore comply with the requirements of
GDPR relating to the personal information you supply on the site.
2.5. This privacy policy explains how Friends of Moorfields uses the information it collects about
you through the site, and the procedures that Friends of Moorfields has in place to
safeguard your privacy.
2.6. Please read this policy carefully, and any other documents referred to in this policy, to
understand how we collect, use and store your personal information.

3. Types of personal data we collect

3.1. The site provides various services which include, but are not limited to, providing
information on and encouraging participation in Friends of Moorfields’ activities.
3.2. The information we gather (‘information’) may include the name and address of registered
users, their email address and telephone number. We may also gather records of any
correspondence we have with you.
3.3. Friends of Moorfields captures and stores personal information about an individual who
accesses the website where he or she voluntarily chooses to give Friends of Moorfields
personal information via email, or by using an electronic form on the website, or by
enquiring about any of Friends of Moorfields services or activities.
3.4. We may also collect other personal data from your use of the site, such as your IP address
and access times.

4. How we use your data

4.1. In simple terms, your personal data may be used to help us effectively carry out our
charitable activities.
4.2. We will use the information you submit to us to process any donation you make, or to
provide you with any other information or service you have requested from us.
4.3. When consent is granted to do so, or where we have legitimate interest, we may use the
information you submit to the site to notify you by email (with consent only) and post
about the activities and services of Friends of Moorfields, and how you can support them.
4.4. We may also use your information for analysis and market research purposes to help
inform us what appeals and activities are working well.
4.5. We may also use your information for supporter profiling purposes to help inform our
legacy programme and fundraising strategy. Charitable fundraising is very important to our
work. We may use your data to create a profile of your interests and preferences, and to
analyse your ability to provide financial support, so that our communications to you are as
appropriate and cost effective as possible. If you wish to opt out of your data being used
for these purposes, please email us on moorfields.friends@nhs.net or calling us on 020
7251 1240.
4.6. We may also use your information to keep a record of our relationship with you, notify you
about changes to our service and comply with applicable laws and regulations and requests
from statutory agencies.
4.7. We may offer you the opportunity to sign up to a mailing list and/or newsletter, to
participate in a survey or a competition, or to receive information by email about any other
products and services which we provide. If you sign up for any of these and subsequently
change your mind, you may opt out by notifying us via email moorfields.friends@nhs.net or
calling us on 020 7251 1240.

5. Opting out

5.1. Where you have provided your details to us, we may contact you by post and phone for
certain marketing and fundraising activities. You can opt out of this activity at any time by
emailing us on moorfields.friends@nhs.net or calling us on 020 7251 1240.

6. What legal bases do we rely upon to process your data

The legal bases that we rely on for processing your personal data are:
6.1. You have provided your consent to us using your personal data for a specific purpose:
– We will ask for your consent to use your personal data to send you marketing emails
– You always have the right to withdraw your consent at any time.
6.2. It is necessary in connection with the performance of a contract with you:
– Sometimes it is necessary to process your personal data so that we can enter into
contractual relationships with you. For example, if you donate to us, we will require
your personal data to enable us to perform this.
6.3. It is necessary for compliance with a legal obligation to which we are subject:
– This would include where we have to retain certain records, for example, to manage
health and safety, for the detection and prevention of crime, safeguarding obligations,
for maintaining suppression lists to ensure we comply with marketing laws, for tax
reasons (such as those related to gift aid donations) and undertaking due diligence
before accepting certain donations or entering into certain relationships.
6.4. It is within our legitimate interests.
– Applicable law allows personal data to be collected and used if it is reasonably necessary
for our legitimate interests or a third party’s legitimate interests (as long as the
processing is fair, balanced and does not unduly impact individuals’ rights).We will rely
on this ground to process your personal data when it is not practical or appropriate to
ask for your consent, and where we are confident that this will not unduly impact your
rights.
– Our legitimate interests include raising funds for activities to support our charitable
objectives, including helping Moorfields Eye Hospital to provide the best possible care
for its patients, and investing in state‐of‐the‐art equipment. We also have a legitimate
interest in publicity and income generation, campaigning and fundraising in order to
support these objectives and undertaking due diligence to establish the provenance of
donations that are made, or may be made, to us.
– We will also rely on our legitimate interests for the proper administration of the charity,
and to manage our operations (for example, maintaining appropriate records and
databases, for the detection and prevention of crime and safeguarding all those who
access our premises and facilities).
– When we process your personal data to achieve such legitimate interests, we consider
and balance any potential impact on you (both positive and negative), and your rights
under data protection laws. We will not use your personal data for activities where our
interests are overridden by the impact on you, for example where use would be
excessively intrusive (unless, for instance, we are otherwise required or permitted to by
law).

7. Data storage and security

7.1. The information you give us will be stored on a database and may be used by us for the
purposes explained in this privacy policy.
7.2. When you submit your information to us on the site, we take steps to ensure that your
information is treated securely. Unfortunately, it is not possible to guarantee the total
security of any data transmitted over the internet. While we strive to protect your
information, Friends of Moorfields cannot ensure or warrant the security of any
information you transmit to us and you therefore do this at your own risk. Once we receive
your transmission, we take reasonable steps to ensure its security on our systems, but we
take no responsibility for any unauthorised access or loss of personal information that is
beyond our control.
7.3. Please remember that other methods of internet communication, such as emails and
messages sent via a website, may not be secure unless they are encrypted.
7.4. Your information is only accessible by staff, volunteers and contractors who are bound by
appropriate policies and procedures to protect your information.

8. Data retention

8.1. Friends of Moorfields is committed to ensuring that its approach to data retention complies
with legislation and aligns with best practice in the industry.
8.2. The personal data that we hold will be destroyed or erased from our systems when it is no
longer needed for the purposes for which it was collected. The amount of time may depend
on the reason for which we are processing the data and the type of data being processed.
8.3. In line with our Data Retention Policy, which is available on request, the Charity will retain
certain personal data as considered necessary to support the ongoing fundraising, grantmaking
and operational activities of the charity.

9. Data sharing

9.1. We care about your details, and we will never sell your contact details for marketing
purposes.
9.2. We will not sell, distribute or disclose your information without your consent, unless we
believe in good faith that the law requires it or we have another clear legal basis to do so.
9.3. If you have subscribed to any of our e‐communications or e‐newsletters, we will not sell or
rent this contact information to anyone.
9.4. We may provide links to other websites. Before supplying any personal information to any
other website, we recommend that you check that website’s privacy policy – this privacy
policy does not apply to such sites. We cannot accept responsibility for the protection of
any data supplied to other sites.
9.5. Whilst we may allow our staff, consultants and/or external service providers acting on our
behalf to access and use your personal data for the activities we have described in this
policy (e.g. to provide services or products to you, deliver mailings, to analyse data and to
process payments), we only permit them to use it to deliver the relevant information, goods
or services, and only if they apply an appropriate level of security protection.
9.6. We may need to disclose your personal data upon request to regulatory and government
bodies as well as law enforcement agencies. We may also merge or partner with other
organisations and in so doing, acquire or transfer personal data but your personal data
would continue to be used for the purposes set out above.
9.7. The personal data we collect from you may be transferred to, shared and/or otherwise
processed by organisations or companies outside the European Economic Area (“EEA”).
Where your personal data is transferred outside the EEA, we will take reasonable steps to
ensure that the recipient implements appropriate measures to protect your personal data
(for example, by entering into EU Commission approved standard contractual clauses).