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Privacy Notice

ST BARTHOLOMEW’S HOSPITAL CHARITABLE FUND
PRIVACY NOTICE

We are committed to keeping your personal information safe and meeting our responsibilities under privacy law. Given that this is information that can be used to identify you, we want you to be confident that we are using it responsibly. This privacy notice tells you what to expect us to do with your personal information.

About us and Contact details

St Bartholomew’s Hospital Charitable Fund (the “Fund”, “we”, “us”, or “our”) is a registered charity (charity number 1211936): The Fund’s focus is solely on helping patients and staff at St Bartholomew’s Hospital at West Smithfield and students at Queen Mary University of London Faculty of Medicine and Dentistry (alternatively known as Barts and The London School of Medicine and Dentistry).

If you have any questions about your personal information or its use, please contact us using the details below:

Post: St Bartholomew’s Hospital, West Smithfield, London, EC1A 7BE

Email: [email protected]

What personal information we collect, use, and why

Personal information is any information that relates to an individual. It does not include information where the identity of the individual has been fully and effectively removed (anonymous data).

We collect or use the following personal information to provide our services and goods, including as part of our review of grant applications, delivery and third party referrals and/or awards to students at Queen Mary Faculty of Medicine and Dentistry:

  • Names and contact details
  • Addresses
  • Date of birth
  • Service use history
  • Right to work information
  • Health information (including medical conditions, test results, allergies, medical requirements and medical history)
  • Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
  • Information about work, home and living conditions
  • Information about support requirements
  • Information about lifestyle, interests or personal history
  • Records of meetings and decisions
  • Information about income and financial needs for funding or personal budget support
  • Payment details (including card or bank information for transfers and direct debits)
  • Website user information (including user journeys and cookie tracking)
  • Information relating to compliments or complaints

Under data protection legislation, certain personal information is considered more ‘sensitive’ (e.g., information relating to race, religion, political affiliation, sex life, sexual orientation and health). This is also known as ‘special category information’. Information relating to criminal offences is also considered to be particularly sensitive.

We collect or use the following special category information to provide our services and goods, including as part of our review of grant applications, delivery and third party referrals and/or awards to students at Queen Mary Faculty of Medicine and Dentistry:

  • Health information
  • Information relating to race and/or ethnic origin, which we may collect to ensure equality of opportunity and/or treatment as part of our grant making processes.

We collect or use the following information to receive donations or funding:

  • Names and contact details
  • Addresses
  • Payment or banking details
  • Donation history
  • Tax payer information (for Gift Aid purposes)
  • Gifts in wills
  • Visitors to our website

We collect or use the following personal information for service updates or marketing purposes (including to organise fundraising activities):

  • Names and contact details
  • Addresses
  • Website and app user journey information
  • Records of consent, where appropriate

We collect or use the following personal information for recruitment purposes (including recruitment of staff and trustees):

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Copies of passports or other photo ID
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Right to work information
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

Please note that if your application to work with us is successful, we will process your personal data in accordance with a staff privacy notice, which will be provided to you separately as part of our onboarding process.

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Purchase or service history
Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with.
  • Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure- You have the right to ask us to delete your personal information.
  • Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing- You have the right to object to the processing of your personal information.
  • Your right to data portability- You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
  • Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Please be aware that we may be unable to provide these rights to you under certain circumstances, for example if we are legally prevented from doing so or can rely on exemptions.

Our lawful bases for the collection and use of your personal information

We will only use personal information when the law allows us to (i.e., where we have a ‘lawful basis’). Most commonly, we will use your personal information in the following circumstances:

Our lawful bases for collecting or using personal information to provide services and goods, including as part of our review of grant applications, delivery and third party referrals are:

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. In particular, we have a legitimate interest in providing our services, including the provision of support to patients of the hospital, and you (or the professionals that are assisting you) have an interest in receiving that support. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

To the extent that we process special category information to provide services and goods (and to review grant applications), we rely on the following conditions:

  • If you have applied for a grant as a patient, or member of a patient’s family, we rely on the condition that processing your data is necessary for the purposes of protecting the physical, mental, or emotional well-being of an individual who needs care and/or support.
  • If you have applied for a grant or support from us (whether as a patient, member of a patient’s family, a hospital staff member and/or a student at the Queen Mary Faculty of Medicine and Dentistry) and you provide information about your racial or ethnic origin, we will rely on your consent to process that data.
  • If you are a hospital staff member applying for funding for a training or education course, or if you are a student at the Queen Mary Faculty of Medicine and Dentistry applying for a grant, prize or scholarship) we will rely on your consent (please do not provide any special category information unless this is relevant to your application).

Our lawful bases for collecting or using personal information to receive donations or funding are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you, i.e. to process the donation that you have made. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for service updates or marketing purposes (including by organising fundraising activities) are:

  • Consent – we will only send you direct marketing via email or text message where we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – If we send service updates, or marketing via post, we do this because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. We may also rely on legitimate interests to send you e-mail marketing, newsletters or other communications about topics and events which we think will be of interest to you in specific circumstances, including where you have expressed an interest in one or more of our charitable purposes or have offered or are offering support to further one of our charitable purposes (for example where you make a donation to us). In these cases, we will always give you the opportunity to opt-out of receiving these communications at the time that we collect your information (and in our marketing communications). All of your data protection rights may apply, except the right to portability.

We have a legitimate interest to enable St Bartholomew’s Hospital Charitable Fund, which will be delivering its charitable purposes, to reach the donors of The Fund for service updates and marketing purposes, and in turn to seek donations and/or support to further our aims.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

We have a legitimate interest to adequately and appropriately consider any job applications, and to make as informed a decision as possible as to recruitment, where appropriate.

To the extent that we process information relating to criminal convictions as part of our recruitment process (e.g. as part of criminal records checks or similar), we do so on the basis that this is necessary for us to comply with a legal obligation and/or to prevent or detect crime.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. In particular, we have a legitimate interest to ensure that we operate responsibly and appropriately, and that we can respond to any complaints or queries in good time so as to support individuals appropriately.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from
  • Directly from you
  • Other health and care providers who make patient referrals to The Fund which include the personal details of those seeking financial support
  • Charities or voluntary sector organisations who make patient referrals to The Fund which include the personal details of those seeking financial support
  • NHS staff who make patient referrals to The Fund which include the personal details of those seeking financial support
  • Queen Mary Faculty of Medicine and Dentistry, in the context of grant, prize or scholarship awards to its students.
  • How long we keep information

We will not keep personal information for longer than necessary, and the appropriate retention period will vary according to the intended purpose for which we collected the personal information.

The criteria we use to determine the retention period of personal information are: (i) the respective statutory retention period; (ii) our contractual and/or business relationships with you; (iii) (potential) disputes; and (iv) any guidelines issued by relevant regulators. After expiration of that period, the relevant information is routinely deleted, as long as it is no longer necessary for any of the purposes described above.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

We may, where appropriate and where we have an appropriate lawful basis to justify our processing, share your personal information with the following third parties:

Other health providers (eg GPs and consultants)

  • Charities and voluntary organisations
  • Care providers
  • Local authorities or councils
  • Relevant regulatory authorities
  • External auditors or inspectors
  • As needed as part of a sale, merger or acquisition, or other transfer of all or part of our assets including as part of a bankruptcy proceeding;
  • Pursuant to a subpoena, court order, or other legal process, or with any other organisations we’re legally obliged to share personal information with
  • As needed to protect our rights or the rights or safety or third parties (including our professional advisors and lawyers)
  • Suppliers and service providers who provide services on our behalf (such as website host providers)

We do not currently transfer personal information we hold to a country outside the UK. If we do so, we will take steps to ensure that your personal information is protected in accordance with appropriate safeguards, especially where the recipient country is not considered to be adequate under UK law. In particular, we will rely on the appropriate safeguards under data protection legislation, such as standard contractual clauses approved by the UK Government to protect your personal information.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your information after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

This Notice may change from time to time – for example, to take into account changes at The Fund or to reflect changes in regulation or legislation. It was last updated on 3 February 2026.

Updates to this Notice will be posted on this page – please check back from time to time. We will also use reasonable efforts to inform you of any significant changes by email where appropriate.