1. Who we are

The League of Friends of the Yeovil Hospitals is a registered charity (number 220038) constituted under a 1968 deed. The Honorary Secretary at 22 Brocks Mount, Stoke-Sub-Hamdon, Somerset, TA14 6PJ acts as our data-protection contact for the purposes of UK GDPR. You can write to her by post or to [email protected].

2. What personal data we collect

We collect the following:

  • Donor data: name, postal address, email, telephone (if you give it), donation amount, donation date, Gift Aid status. We do not store full card numbers.
  • Enquiry data: the name, email and message of anyone who writes to us through the contact form, the volunteering form, the partnerships form, or the event registration form.
  • Volunteer data: the name, contact details, references, DBS status (where relevant) and shift history of our volunteers.
  • Analytics data: aggregate, anonymous numbers of page views via a cookie-light counter — see the cookie policy.

3. Why we collect it, and the lawful basis

We collect donor data because we need to thank you, issue receipts, and claim Gift Aid where applicable. Our lawful basis is legitimate interest in the case of one-off donor thank-yous, contract for Gift Aid claims, and consent for marketing communications such as the Quarterly Dispatch.

We collect enquiry data so that we can reply. Our lawful basis is legitimate interest — replying to a message you sent us.

We collect volunteer data so that we can run the rota, comply with our safeguarding obligations, and meet the trust’s ward-access requirements. Our lawful basis is contract (volunteer agreement) and, for DBS data, legal obligation.

4. Who we share it with

We share personal data only with:

  • Our bank (Lloyds Bank plc), for the processing of standing orders and bank transfers;
  • Our payment processor, for the processing of card donations on the donate page;
  • HMRC, where you have completed a Gift Aid declaration, in order to claim Gift Aid;
  • Our email platform (Mailchimp), for the delivery of the Quarterly Dispatch where you have subscribed;
  • The Charity Commission, where statutory reporting requires us to do so;
  • Yeovil District Hospital (Somerset NHS Foundation Trust), in respect of volunteer ward access, including the volunteer’s name, DBS reference where required, and shift schedule.

We do not share your data with marketing companies, list brokers, or any other third party. We do not sell your data. We do not use your data for profiling.

5. How long we keep it

  • Donor records: seven years from the date of your last donation (HMRC retention rule for Gift Aid).
  • Enquiry records: twenty-four months from the date of your enquiry, unless we are still in dialogue with you.
  • Volunteer records: for the duration of your volunteering plus three years.
  • DBS data: we retain the certificate number and date only; we do not retain the certificate itself.
  • Analytics: aggregated, no personal data; the cookie itself expires after 14 months.

6. Your rights under UK GDPR

You have the right to:

  • Be informed about how we use your data — this is the policy you are reading.
  • Access the personal data we hold about you — write to the Honorary Secretary and we will reply within thirty days.
  • Rectification of inaccurate data.
  • Erasure — you can ask us to delete your data and we will, subject to any legal retention requirement (e.g. Gift Aid).
  • Restriction of how we use your data.
  • Portability — to receive your data in a structured, commonly used format.
  • Objection — to object to any processing carried out under legitimate interest.
  • Withdraw consent at any time for any consent-based processing (e.g. the Quarterly Dispatch).

7. Cookies

This site uses a small number of cookies, listed in full in our cookie policy. We do not use advertising cookies and we do not track you across other websites.

8. Children’s data

We do not knowingly market to anyone under thirteen. If a child writes to us through the contact form, we will reply only to set up a conversation with a parent or guardian. Our safeguarding policy is summarised in the volunteer handbook.

9. Changes to this policy

If we change this policy, we will update the ‘last updated’ date at the top of the page and, if the change is material, write to current subscribers of the Quarterly Dispatch.

10. How to complain

If you are unhappy with how we have handled your data, please write to the Honorary Secretary at 22 Brocks Mount, Stoke-Sub-Hamdon, TA14 6PJ. We will acknowledge within five working days and reply within twenty-eight. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, by post to ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or by telephone on 0303 123 1113.