Terms & Conditions

Privacy Policy

Derby and Burton Hospitals Charity Privacy Policy

This policy explains how we (Derby and Burton Hospitals Charity) collect, use and store your personal data. If you are using NHS services provided by University Hospitals Derby and Burton NHS Foundation Trust it has its own privacy policy.

We may change this policy from time to time by updating this page. You should check this page periodically to see the latest version of our policy. This policy is effective from 1st November 2021.

Introduction

Derby and Burton NHS Hospitals Charity (“we” and “us”) promises to respect any personal data you share with us, or that we get from other organisations, and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

In carrying out our day to day activities we are required by law to adhere to, amongst other things, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We take our responsibilities under the Regulation very seriously and we aim to ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with the law.

Who we are?

The data controller is Derby and Burton Hospitals Charity, a registered charity in England and Wales (1061812). Our registered office address is Royal Derby Hospital, Uttoxeter Road, Derby DE22 3NE. The www.uhdb.org.uk website is operated by the charity. The Data Protection Officer is: Rowland Agidee, Data Protection Officer. Email uhdb.dataprotectionofficer@nhs.net

How do we collect information?

When you provide it to us directly

You may provide personal information by electronic means (email and website), by letter, by phone, or in person. Examples include when you call Derby and Burton Hospitals Charity regarding our activities, register online to participate in a fundraising event, or make a donation at the Fundraising Hub.

We only collect the minimum amount of information required and use it for the purpose(s) for which you have consented. You may choose not to provide us with personal information, although this may affect our ability to provide you with the required service or your ability or participate in the activity in question.

When you provide it to us indirectly

We may receive information about you from third parties – but only if you’ve given them permission to share your information with us. Examples include your information being shared with us by independent event organisers, for example the London Marathon or sites like Just Giving or Virgin Money Giving. These independent third parties will only do so when you have indicated that you wish to support Derby and Burton Hospitals Charity and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

From third party organisations

We may also receive data which you have agreed to share with charities, or that you have submitted to receive another service and you have agreed for the information be shared with others. Examples of this include using the Royal Mail National Change of Address Update service, where you request your mail to be redirected and for organisations who contact you to be updated with your new address details.

When you have made your information available publically

This may include information found in places such as the electoral register, information published in articles/newspapers, on charity or company websites, or on public social media accounts.

When we collect it as you use our website or apps

Like most websites, we use cookies to help us make our site – and the way you use it – better. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Our cookies contain no data specific to an individual, so that your privacy remains protected. They contain neither your email address, nor do they tell us who you are. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We use web visitor analytics (e.g. Google Analytics) to understand how people use our website so we can make it more effective. Web analytics tools collects anonymous information about what people do on our website, where they’ve come from, and whether they’ve completed any tasks on the site, for example, signing up to volunteer or donating. Analytics tools track this information using cookies which are text files placed on your computer. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by internet companies on servers that may be outside the EU. This information is used for the purpose of evaluating your use of the website and compiling reports on website activity.

If you do not want cookies to be stored on your PC it is possible to disable this function without affecting your navigation around the site although some of the functionality of our website may be affected.

We also use data from Interest-based advertising or 3rd-party audience data (such as age, gender, and interests) with our web analytics.

What personal information we collect?

The type and quantity of information we process and how we use it depends on why you are providing it to us. Examples include making a donation, submitting an enquiry, or making a complaint.

Information we collect may include;

Your name.
Your contact information including address, email address, telephone numbers.
Your date of birth.
Your bank account or debit/credit card details, for making donations or purchases.
Other pertinent information which you have freely provided to us in conversations or correspondence.

Where appropriate we may also collect?

Information relating to your health, for example if you are taking part in a high risk event.
Why you have decided to donate to us, if you are comfortable telling us this.

Special Category Data

Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive. Examples of this type of sensitive data would be information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.

We only collect this type of information about our supporters when there is a clear reason for us to do so, for example asking for health information if you are taking part in an event. We may also collect this type of information if you make it public or volunteer it to us – for instance if you tell us your medical history as part of a conversation about your experiences with University Hospitals Derby and Burton NHS Foundation Trust.

We do not process special category data on a large or organised scale, for example in the scenario above, we may use this special category data to inform our relationship or conversations with you, but we will never use it for marketing purposes either on an individual or mass basis.

Supporters under the age of 18 years?

When you register with us, you are stating that you are over 18 years of age or are a minor acting with parental consent so please ensure you have consent of your parent or responsible guardian.

How will we use your personal data?

We will only ever use your personal information for the purpose(s) originally intended, those which you agree to, or those which you would reasonably expect us to. Below are some examples of how we may use your personal information:-

To provide you with the services, products or information you have requested.
To process any donation(s) we may receive from you.
To ensure we know how you prefer to be contacted.
To provide you with information about our work or our activities, including asking you to help us raise money or donate money to our charity, but always in accordance with how you have agreed to be contacted.
To invite you to participate in surveys or research.
To publicise your story and experiences of University Hospitals Derby and Burton Hospital to raise awareness of our work. This will only happen after discussions with you, and with your express consent. We keep you updated about when and where we use your story.
For administration purposes e.g. we may contact you about a donation you have made or event you have expressed an interest in or registered for.
For internal record keeping, such as the management of feedback or complaints.
To analyse and improve the services we offer.
The use of IP addresses to block disruptive use, to record website traffic or to personalise the way our information is presented to you to identify your approximate location.
Where it is required or authorised by law.
For the purposes of credit risk reduction or fraud prevention (regrettably some people target charities for illegal purposes such as money laundering and, quite rightly, we are required to monitor financial activity and report suspected fraud to the appropriate authorities).
Building profiles of supporters and targeting communications.
We may use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively, which supporters tell a charity is a key priority for them. We do this because it allows us to understand the background of the people who support us and help us to make appropriate requests to supporters who may be able and willing to give more than they already do. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would. When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available, as detailed earlier in this Policy.

The legal basis for processing your information

Data protection laws mean that we must have a legal basis to process personal information. The relevant legal bases set out under the GDPR, are listed below, where we also detail examples of our activities which we process under each basis.

Specific Consent

Consent is where we ask you if we can use your information in a certain way, and you agree to this. For example, any time we send you marketing via electronic means – that is SMS or e-mail – we will only do so when we have clear and unambiguous consent from you. You have the right to withdraw consent for any future use of your information for these purposes at any time.

Legal Obligation

We have a basis to use your personal information where we need to do so to comply with a legal or regulatory obligation. For example, in some cases we may need to share your information with a regulator such as the Information Commissioner or Fundraising Regulator.
Performance of a contract or taking steps at your request to prepare for entry into a contract.

We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract. Examples of this would be if you are buying something from us, for instance purchasing merchandise through our online shop, or if you are applying to work or volunteer with us.

Vital Interests

We have a legal basis to use your personal information where it is necessary for us to protect life or health; these are examples of your vital interest. For instance, if there were to be an emergency impacting individuals at one of our events which required us to contact people unexpectedly or share their information with emergency services.

Legitimate interest

We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so, this means it’s in our or their legitimate interests – provided that the reason your information is used for is fair and does not unduly impact your rights.

We consider our legitimate interests to include all of the day-to-day activities Derby and Burton Hospitals Charity carries out with personal information. Some examples of where we rely on legitimate interests are:

Analysis and profiling of our supporters using personal information we already hold.
Updating your address using third party sources if you have moved house (please see the “How do we collect information?” section above for details of this).
Use of personal information when we are monitoring use of our website or apps for technical purposes.
Use of personal information to administer, review and keep an internal record of the people we work with, including supporters, volunteers and researchers.
Sharing of personal information between relevant teams within Derby and Burton Hospitals Charity.
Where you have signed up with us on a charity place for a third party event, for example a sponsored run not organised by us, we may share personal information with the third party event organiser so they can effectively administer the event.

When using legitimate interests, we assess any potential impact on you, whether it is intrusive from a privacy perspective and whether it is aligned your rights under data protection laws.

When we process sensitive personal information, known as Special Category data, (please see the “What personal information we collect” section above), we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information manifestly public or have freely provided this information to us). We do no process Special Category data on a large or organised scale.

How we protect your personal information?

We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Will we disclose the information we have collected to outside parties?

Derby and Burton Hospitals Charity does not rent, swap or sell personal details to any third party.

Some of the systems operated by Derby and Burton Hospitals Charity are provided by third party service providers including fully hosted IT solutions, for example Direct Debit payment processing, at remote sites and accessed via the internet.

In addition we may use external companies to assist with fundraising activities such as newsletter production & mailing house services, supporter recruitment and management, lottery and data analytics.

Where these services are provided personal information may be released to the third party organisation under an agreed contract, which will stipulate how data is to be transferred, secured and destroyed and the purpose for which it may be used.

Derby and Burton Hospitals Charity remains responsible for the data and ensuring that it is processed in accordance with GDPR.

We take all reasonable steps to ensure any third-party processing data on our behalf adheres to our data protection principals highlighted in this policy by undertaking a due diligence review of the data protection policies of the proposed data processor to ensure as far as reasonably practicable the safety, security and availability of data.

Some of our suppliers may run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK and EU law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

How long will we retain your data?

We consider various criteria when determining the appropriate retention period for personal data including:

the purposes for which we process your personal data and how long we need to keep the data to achieve these purposes.
how long personal data is likely to remain accurate and up to date.
for how long the personal data might be relevant to possible future legal claims.
any applicable legal, accounting, reporting or regulatory requirements which specify how long certain records must be kept.

Lottery and Raffle

Derby and Burton Hospitals Charity operate a Lottery and Raffle which is managed by our third-party partners Fundraising Foundry Ltd. Their Privacy Policy is available by clicking the link.

Your rights?

Your rights to see what we know about you, to make changes, to ask us to stop processing your data, and to ask us to delete information we hold.

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.

You have the right to request a copy of the personal information relating to you which is held by Derby and Burton Hospitals Charity.

You also have the right to request all data held by us to be deleted. There may be some circumstances where this is not possible, for example if we need to keep the data to comply with a legal obligation.

To do this, please contact The Charity Team in writing either by email uhdb.charity@nhs.net or post to:-

Derby and Burton Hospitals Charity, Level 3, Royal Derby Hospital, Uttoxeter Road, Derby DE22 3NE

We will reply within 28 days of receipt of your request. It will help us to locate your records more easily if you can tell us something about the nature of your contact with Derby and Burton Hospitals Charity.

How to update my information or change how we contact you?

We will always comply with our legal obligations when contacting our supporters. This means that for written communications, and communications over the phone, we will always give you the option to opt out of hearing from us. We will endeavour to only send timely communications, which are relevant to how you support or interact with us, and will make it easy for you to opt out at any time.

For electronic communications (email and SMS) we will only send marketing communications to those that have explicitly stated that they are happy for us to do.

Our marketing communications include information about our latest campaigns and lifesaving work. If you would like to receive such communications but currently do not, please complete the form here.

Likewise, if you currently receive communications from us and no longer wish to, please contact our Charity Team by phone 01332 785731 or by email UHDB@nhs.net

Updating your details

If you want to update the information we hold about you, please get in touch with our Charity Team as soon as possible. Please contact us by phone 01332 785731 or by email uhdb.charity@nhs.net or write to us at:

Derby and Burton Hospitals Charity, Level 5, Royal Derby Hospital, Uttoxeter Road, Derby DE22 3NE

Complaints

If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve. You can find out more and read our Complaints Policy on our web pages by clicking this link How to make a complaint | UHDB Trust | University Hospitals of Derby and Burton NHS

You also have the right to lodge a complaint about any use of your information with the Information Commissioners Office(link is external), the UK data protection regulator.

Notification of change of privacy policy

We will regularly review this privacy statement and our up to date policy will be posted on our website. You are advised to check periodically in order to keep up to date with any changes.

Fundraising Policy

1. Introduction

1.1 At Derby and Burton Hospital Charity, our fundraising promise to the general public and our existing supporters is that our fundraising, in all its forms, is legal, open, honest and respectful.

1.2 We will be honest about how donations are used to fulfil our mission, open about the methods we use to raise funds and who we work with, respectful to the wishes, preferences, personal information and circumstances of the people we interact with and we will take all steps necessary to comply with the law and sector fundraising practice standards.

1.2.1 We will take responsibility for our actions, ensuring that our fundraising is carried out in line with the Code of Fundraising Practice.

1.2.2 Nobody directly or indirectly employed by or volunteering for Derby and Burton Hospital Charity shall accept commissions or bonuses for fundraising activities on behalf of Derby and Burton Hospital Charity.

1.2.3 No general solicitations shall be undertaken by telephone or door-to door to the public.

1.2.4 If our fundraisers, those employed by Derby and Burton Hospital Charity or contracted to fundraise on our behalf, identify signs of vulnerability, they will respond appropriately and according to the principles of being legal, open, honest and respectful.

1.2.5 We will always be respectful. This means being mindful of and sensitive to any particular need that a donor may have. It also means striving to respect the wishes and preferences of the donor.

1.2.6 We will treat donors fairly. We will not discriminate against any group or individual.

1.2.7 We will respond appropriately to the individual needs of our donors. We will consider all requests to adapt our approach (tone, language, communication technique) to suit the needs and requirements of the donor.

2. Legal requirements

2.1 This policy and related procedures takes into account the following legal requirements and regulatory codes, standards and guidance:

Charities (Protection and Social Investment) Act 2016
Charities Act 2006
Data Protection Act 2018
General Data Protection Regulation (GDPR).
Safeguarding Vulnerable Groups Act 2006
Equality Act 2010
Payment Card Industry Data Security Standards (PCI-DSS).
Fundraising Regulator Code of Fundraising Practice
Institute of Fundraising Treating People Fairly Guidance
Gambling Act 2005
Mental Capacity Act 2005
Bribery Act 2010

3. Fundraising compliance

3.1 Derby and Burton Hospital Charity Trustees take ultimate responsibility for fundraising compliance. They delegate operational management of fundraising to the Charity Operations Director and Management Team.

3.2 The Head of Fundraising has the role of Derby and Burton Hospital Charity Fundraising Compliance Officer.

4. What are the fundraising activities covered by this policy?

4.1 Charitable Funds consist of but are not exclusively limited to:

Money left in a legacy for the benefit of Derby and Burton Hospital Charity
Money which has been raised through fundraising events
Money which has been donated as a result of a fundraising appeal
Money that has been donated in the form of in memoriam donations
Money that has been raised as a result of community groups, corporate organisations, private individuals and staff fundraising activities
Money that has been raised by Derby and Burton Hospital Charity public lottery
Corporate sponsorship
Charitable foundation funds
Donations of gifts by corporate organisations and private individuals (gifts-in-kind)
Property
Shares or bonds
Pledges (for example Fixed Crowdfunding)

5. Staff responsibilities

5.1 Charitable Funds are subject to a range of rules and guidance. The control and management of these Charitable Funds is the responsibility of the Charitable Funds Committee of Derby and Burton Hospital Charity, who as the Trust Board Derby and Burton Hospital Charity delegate responsibility to Derby and Burton Hospital Charity Operations Director and Management Team.

5.2 Staff at Derby and Burton Hospital Charity is responsible for implementing this policy and adhering to the related procedures. They should make themselves familiar with this policy as well as the Code of Fundraising Practice and the Institute of Fundraisings (IoF) Treating Donors Fairly guidance.

5.3 Roles with responsibility for fundraising are:

Charity Operations Director
Head of Fundraising
Community and Events Officer
Marketing and Communications Officer
Charity Hub Coordinator
Charity Officer
Finance Manager
Other colleagues who from time to time will be directly or indirectly involved in fundraising activity

6. Fundraising by staff

6.1 Participation in fundraising activities (for the purposes of this policy, meaning specifically participating in or completing the activity) by staff is voluntary and should not be imposed on individuals. The existing charity insurance arrangement covers staff for certain ‘low risk’ fundraising activities, however approval must be sought from the Senior Management Team prior to the commencement of the activity. Any event not covered by this policy must obtain its own insurance cover and be approved by Derby and Burton Hospital Charity Management Team.

7. Vulnerable people

7.1 When responding to a supporter or member of the public in vulnerable circumstances, staff must take all necessary steps to understand if the supporter is able to make an informed decision about donating to Derby and Burton Hospital Charity and respond appropriately. If a supporter is deemed unable to make an informed decision the member of staff must not accept the donation.

7.2 Derby and Burton Hospital Charity will ensure two members of staff are present when receiving a donation from a vulnerable donor e.g. with illnesses or conditions which affect their judgement.

8. Acceptable fundraising activities

8.1 Before high risk fundraising activity can be initiated approval must be sought from Derby and Burton Hospital Charity Head of Fundraising

8.2 All fundraising by means of lotteries, e.g. raffles, etc. must comply with the required licensing arrangements.

8.3 All fundraising publicity must state quite clearly how the fundraising will benefit Derby and Burton Hospital Charity and where further information of Derby and Burton Hospital Charity fundraising policy can be located.

8.4 It shall be the responsibility of the Head of Fundraising to coordinate the soliciting of funds from individuals, foundations, businesses, corporations and organisations in order to avoid an excessive number of solicitations in the name of Derby and Burton Hospital Charity.

9. Donations or gifts

9.1 Derby and Burton Hospital Charity in deciding whether to accept or decline a donation or gift will consider the charity’s best overall interest and will not accept donations from donors whose activities appear to be in direct conflict with our charitable aims and objectives.

9.2 Additionally Derby and Burton Hospital Charity will not work with companies or individuals who participate in activities which:

could cause detriment to the charity’s reputation
will disproportionately decrease the amount of donations to further the work of the charity
undermine our vision and values
are associated with unsuitable products, corporate or individual e.g. arms, dealings and tobacco
are from individuals, groups or organisations which are known to take advantage of vulnerable people
are personal gifts to Derby and Burton Hospital Charity staff members, which should be discouraged at all times
are from unknown sources of funding. Derby and Burton Hospital Charity will take reasonable steps to determine the ultimate source of funding for each gift and satisfy itself that the funds do not derive, directly or indirectly, from activity that was or is illegal
potentially harm our relationships with other donors, service users, stakeholders or volunteers
expose us to undue adverse publicity or reputational risk
require unacceptable expenditure or additional charity resources

9.3 If supporters wish to make a donation to a specific fund of Derby and Burton Hospital Charity work then they make a specified donation by providing written instruction to this effect with their donation. Derby and Burton Hospital Charity will always respect this. If Derby and Burton Hospital Charity is unable to accept the request for the specified donation and the sponsor does not want the donation used in any other way Derby and Burton Hospital Charity will refund the donation.

9.4 Refusals of donations or gifts

If a donation is received which may not be acceptable under the terms of this policy the Head of Fundraising Manager or Finance Manager will alert the Charity Operations Director at the earliest opportunity. This will be researched further and the matter will be referred to the Charitable Funds Committee with the necessary information regarding the donation.
All anonymous donations of £25,000 or more will be reported to The Charity Commission as a serious incident (in line with current Charity Commission guidelines), and will follow the Derby and Burton Hospital Charity guidance on the handling of such donations.

9.5 Donation or Gift processing

All donations or gifts must be conveyed to the Finance Manager or Finance Officers at the earliest possible opportunity accompanied by all original correspondence pertaining to the donation or gift, which will be processed by the Finance team. A receipt of donation should also be completed for donor.
All donations should be processed through the donation record management system, which is maintained by the Fundraising office.
When donations or gifts are received, a completed receipt of donations form must accompany them. The finance team is responsible for allocating the donation to the appropriate fund as described on the form by the fundraising office.

9.6 On receipt of the donation (donation envelope or on line donation report) the fundraising office will update the donation record management system with the following information:

The donor’s name and complete address must be provided. If the gift is from other than an individual i.e. corporation, organisation, charitable trust, etc. a contact name and job title should be reported in addition to that of the company
Email address (where available) and telephone number of the donor
Date of gift received
Other special instructions i.e. is this a specified or unspecified donation
Does the donor require notification of when the donation was spend or what it was spent on?
The fund that the donation is to be allocated too.
Is the donor happy for their donation to be acknowledged publicly
A letter will be sent to the donor within 5 working days acknowledging the donation and enclosing a receipt as required. The letter will be signed by the Head of Fundraising.

9.7 Gifts in memoriam – donations or gifts to honour, in remembrance or otherwise recognise individuals, whether the donor is living or by bequest, will be received by the Finance office. It will be the policy of the Derby and Burton Hospital Charity not only to receive such gifts but also encourage efforts to remember and honour donors

9.8 Legacies

The Finance Manager deals with all contacts regarding legacies. If managers are contacted by potential legators, they must refer the conversation to the Finance Manager, and agree a relationship management plan
The Finance Manager will notify the relevant the Charity Operations Director of a potential legacy and seek legal advice should there be requirements around the Will/bequest
Finance Manager will deal with all administrative arrangements including correspondence with the solicitors or family to acknowledge receipt of the monies. The Finance Manager will when the legacy money is received, this will be processed by the Finance office. The also be responsible for confirming whether any publication of the bequest is appropriate

9.9 Pledges (fixed crowd funding) – sponsors may be allowed to make pledge commitments to be paid over a specific period of time or when it is appropriate for items to be bought upon receipt

9.10 Solicitation of charitable trusts and corporates

9.10.1 It shall be the responsibility of the Head of Fundraising to co-ordinate the solicitation of charitable trusts and companies. This co-ordination will ensure that an excessive solicitation of any single source of funds is avoided

9.10.2 Derby and Burton Hospital Charity will not endorse products, treatments or companies. Sponsorship arrangements (for example of events) will be clearly publicised and conflicts of interest considered as part of event risk management

9.11 Fundraising Collections

9.11.1 Derby and Burton Hospital Charity will ensure that all fundraising collection is carried out sensitively to protect the organisation’s reputation in the mind of the public

9.11.2 Derby and Burton Hospital Charity will ensure that adequate permission for a static collection is obtained, and can evidence this sufficiently where required; and that all collectors can be clearly identified

9.12 Handling of Cash Donations – Derby and Burton Hospital Charity will adhere to the following good practice when handling cash donations resulting from face-to-face activities:

9.12.1 Cash must be collected, counted and recorded by two unrelated individuals and counted in a secure environment, wherever possible. (Collection boxes must only be examined and opened by two unrelated individuals)

9.12.2 Unsecured cash must never be left unattended or in an unattended environment

9.12.3 Cash must be banked as soon as is practicable

9.12.4 Cash not banked immediately must be placed in a safe or other secure location and Head of Finance must be notified

9.12.5 At the earliest possible date, reconciliation must be made between cash banked and income summaries. Where practical, this must be undertaken by a person independent of the counting and cashing up of the money

10. Reports to sponsors

10.1 It shall be the responsibility of the Charity Operations Director, with the support of the Fundraising Manager, to compile official reports on appeal donations/grants if requested by outside agencies or individual donors

11. Donor recognition

11.1 A donor to Derby and Burton Hospital Charity is entitled to appreciation for his/her donation. Each donation will be acknowledged by the Head of Fundraising.

11.2 Sponsor’ names may be published in the Derby and Burton Hospital Charity Annual Report, newsletter, website and/or social media. It will be at the Senior Management Team’s discretion to inform the sponsor should there be a cost implication to their recognition, e.g. cost of plaque, etc.

12. Donor research

12.1 Research on donors and prospects is an acceptable and intrinsic part of fundraising. Data surrounding individuals and companies who wish to be associated with Charitable Funds will be stored in a confidential file. It must be stressed that any approaches undertaken by Derby and Burton Hospital Charity will be handled in a sensitive and appropriate manner and comply with current data protection legislation. Donor and prospect research activity is limited to the Head of Fundraising and members of staff who are fully briefed on the application of GDPR to this activity

13. Database of donors

13.1 The Head of Fundraising shall be responsible for development, maintenance and compliance of a record of donors and prospects.

13.2 Derby and Burton Hospital Charity shall seek from managers and staff, details of donors which may be used to solicit support

13.3 Data held regarding potential donors will be destroyed when it becomes clear that they do not wish to be approached by Derby and Burton Hospital Charity in regards to fundraising, or 3 years after they have been identified as a prospect, whichever is sooner

13.4 Derby and Burton Hospital Charity will respect the privacy and contact preferences of all donors and will respond promptly to requests to amend contact details, including the removal of contact details from the fundraising database

14. Donation sharing with other organisations

From time to time, Derby and Burton Hospital Charity may receive a donation or funding which is intended for use by more than one charity. Where the funding has been solicited e.g. via a grant application or proposal, clear documentation regarding the proposal, how funds will be used, and how the charities will account individually and collectively for expenditure, must be in place prior to agreeing a final receipt of funds.

Derby and Burton Hospital Charity is committed to providing reporting around donation sharing within a reasonable framework.

15. Complaints

15.1 Derby and Burton Hospital Charity will respond to all complaints from sponsors and members of the public in a timely, respectful, open and honest way in line with University Hospitals Derby and Burton NHS Trust Complaints Policy. Make a complaint | UHDB Trust | University Hospitals of Derby and Burton NHS

Lottery Terms & Conditions

Terms and conditions

These End User Terms are subject to change and were last updated on 30th July 2021.

Thank you for your interest in the Derby & Burton Hospitals Charity Lottery (URL) (“the Lottery”). We want your experience to be a positive one and we have provided these terms and conditions (“Terms“) to set out the important information and rules relating to all Users’ use of it.

Please ensure that you read these Terms carefully. By entering the Lottery you agree to be legally bound by these Terms, which incorporate the Acceptable Use Policy. If you do not wish to be bound by these Terms then you must not enter the Lottery.

This Lottery is promoted by Derby & Burton Hospitals Charity (the Society), Royal Derby Hospital, Uttoxeter Road, Derby, DE22 3NE, 01332 788861, uhdb.charity@nhs.net, licensed by Derby City Council – REG NO 1020.

This Lottery is managed by The Fundraising Foundry Limited, a company registered in England and Wales (company number 12391987 (England)), an external lottery manager (Licence number: 057455-N-333034-001) whose registered address is c/o 157 Bedford Road, Letchworth Garden City, Hertfordshire, SG6 4DY and whose head office is at Unit 3, Saxon Way, Melbourn, Cambridgeshire, SG8 6DN. “The Fundraising Foundry Limited“, “us” or “we“) and your Agreement is with us. However, the Society (as defined below) shall be entitled to enforce any of the terms and conditions of these Terms

1. Definitions

In these Terms, the following words have the defined meanings as follows:

‘Agreement’ Has the meaning given in Clause 11.4;

‘AUP’ Means the Acceptable Use Policy relating to all use of the Website as revised from time to time (the current version of which is available on the Website;

‘End User, you, your’ Means the end user of the Website and/or participator in the Lottery;

‘Society Lottery’ Means the Lottery and website run and managed by The Fundraising Foundry Limited on behalf of the Society;

‘Intellectual Property Rights’ Means patents, trademarks, service marks, design rights (whether registrable or otherwise), applications for any of the foregoing, copyright, database rights, trade or business names and other similar rights or obligations whether registrable or not in any country (including but not limited to the United Kingdom); means all copyright, patents, trademarks, service marks, design rights, rights in databases, moral rights, and other intellectual property rights in each case whether registered or unregistered and including any applications for the foregoing and all other similar rights anywhere in the world;

‘Lottery’ Means the remote society lottery promoted by the Society;

‘Lottery Rules’ Means the Rules governing the Lottery as revised from time to time (the current version of which is available on the Website);

‘Privacy Policy’ Means the policy which governs our collection and use of your personal data which can be found on this Website and is also available on written request at our registered address;

‘Society’ Means the Society whose details are given in the introduction to these Terms and Conditions;

‘Security Data’ has the meaning given in Clause 10.1;

‘Third Party Content’ Means any material, information, data or other content which is owned or licensed by a third party;

‘Website’ Means this Society Site and any microsite of the website.

2. Registration

2.1 You acknowledge and agree that your application to register for the Lottery is subject to certain minimum requirements. The registration of all applications is subject to verification by us and we reserve the right to reject an application in our reasonable discretion without giving reasons.

3. The Lottery

3.1 If you have any questions or concerns about the Lottery then you should direct them to us via email at the details above.
3.2 We reserve the right to make changes or corrections, alter, suspend or discontinue all or any part of the Lottery or any related content. Any modifications or additions to the Lottery shall be subject to these Terms.
3.3 The Services may include Third Party Content which may be subject to separate licenses from the relevant third party. You understand that we do not control or endorse Third Party Content. All such Third Party Content is published by us in good faith but to the extent permitted by applicable law we do not accept responsibility for the accuracy or content of it. We make no representations whatsoever about any other website which you may access through the Website or which may link to the Website and when you access such third party websites you understand and agree that they are independent from the Website and that we have no control over them and that they shall be subject to separate terms and conditions.

4. The Lottery

4.1 The Lottery shall be subject to these Lottery Terms and Conditions, which you must accept as a pre-condition of your entry.
4.2 Without prejudice to the generality of Clause 2.1, you acknowledge and agree that we may in our reasonable discretion accept or reject any entry to the Lottery. Where we do not for any reason accept an entry, we shall refund the entry amount we received for the purchase of the ticket(s) relating to the entry. We will not take the entry amount for entry unless your entry has been accepted.

5. Disclaimers

5.1 Our warranties in relation to the Website and the Lottery are set out in full in Clause 11.3. We do not make any other promises or warranties about them (other than as must be inferred as a matter of law).

5.2 This Clause 5 shall survive termination of the Agreement.

6. Limitation of Liability

6.1 We will accept all liability if something we do involves fraud or causes death or personal injury where we have been negligent.
6.2 We shall operate the Website and provide the Lottery with reasonable skill and care.
6.3 We are responsible for losses you suffer as a result of us breaching these Terms only if the losses are a direct and foreseeable consequence of us breaking the Terms. Subject to Clause 11.1, such liability shall be further limited to the amounts which you have paid to us in relation to the Fundraising Events and the Lottery under these Terms in the 12 month period preceding the date of our breach. Losses are foreseeable where they could be contemplated by you and us at the time you register. We are not responsible for indirect losses which happen as a side effect of the main loss or damage and which are not foreseeable by you and us in this way. By way of example, we cannot foresee that any breach by us will cause you (a) loss of income or revenue; (b) loss of business; (c) loss of profits; or (d) loss of anticipated savings.
6.4 You agree to indemnify us from any and all claims and liabilities (including legal fees) which arise from your breach of the Agreement.
6.5 This Clause 6 shall survive termination of the Agreement.

7. Intellectual Property Rights

7.1 All Intellectual Property Rights in and to the Website, the materials contained on it and the Lottery (including the trade marks, design, text, graphics and other content, interfaces and the selection and arrangement of the content, software and all other material) belongs to us or our licensors. All rights are reserved.
7.2 We grant you a non-exclusive, royalty-free personal licence (with no right to sub-licence) to access and use the Website for your personal, private and non-commercial use.
7.3 Except to the extent and in the circumstances expressly required to be permitted by us by law, you shall not modify, adapt, translate, copy, reproduce, republish, upload, post, transmit or distribute by any means or in any manner any material or information included on or incorporated in the Website, the materials contained on it or the Lottery including but not limited to text, graphics, video, messages, code and/or software without our prior written consent.
7.4 This Clause 7 shall survive termination of the Agreement.

8. Data Protection

8.1 You acknowledge that in order for us to receive your Registration and provide participation in the Lottery to you, we must collect certain personal data from you and process that data.
8.2 Our collection and use of your personal data is governed by our Privacy Policy. Please read (and check amendments to) the privacy policy as it contains important details about how we collect and use your personal data.
8.3 You expressly consent to our use of your personal data in accordance with the Privacy Policy (as may be revised from time to time).
8.4 This Clause 8 shall survive termination of the Agreement.

9. Termination

9.1 We may terminate or suspend the Agreement and your participation in the Lottery at any time.
9.2 Upon termination of the Agreement, all rights and obligations of you and us shall cease to have effect immediately except that termination shall not affect the accrued rights and obligations of either of us at the date of termination nor any provisions of these Terms that expressly or impliedly survive termination.

10. Protection of customer funds

10.1 Customer funds are held in a separate client account on behalf of the societies. All remote operators licensed by the Gambling Commission have an obligation to hold separate accounts for proceeds. This is to protect the player in the event of insolvency.

11.General

11.1 If any provision of these Terms is held to be unlawful, invalid or unenforceable, that provision shall be deemed severed and the validity and enforceability of the remaining provisions of these Terms shall not be affected.
11.2 If we fail to enforce a right under these Terms, that failure will not prevent us from enforcing other rights or the same type of right on a later occasion.
11.3 Without limiting Sections 5 (Disclaimers) and 6 (Liability), we do not take responsibility for any event which is outside our reasonable control, including but not limited to the failure, malfunction or unavailability of telecommunications data communications and/or computer services, power supply failures or shortages, acts or omissions of third parties including but not limited to network operators), acts of government or regulators nor for any consequential loss arising from such an event.
11.4 These Terms, together with the Acceptable use Policy, the Privacy Policy, and the Lottery Rules (collectively the “Agreement”) constitute the whole agreement between you and us in relation to the subject matter and supersedes any and all prior agreements between you and us. You acknowledge that you have not entered into this Agreement in reliance on any statement, warranty or representation made by us or any other person and you irrevocably and unconditionally waive any right to claim damages and/or to rescind these Terms by reason of any misrepresentation (other than a fraudulent misrepresentation) that is not contained in the Agreement. We may in our absolute discretion modify this Agreement from time to time and post the new version on the Website, following which all use of the Lottery shall be governed by the amended Agreement.
11.5 You are not permitted to assign the Agreement. We may assign, transfer or subcontract any of our rights or obligations under this Agreement without notice to you.
11.6 Of the terms of this Agreement shall be enforceable by The Fundraising Foundry Limited and the Society. No other person who is not a party to it may enforce the terms of the Agreement. The Contracts (Rights of Third Parties) Act 1999 shall be construed accordingly.
11.7 All notices shall be given:
(a) to us via email or by post to our registered address as set out in the introduction to these terms; or
(b) to you at either the email or postal address you provide during the registration process.
Notice will be deemed received when an email is received in full (or on the next business day if it is received outside on 09:00 to 17:30 on a weekday that is not a bank holiday) or 3 days after the date of posting (or, where this falls other than on a weekday that is not a bank holiday, on the next working day).
11.8 When you purchase a ticket/s to this lottery The Fundraising Foundry Limited, is the merchant of record. If you have any queries regarding your tickets please email support@TheFundraisingFoundry.com or telephone 01763 260233.
11.9 The Agreement is governed by and construed in accordance with English law. The parties submit to the nonexclusive jurisdiction of the English courts.
11.10 This Clause 11 shall survive termination of the Agreement.

Lottery Privacy Policy

Latest update: 30th July 2021

What this policy covers

The Fundraising Foundry Ltd manages raffles and lotteries on behalf of Derby and Burton Hospitals Charity (the Services).

The protection of personal data is of paramount importance. When you entrust your personal data to a Society through us, we go to great lengths to ensure that personal data is held securely and used only for the purposes which you have agreed to.

In this Privacy Policy we explain the things which we think are important for you to know about the personal data we collect from you, the purposes for which we use your information and how we protect your data. This policy is intended to help you understand:

What information we collect about you

How we use information we collect

How we share information we collect

How we store and secure information we collect

How to access and control your information

Other important privacy information

If you do not agree with this policy, please do not access or use our Society sites and services. If you have any questions relating to how we handle your personal data, please email support@TheFundraisingFoundry.com

1. What information we collect about you

We collect information about you when you input it into our raffle or lottery websites or otherwise provide it directly to us.

Your use of the Services:

We collect information about you when you register for an account, sign-up for or make purchases through the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. We keep track of your preferences when you select settings within the Services. The Services include the Raffle/Lottery products you subscribe to, including websites owned or operated by us, where we collect and store information that you supply during the sign-up process, and any content that you publish.

Information you provide through our support channels:

The Services also include our customer support, where you may choose to submit information regarding a question you have about a Service. Whether you designate yourself as a technical contact, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of any problem you might be experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.

Payment Information:

We collect certain payment and billing information when you register for certain paid Services. For example, we ask you to designate a billing representative, including name and contact information, upon registration. You might also provide payment information, such as payment card details, which we collect via secure payment processing services.

Information we collect automatically when you use the Services:

We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.

Your use of the Services:

We keep track of certain information about you when you visit and interact with any of our Services. This information includes the features you use; the links you click on; the type, size and filenames of attachments you upload to the Services.

Device and Connection Information:

We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and settings when you access or use our Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience.

Cookies and Other Tracking Technologies:

We use cookies and other tracking technologies to provide functionality and to recognise you across different Services and devices.

What is a cookie?

It’s a text string of information that a website transfers to the cookie file of the browser on your computer’s hard disk (or the memory of your mobile device) so that the website can remember who you are. A cookie will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number.

We may use cookies to help us recognise you when you – for example when you return to complete a form on our website. We may also use cookies to record information about how you access our website for statistics solely for us.

The only personally identifying data used by cookies is your IP addresses. You can choose not to accept cookies by setting the preferences on your internet browser. If you do not accept cookies from us this may impair or prevent some or all of the services which we provide to you.

Tracking pixels: A tracking pixel is a piece of code, which contains a small image that is loaded when a user visits a website or opens an email, and is used to track certain user activities. Some societies also use tracking pixels to understand how you found out about their fundraising activity and measure the success of their marketing campaigns. For example, if they have invested budget in an online advertising campaign, tracking pixels can tell them whether you arrived at one of our websites from the advert they published, and whether you went on to make a purchase.

2. How we use information we collect

How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.

To provide the Services and personalise your experience:

We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services. For example, we use your personal data for the following purposes:

To communicate with you about the Services:

We use your contact information to send transactional communications via email, including confirming a purchase, reminding you of subscription expirations, responding to questions and requests, providing customer support, and sending you technical notices, updates and administrative messages.

We also send you communications when you sign up to a particular Service to help you use that Service. These communications are part of the Services and in most cases you cannot opt out of them. If an opt out is available, you will find that option within the communication itself.

To market, promote and drive engagement: We may use your contact information and information about how you use our Services to send promotional communications that may be of specific interest to you, including by email. These communications are aimed at driving engagement and helping you get the most out of our Services, including information about new campaigns or features, survey requests, newsletters, and events we think may be of interest to you. You can control whether you receive these communications by contacting support@TheFundraisingFoundry.com to confirm your preferences.

Customer support:

We use your information to resolve technical issues, to respond to your requests for support, and to repair and improve the Services.

For safety and security and to protect our legitimate business interests and legal rights:

We use information about you and your Service use to verify activity across our platform, to monitor suspicious or fraudulent activity and to identify violations of Service policies.

Where required by law, or where we believe it is necessary to protect our legal rights, interests and the interests of others, we will disclose your personal data to law enforcement agencies or regulatory bodies. For example to:

(i) comply with the law or with legal process;

(ii) protect and defend our rights and property or that of our customers;

(iii) prevent fraud;

(iv) protect against abuse, misuse or unauthorised use of our website;

(v) protect the personal safety or property of our customers or the public;

Third Party processors:

We may employ other companies to provide services for us, including for example, processing of payments in order for us to be able to provide our services to you. These companies have access to the personal information needed to perform their functions and not for any other purposes and are bound by confidentiality agreements not to disclose any information for any other purpose.

If at any time we wish to disclose your personal data in circumstances other than those above, we will always obtain your consent before doing so.

With your consent:

We use information about you where you have given us consent to do so for a specific purpose not listed above.For example, we may send you information about new services or events where you have consented to be contacted.

Legal basis for processing (for EEA users):

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal basis for doing so under applicable EU laws. The legal basis depend on the Services you use and how you use them. This means we collect and use your information only where:

We need it to provide you the Services, including to operate the Services, provide customer support and to protect the safety and security of the Services;

It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the Services and to protect our legal rights and interests;

You give us consent to do so for a specific purpose; or

We need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we have a legitimate interest to do so, you have the right to object to that use, though, in some cases, this may mean no longer using the Services.

3. How we share information we collect

We want our services to be the best that they can be. This means sharing information with certain third parties, who are experts in their fields. We share information we collect about you in the ways discussed below. We never sell information about you to advertisers or other third parties.

Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your organisation, we may, at the request of your employer, share certain information that you have supplied in registering for our Services.

Sharing with third parties

We share information with third parties that help us operate, provide, improve, integrate, customise, support and market our services:

Service Providers:

We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you. If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including policies and procedures designed to protect your information.

Third party service providers we use to provide our services to you

AWS (Amazon Web Services): our web host. https://aws.amazon.com/compliance/gdpr-center/ https://aws.amazon.com/privacy/

RSM2000. Our payment service provider and BACS bureau, processing card and Direct Debit transactions. https://www.rsm2000.co.uk/page/privacy-policy

Stripe. A payment service provider, processing card transactions. https://stripe.com/gb/privacy

Society Clients and their partners:

Where we are managing a raffle or lottery on behalf of a society, that society is the data controller, and all data captured through our services is shared with them. In some cases, a society may ask us to share data with a third party that helps them run a fundraising initiative. For example, where a Society recruits lottery players through a recruitment company, we may be asked by the Society to share information with that company about successful and failed payments.

Links to Third Party Sites:

The Services may include links that direct you to other websites or services whose privacy practices may differ from ours (for example, clients may include links to their own or partner websites). If you submit information to any of those third party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the privacy policy of any website you visit.

Third-Party Widgets:

Some of our Services contain widgets and social media features, such as the Twitter “tweet” button. These widgets and features collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

With your consent:

We share information about you with third parties when you give us consent to do so. For example, where a Society is partnering with a corporate partner to run a raffle, you may be invited to opt-in to marketing communications from that corporate partner.

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights:

In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect The fundraisingFoundry Ltd, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

Business Transfers:

We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

4. How we store and secure information we collect

Information storage and security:

We use data hosting service providers in the London to host the information we collect, and we use technical measures to secure your data. For more information on where we store your information, please contact support@TheFundraisingFoundry.com to request our system architecture diagrams.

While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others or from accidental loss or corruption

If you use our Services, responsibility for securing access to the information you put into the Services rests with you and not The Fundraising Foundry Ltd. Whilst all of our sites are issued an SSL certificate as part of our website service, we strongly recommend that Society administrators restrict access to their Fundraising Foundry dashboard. Please note that our storage of your information is incidental to our provision of our services to you and does not absolve you of your responsibility to back-up your important information

How long we keep information:

How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymise your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.

Account information:

We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyse personal characteristics about you.

Marketing information:

If you have elected to receive marketing emails from us, we retain information about your marketing preferences in our Customer Relationship Management tool for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your Fundraising Foundry account. Unless we are required by law to contact you (for example, to send a ticket email if you purchase raffle/lottery tickets, you will always be given the option to opt-out of marketing communications. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created. See section 5 below for more details on how to control your information.

5. How to access and control your information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.

Your Choices:

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. You may contact us at support@TheFundraisingFoundry.com to request assistance.

Your request and choices may be limited in certain cases:

For example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

Update your information:

If you believe the information we hold on you is inaccurate, or your information has changed, please contact support@TheFundraisingfoundry.com and advise us of any amendments you wish to be made.

Deactivate your account:

If you no longer wish to use our Services, please contact us. Please be aware that deactivating your account does not delete your information. For more information on how to delete your information, see below.

Request that we stop using your information:

In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don’t have the appropriate rights to do so. For example, if you are no longer an active user, you can request that we delete your account as provided in this policy. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honoured or the dispute is resolved, provided your employer does not object (where applicable).

Opt out of communications:

You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, or by contacting us as provided below to have your contact information removed from our promotional email list or marketing/CRM database. Even after you opt out from receiving promotional messages from us, you will continue to receive legal and transactional messages from us regarding our Services. For example, if you purchase a raffle/lottery ticket from a website managed by us, it is our legal obligation to send you your ticket information.

Send “Do Not Track” Signals:

Some browsers have incorporated “Do Not Track” (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.

Data portability:

Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier). Depending on the context, this applies to some of your information, but not to all of your information. Should you request it, we will provide you with an electronic file of your basic account information.

6. Other important privacy information

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we may send you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review. We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account, as outlined above.

Contact Us

If you have questions or concerns about how your information is handled, please contact us at support@TheFundraisingFoundry.com. 01763 260233. Unit 3 Saxon Way, Melbourn, Cambridgeshire, SG8 6DN.

Lottery Rules

These Rules, together with any specific terms or conditions explained or notified by the Society as
relevant to this lottery (whether displayed in promotional materials for this lottery or otherwise) apply
to your participation in the Lottery.

By entering the Lottery, you agree to these Rules, the Privacy Policy and, where applicable, the Social
Responsibility Guidelines and Acceptable use policy. Each entrant should retain a copy of these
Rules for their reference. If you do not agree to comply with these Rules, Policies or Procedures
please do not enter the Lottery.

Introduction

This Lottery is promoted and operated by Derby and Burton Hospitals Charity (UK Registered Charity
Number 1061812 ) (“the Society”).

The Lottery is managed externally by The Fundraising Foundry Limited, a company registered in
England and Wales with company number 12391987 and whose registered address is 157 Bedford
Road, Letchworth Garden City, UK, SG6 4DY

The Fundraising Foundry Limited is licensed by the Gambling Commission to promote and operate
the Lottery in accordance with the provisions of the Gambling Act 2005 as an external lottery
manager with licence number (Non-Remote 057455-N-333034-001, Remote 057455-R-333033-001)
Fundraising Foundry).( Local Authority licence for Derby & Burton Hospitals Charity – 083994/
LOTTERIES/KRO – Derby City Council).

The Society reserves the right to suspend, cancel or amend the Lottery or these Rules at any time
without prior notice. Any such changes will be posted on the (client website name and address to be
added) website before they take effect.

The Lottery is a weekly lottery in which players can win cash prizes of (list prizes).(If monthly prize
draw is added list prizes and description). (if monthly loyalty draw is added list the prizes.

Eligibility

Entrants to the Lottery must be resident in the United Kingdom. Entrants are required to provide to
the Society their name, date of birth, address and email address
To enter the Lottery you must be aged 16 (sixteen) or over. Any entrant found to be under 16 years
of age at the time of entry automatically forfeits the right to any Prize and will have their stake
refunded. Checks will be carried out to verify the age of participants. This may include references to
credit agencies.

The eligibility of any entrant is at the sole discretion of the Society, which reserves the right to
disqualify or decline to accept the entry of any entrant if it has reasonable grounds to believe the
entrant has breached any of these Rules or otherwise acted fraudulently. Ineligible entrants will not
be entitled to receive a Prize, and any Prize awarded to an ineligible entrant may be revoked (if not
received) or must be returned (if already received).

Lottery Draw

The Draw process is based upon the results of the first six digits of Germany’s Spiel 77 lottery which
is drawn every Saturday at 18:45 CET and the results are published on the website (Entry website
address). The Winning Number for each weekly draw shall be the first six-digit number generated as
follows:
(a) the Winning Number shall be the first six digits (in the same order) of the Germany’s Spiel 77
lottery which is drawn every Saturday at 18:45 CET.

In order to comply with the 2005 Gambling Act only those Chances for which payment has been
received are eligible for entry into the Draw.

In the event that the Germany’s Spiel 77 lottery as described below does not occur or is declared
void on a single occasion then the Winning Number shall be determined in the same way but from
an alternative lottery game. Details of such an occurrence will be published on the Lottery website.

In the event that the Draw process below ceases to occur or is subject to fundamental change which
prevents a Winning Number being selected then The Fundraising Foundry Limited reserves the right
to select an alternative Draw process. Such an alternative Draw process would be selected on the
basis that the basic principles of the Draw as described below would continue and the basic
principles of how winners would be selected would continue as described below. Such changes will
be published on the Lottery website.

The Fundraising Foundry Limited and the Lottery are not related in any way to Germany’s Spiel 77
lottery or any other organisation involved in the operation of the Spiel 77 lottery.
The approximate winning probabilities are summarised below
(a) Six Number Match 1 in 1,000,000
(b) Five Number Match 1 in 55,556
(c) Four Number Match 1 in 5,556
(d) Three Number Match 1 in 556

Entries

The Lottery is held each week.
A six-digit Game Number will be issued to entrants and, if an email address is available, an
electronic ticket sent to the player. If no email address is available, the player’s ticket will be sent
by post. The six-digit Game Number is unique to each individual chance purchased.
Tickets (entries) are £1 and can be purchased by Direct Debit only
No participant may purchase more than 10 tickets in any week.
All ticket (entry) sales are final and, no refunds shall be made at any time.
Only tickets for which full payment has been received are eligible for entry.
Direct Debit payments are taken one month in advance, and take a minimum of 14 days to
process; you will be entered into the first available draw after the collection has been made from
your bank account. You will be notified of your first draw date by email or post.
Each week tickets purchased between 17:01 pm on a Friday and 17:00 pm on the following
Friday shall be included in the draw that is held on the following Saturday. The Society shall
decide whether or not an entry was received in time for inclusion in any lottery draw.
Lost, delayed or incomplete entries (caused by corruption of data transmission or otherwise) will
not be accepted and the Society does not take responsibility for entries that are lost, delayed or
not received for any reason.
All participants acknowledge that their payment of £1 per ticket to enter the Lottery does not
guarantee that they will win any Prize.
Information (including personal information) submitted in an entry will, unless specifically stated
otherwise, be used by the Society in accordance with the Privacy Policy. By entering the Lottery,
entrants’ consent to the use of their name being supplied in accordance with additional rules
below.

Defining a winner

Prize winners will be determined by whether a player’s Game Number relating to an entry in the
Lottery matches all or some of the Winning Number as described above and dependent that the
entry relating to the Game Number in question complies with the Gambling Act 2005 regulation of
payment already being received.

(a) If all six digits of the Game Number match the Winning Number in the same positions then this is
a “6
Number Match”. e.g. if the Game Number is 123456 and the Winning Number is 123456 this is a “6
number match”

(b) If five digits of the Game Number match the first or last five digits of the Winning Number and
their positions in the Game Number match their positions in the Winning Number then this is a “5
Number Match” e.g. if the Game Number is 123456 and the Winning Number is 123452 this is a “5
number match” as follows 12345X; if the Game Number is 123456 and the Winning Number is
523456 this is a “5 number match” as follows X23456

(c) If four digits of the Game Number match the first or last four digits of the Winning Number and
their positions match then this is a “4 Number Match” e.g. if the Game Number is 123456 and the
Winning Number is 123465 this is a “4 number match” as follows 1234XX; if the Game Number is
123456 and the Winning Number is 213456 this is a “4 number match” as follows XX3456

(d) If three digits of the Game Number match the first or last three digits of the Winning Number and
their positions match then this is a “3 Number Match” e.g. if the Game Number is 123456 and the
Winning Number is 123654 this is a “3 number match” as follows 123XXX; if the Game Number is
123456 and the Winning Number is 321456 this is a “3 number match” as follows XXX456

Prizes

Prize list
(a) For a 6 Number Match, the prize will be £25,000 to the player
(b) For a 5 Number Match, the prize will be £1,000
(c) For a 4 Number Match, the prize will be £100
(d) For a 3 Number Match, the prize will be £10

Each Game Number shall only be entitled to win one prize in one Draw. The prize won will relate
to the highest Number Match to which the Game Number matches.

The results of each Draw will be published on the website (enter website address)

The names of prize winners may be announced on the website (enter website address)

Prize winners will be notified by email or post (using the details held by the Society or, if different,
the details supplied by the entrant in his or her entry) within 28 days of the relevant draw date.

The Fundraising Foundry Limited reserves the right to amend the prizes at any time. Any such
changes will be published on the Website, at least one month prior to a change being made.

Winners of prizes of £1,000 and under may collect their prizes in one of the following means
(a) by BACS
(b) by any other payment means that may become available to the participating Society
Prizes in excess of £1,000 shall be paid on behalf of the Participating Society to the
Prize-winner by cheque or BACS.
We will make all reasonable efforts to identify and contact winners, however, if a prize winner fails (for
whatever reason) to claim their Prize within 60 days of receipt of the Society’s notification, the ticket
will expire and the Prize will be forfeited.

General

Gambling
Entering this Lottery is a form of gambling. Entrants are encouraged to gamble sensibly. Please read
the Social Responsibility Guidelines, which can be found at (enter website address). Our social
responsibility policies cover our commitment to a fair and open draws policy and contain the
procedures of how we handle players’ queries and complaints. It is our commitment to follow all
guidelines for responsible gambling and best practice problem gambling procedures.

Liability

The Society cannot accept any liability (other than for death or personal injury or other liabilities that
cannot, as a matter of law, be excluded) for any damage, loss, costs, expenses or disappointment,
whether direct or indirect, caused to or suffered by entrants in connection with this Lottery or as a
result of entrants’ accepting or making use of any Prize. In particular, all entrants are solely
responsible for providing and (where necessary) updating the Society with their accurate and up-todate
contact details and the Society will be in no way be liable for any failure or inability to contact
any entrant due to any errors, omissions or inaccuracies in the contact details that the entrant has
provided.

Players closing their account

If a player closes their account with less than £1 remaining, the remaining balance will be transferred
to the Charity.

Disputes

In the event of any dispute regarding the Lottery, if the dispute cannot be resolved by the parties
within 90 days, it will be referred to the Independent Betting Adjudication Service Limited, an
independent third party.

Law

These Rules and any non-contractual obligations connected to them shall be governed by and
construed in accordance with the laws of England and Wales and, failing satisfactory resolution of
any dispute in accordance with Dispute handling policy, the English and Welsh courts shall have
exclusive jurisdiction to settle any dispute which may arise under or in connection with them.

Severance

If any provision of these Rules is found to be invalid by any court having competent jurisdiction, the
invalidity of that provision will not affect the validity of the remaining provisions of those terms, which
shall remain in full force and effect.