Privacy Statement

Air Ambulance Kent Surrey Sussex Privacy Statement
 
Our Privacy Principles
 
At Air Ambulance Kent Surrey Sussex, we are entrusted with a high amount of personal information. This Privacy Statement has been produced to enable you to understand how we collect, use and protect your personal information.
 
We can assure you that:
 

• We will protect and secure your personal information at all times and only use it in ways expected of us, when we need to.
• We will update you about our life-saving charity and keep you abreast of new developments within our service and fundraising activities.
• We will give you every opportunity to tell us how you prefer us to communicate with you, as well as how to opt out of any future communications and we will always action your requests promptly.
• We will never pass your information to other organisations for their marketing purposes.
• We will be diligent, respectful and careful when engaging with any person we know is, or whom we believe to be, vulnerable.
• We will always make it easy for you to contact us through our Data Protection Officer; dataprotection@aakss.org.uk (full contact details given at the end of this document).

 
Our Privacy Statement
 

1. How we collect your personal information

Wewill always aim to collect personal information directly from you. If you are a patient, you may be asked to provide our Helicopter Emergency Medical Service (HEMS) operational team with personal information.
 
As a donor or supporter, you may give us personal information directly when you sign up for one of our events, make a donation, purchase items from our website or take part in our in-house lotteries.
 
If you apply for a job, apply to be a volunteer or enquire about our service, you may give us personal information.
 
Sometimes we may obtain or receive your personal information from a third party. For patients, personal information may be obtained through other healthcare and emergency services (NHS, police or fire services). For donors or supporters, examples of indirect data collection may include fundraising sites such as JustGiving and Virgin Money Giving, or from organisers of an event you are participating in. Donors who participate in our weekly lotteries may also have provided their personal details to us via a third party canvassing service. We want to assure you that KSSAAT does not purchase personal information from third parties.
 
If you apply for a job or to be a volunteer, we may receive your personal information from a previous employer, recruitment agency or volunteer bureau.
 
Under the GDPR, the Trust must always have a lawful basis for using personal data. This may be because the data is necessary for  performance of a contract with you, because you have consented to us using your personal data, or because it is in the legitimate business interests of the Trust.
 

1. What information do we collect?

The personal information that we collect from you will be dependent on the relationship that you have with us. The main reason we collect personal information is so that we can identify you, whether that be as a patient, donor, supporter, volunteer, job applicant or employee.
Such personal information that we may collect might include contact details such as your name, date of birth, postal address, email address and telephone number, as well as any other information you provide in correspondence between us.
 
In some circumstances we will need to collect bank or debit/credit card information. Financial information will only be collected if necessary. Such examples include participation in our in-house lotteries or contributing to our cause by regular or one off donation.
 
Personal information collected about patients may be used to help our HEMS operational team provide the best possible care.
 

1. Special Categories of Personal Data

Due to the nature of some of our HEMS work, the Trust may collect data defined by the General Data Protection Regulation as Special Categories of Personal Data. These categories of data include your mental and physical health, race and ethnic origins and genetics. We will only collect this information if it is necessary, or with your explicit consent.
 

1. How do we use personal information?

We primarily use your data to maintain, improve and develop the relationship that we have with you.
 
We may use donor or supporter information in the following ways:
 

• To process transactions, purchases or enquiries made by you.
• To carry out our obligations arising from any contracts entered into by you and us.
• To verify your identity and identify you from other supporters.
• To use any feedback or comments from you to improve our service.
• To notify you of changes to our services.
• To improve our services or for marketing purposes.
• To send you a personal thank you letter for any contribution that you give to the Trust.
• To send you communications which you have requested and/or that may be of interest to you; these may include information about campaigns, appeals or other fundraising activities.

 
We will use patient information in the following ways:
 

• To verify your identify.
• To help decide what care to provide.
• To undertake research to help improve the medical support we give at scene and during transition to hospital.

 

1. Your choices

We like to keep all our supporters up to date with information about our service. From time to time, we also like to send you marketing literature and suggestions of ways in which you may like to support us. You will have the opportunity to choose how we keep in touch (post, email, telephone and/or text) and you can change your preferences at any time by emailing hello@aakss.org.uk
 
As a charity that cares for its patients, we also care for those who support us and will always respect your wishes should you tell us that you no longer wish to hear from us.
 

1. Video Badge Camera

The Trust is always aiming to push innovation and improve the quality of care we give as a HEMS operation. One innovation we have introduced is the use of Video Badge Cameras which are attached to the flight suits of our paramedics and doctors. These cameras allow our medical staff to provide live, at the scene imagery, to medical professionals, consultants and hospital staff. This technology can now allow our HEMS crew to receive further medical advice at the scene if necessary.
 
Whilst our medical staff will always aim to ensure that our cameras do not record imagery that can identify a patient, this will not take priority over any care that we deliver at the scene.
 
To ensure that any imagery is clear of identifiable features, all recordings are reviewed by one of our senior operational staff. These staff members are the only individuals that have access to the recorded imagery.
 
The Trust does use recordings in the continuous development and training of HEMS crew. Any images used have been amended to remove any recognisable features of our patients.
 
Any imagery taken by a Video Badge Camera will be retained for a period of 6 months.
 

1. Who has access to your information?

The personal information that we collect about you will be used by our staff to provide you with the highest level of customer service or medical care. Your personal data may be shared internally by staff if access to that information is necessary for the performance of their role. AAKSS may disclose personal information to:
 

• Selected organisations that provide services to the charity. For example, AAKSS engages with third party print and mailing houses, which are bound by contractual privacy standards, to print and distribute communications to our donors.
• Other healthcare and emergency services (NHS, police or fire services).
• Legal and regulatory authorities to comply with any legal obligations.

 
The Trust has never, and will never, sell or share your personal information with other organisations to enable them to contact you for marketing purposes.
 

1. Security of personal information

The charity is fully aware of the importance of data security. All staff undergo regular data protection training to ensure the protection of your information. We have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both online and offline, from improper access, use, alteration, destruction and loss.
 
We will always ensure that your data is not kept longer than necessary. We only keep personal information for as long as it is reasonable and necessary, which may be to fulfil statutory obligations set by legislation or professional bodies.
 
If you use your debit or credit card to donate to us online, over the phone, in person, or to make a purchase for merchandise, Christmas cards or a lottery membership, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. KSSAAT does not store your debit or credit card details following the completion of your transaction.
 
Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our trusted partners uses a server located in a country outside the EEA. Whilst these countries may not have similar data protection laws to the UK, we will take steps with the aim to ensure your privacy continues to be protected as outlined in this Privacy Statement. 
 
Our website may contain links to other websites. Whilst we endeavour to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or privacy practices adopted by these sites. This Privacy Statement does not cover the practices of those websites or advertisers.  
 

1. Payment Transactions

The Trust is grateful for every penny it receives and we want to make sure that we provide you with safe avenues to donation to the Trust. To ensure that your payment transactions are safe the Trust uses the services of both Worldpay and PayPal. These services are responsible for any card or online payment transaction you make to the Trust, and these organisations may hold data about you. As a result we would like to direct you to both organisations privacy statements/policies.
 
Worldpay Privacy Policy - https://www.worldpay.com/uk/privacy-policy
 
PayPal Privacy Policy - https://www.paypal.com/ie/webapps/mpp/ua/privacy-full
 

1. Medical Practices

Whilst we are an independent Charity which is not governed by the NHS, we believe that mandatory practices in the Health Service can help us in ensuring the protection and confidentiality of our patient data. As a result the Trust has installed our Director of Service Delivery & Director of Operations as Senior Information Risk Owner (SIRO) and our Medical Director as a Caldicott Guardian, to ensure the protection of confidentiality.
 
Further information on the duties of a SIRO and a Caldicott Guardian can be found by clicking here.
 

1. Phishing

Phishing is the fraudulent practice of sending emails purporting to be a reputable company in the aim of obtaining personal information from individuals. Information that these fraudsters are aiming to obtain are normally passwords, banking information or details which can allow them to steal your identity.
 
KSSAAT will never ask you to send any passwords or bank information over email. Should you receive an email which is claiming to be the Charity, and is requesting bank information or confirmation of any password, please do not respond, and inform the Charity immediately.
 

1. Email Marketing

One way in which the Trust would like to keep donors and supporters up to date on our work, events and promotions is via email. Whilst individuals must opt into receiving this communication, the Trust wants to ensure that our email communication is not excessive and that you want to continue to hear from us through this form of marketing. The Trust will review our email listings every two years and may ask you to opt back into this form of marketing. If you believe however that our email marketing is excessive you are more than welcome to change your preferences at anytime.
 

1. Communication with KSSAAT staff

Communication with charity staff (including by telephone or email) may be monitored and/or recorded for training, quality control and compliance purposes to ensure that we continuously improve.
 

1. How to update or access your personal information

Under the General Data Protection Regulation you have the right to change incorrect or incomplete data, delete or stop the Trust from processing your data, or object to the processing of your data.  If you would like to exercise your rights, please contact our Data Protection Officer.
 

• In writing: Kent, Surrey & Sussex Air Ambulance Trust, Rochester City Airport, Maidstone Road, Chatham, Kent ME5 9SD
• By telephone: 01634 471 900
• By email: hello@aakss.org.uk

 
You have the right to access the personal information that the Trust holds about you. Your right of access is exercised in accordance with the General Data Protection Regulations and the Access to Health Records Act.
 
To request a copy of the personal information that the charity holds on you, please contact our Data Protection Officer:
 

• In writing: Kent, Surrey & Sussex Air Ambulance Trust, Rochester City Airport, Maidstone Road, Chatham, Kent ME5 9SD
• By telephone: 01634 471 900
• By email: dataprotection@aakss.org.uk

 
 

1. Changes to our Privacy Statement

Our Privacy Statement is reviewed regularly to ensure it reflects how we use your information. Donors, supporters, volunteers, employees, patients and stakeholders are encouraged to regularly check this Privacy Statement to ensure they are kept up to date with our privacy working practices.
 

1. Further information

At Air Ambulance Kent Surrey Sussex, we are committed to protecting your personal information and ensuring that you have control not only over the information we store about you, but also what types of information you would like to receive from us.
 
For further information about our privacy practices, please contact our Data Protection Officer:
 

• In writing: Kent, Surrey & Sussex Air Ambulance Trust, Rochester City Airport, Maidstone Road, Chatham, Kent ME5 9SD
• By telephone: 01634 471 900
• By email: dataprotection@aakss.org.uk