May 2024
This privacy notice tells you what to expect us to do with your personal information.
Our contact details
Post: 2 Worts Causeway, Cambridge, CB1 8RN, GB
Telephone: 01223761900
Email: [email protected]
What information we collect, use, and why
We collect or use the following personal information to provide our services:
- Names and contact details
- Addresses
- Account history & payment details
- Health information (including dietary requirements, allergies and health conditions)
- Website user information (including user journeys and cookie tracking)
- Photographs or video recordings
- Records of meetings and decisions
- Information relating to compliments or complaints
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses and location information
- Marketing preferences
- Recorded images, such as photos or videos
- Purchase or viewing history
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information to comply with legal requirements:
- Identification documents
- Financial transaction information
- Health and safety information
Lawful bases
Our lawful bases for collecting or using personal information to provide services are:
- Consent
- Contract
- Legal obligation
- Legitimate interests
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
- Contract
- Legal obligation
- Legitimate interests
Our lawful bases for collecting or using personal information for legal requirements are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent
- Contract
- Legal obligation
- Legitimate interests
Where we get personal information from
- People directly
- Recorded images and/or
- Publicly available sources
How long we keep information
For information on how long we keep personal information, see our retention schedule at https://www.phgfoundation.org/wp-content/uploads/2024/09/PHG-Foundation-Retention-of-records.pdf
Who we share information with
Data processors
Google, University of Cambridge Information Services and Clinical School Computing Service, Salesforce, Eventbrite, Mailchimp, Xero. These data processors do the following activities for us: they manage our IT systems, they manage our customers’ data, they process our accounts information.
Other organisations
- Insurance companies
- Professional or legal advisors
- Financial or fraud investigation authorities
- Relevant regulatory authorities
- External auditors or inspectors
- Organisations we’re legally obliged to share personal information with
- Emergency services (where necessary)
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AFHelpline number: 0303 123 1113