Service User Privacy Policy
Patients Who Come to Our Screenings
Before we can welcome you to our screenings, we need to collect your name, ward and bed number so our volunteers can collect you and your nurse can sign you off your ward. As the legal basis for our use of this data is legitimate interest, all of the rights you have under GDPR apply to this data. To enable our nurses to take care of you and ensure your safety throughout the screening, our MediCinema nurse complete a thorough handover with your ward nurse before you attend. This includes completing a Patient Handover Form together, which is then signed by your nurse. On this form we collect your name, age, gender, ward and bed number along with relevant details about your health, such as your reason for admission, whether you have any allergies, or if you are currently receiving one-to-one care on the ward. As the legal basis for our use of this data is to protect your vital interests, only the first four rights under GDPR apply to this data. MediCinema nurses keep all Patient Handover Forms with them at all times to ensure they are not left unattended. This is to guarantee patient confidentiality and ensure ease of access in the event of a medical incident or emergency. We only keep this information for as long as we need it – we shred all Patient Handover Forms when all patients have been safely returned to their wards after a screening. We won’t share this data with any third parties without your prior permission. If you’d like to leave us feedback or sign up to our newsletter, you can get in touch by scanning the QR code on one of our Thank You cards that are handed out at the end of each screening. Follow the link and prompts to our Microsoft Form where you can leave your feedback and contact details. We will keep your details until we’ve added them to our customer relationship management system, which we aim to do within three months. We then remove your details from our Microsoft Form and anonymise any feedback you have given. Please see our privacy policy.
1. Those Who Share Their Story With Us
Stories change minds and sharing your story is the most powerful way of explaining what we do, why it’s important and the real difference it makes. Thank you so much.
If you share your story with us by speaking to us about your experience, and sign a consent form allowing us to share your story more widely, we will use your name, age and the details you’ve shared to promote MediCinema and thank people for their support. There are several ways we may share your story, these include: in thank you letters and emails to supporters; with those who donate the films we screen; in reports to funders on our use of their funding; in applications for funding; with our health partners; on our social media channels (please note other channels may retweet or share your story); with partners and press so they can promote and support MediCinema, including through their social media channels; at our events and presentations; in our e-newsletter; and in our printed publications, including newsletters, annual reviews and leaflets (we will also need to share your story with any designers and printers involved). We won’t share your story or other data with any other third parties without your prior permission.
We can only keep and use this information with your explicit consent. For this reason, we also keep a record of this consent, which contains your email and phone number, in case we need to contact you about your story, and your signature to prove your consent.
We will keep your story and continue to share it for as long as necessary to best explain the real difference MediCinema makes to people like you and review this every two years. This does not affect your right to withdraw your consent, which you can do at any time. Please email info@medicinema.org.uk or call 020 7188 3697 if you no longer want us to keep or share your story.
As the legal basis for our use of your data is your consent, all the rights individuals have under GDPR apply to you, including the right to withdraw your consent. If you decide you no longer want us to keep or share your story you can withdraw your consent for us to do so at any time, and we will permanently delete all your personal data relating to your story (including your name, age and story itself).
If you want to share your story, you are obliged to provide written consent, usually by completing the consent section on your written up case study. We cannot keep or use your story without your written consent.
In addition we may ask you if you’re happy for us to take a photo of you to share alongside your story. You are under no obligation to do so, and if you choose not to, we will either use your story without a photo or use a different photo alongside your story. Please let us know if you would rather we didn’t do this by emailing info@medicinema.org.uk or calling 020 7188 3697.
We may also ask you if you’re happy to become a Patient Ambassador and support MediCinema further by speaking at events, meeting supporters and people who may wish to support us, and being filmed. We may also ask your permission to share your contact details with press contacts if they ask to be put in touch with you or people making marketing materials for us, such as filmmakers. You are under no obligation to agree to any of the above and you can withdraw consent (if you do give it) at any time unless you’ve signed a waiver of this right, which you might do as part of a formal agreement permitting us to use your story for a specific use we wouldn’t be able to withdraw, for example an advert in mainstream cinemas.
2. Those Who Consent to Being Filmed/Photographed
Photographs and films are an engaging and effective way of communicating what MediCinema does.
If you consent to being photographed/filmed by a MediCinema team member, health partner or commissioned photographer, we will use the photos/footage to promote MediCinema and thank people for their support, usually alongside your story if you have shared it. We will seek your consent for this via our photography consent form. There are several ways we may share photos/footage of you, these include: in thank you letters and emails to supporters; with those who donate the films we screen; in reports to funders on our use of their funding; in applications for funding; with our health partners; on our social media channels (please note other channels may retweet or share your story); with partners and press so they can promote and support MediCinema, including through their social media channels; at our events and presentations; in our e-newsletter; and in our printed publications, including newsletters, annual reviews and leaflets (we will also need to share your story with any designers and printers involved).We won’t share your photo/footage or other data with any other third parties without your prior permission. We can only keep and use this information with your explicit consent. For this reason, we also keep a record of this consent, which contains your email address, in case we need to contact you about your photo/footage, and your signature to prove your consent. We will keep photos and footage of you and continue to share them for as long as necessary to best explain the real difference MediCinema makes to people like you and review this every two years. This does not affect your right to withdraw your consent, which you can do at any time. Please email info@medicinema.org.uk or call 020 7188 3697 if you no longer want us to keep or share photos or footage of you.
As the legal basis for our use of your data is your consent, all the rights individuals have under GDPR apply to you, including the right to withdraw your consent. If you decide you no longer want us to keep or share photos and footage of you, you can withdraw your consent for us to do so at any time, and we will permanently delete all your personal data relating to the photos/footage (including your name, age and photo/footage itself).
If you consent to being photographed/filmed, you are obliged to complete the consent form in full. We cannot film you or take your photo without your written consent.
In addition we may ask you to share your story with us or ask you if you’re happy to become a Patient Ambassador and support MediCinema further by speaking at events or meeting supporters and people who may wish to support us. We may also ask your permission to share your contact details with press contacts if they ask to be put in touch with you or people making marketing materials for us, such as filmmakers. You are under no obligation to agree to any of the above and you can withdraw consent (if you do give it) at any time unless you’ve signed a waiver of this right, which you might do as part of a formal agreement permitting us to use your story for a specific use we wouldn’t be able to withdraw, for example an advert in mainstream cinemas.
3. Those Who Complete Our Attendee Evaluation Surveys
All of the information we collect in our attendee evaluation surveys is anonymous. The data we collect in these forms includes answers to yes/no question, questions asking you to rate the extent to which you agree with different statements about MediCinema and the difference it makes and questions regarding gender, age, sexual orientation, ethnicity and religion. We use Microsoft Forms, to collate the results, then excel to analyse them. We won’t share your data with any other third parties without your prior permission.
In earlier iterations of our surveys, there was the option to provide your name, email address and phone number at the end of our attendee evaluation survey. For those that shared this information, we added you to our e-newsletter mailing list and kept your data for two years, after which time we gave you the option to opt-in for a further two years. Please see our privacy policy.
We will keep paper copies of evaluation surveys until the data has been inputted into Microsoft Forms which we aim to do within six months. At this point we will shred all paper copies.
To read our Privacy Policy head to www.medicinema.org.uk/privacy/ linked below in the page footer.
