MEDICINEMA PATIENTS AND FAMILIES
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, we also collect your age and certain details about your health. 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.
All of this information is collected on your patient ticket so when you hand that in on arrival, we know who you are, which ward you’re from and our nurses know how to keep you safe. We only keep this information for as long as we need it – we shred all patient tickets within an hour of the end of the screening and we won’t share this data with any third parties without your prior permission.
If you’d like to keep in touch with us you can fill in your details on the section of your ticket called ‘We’d Like to Keep in Touch With You’. If you fill in this section, we will tear it off (so we can shred the part of your ticket with your medical details as described above) and keep it until we’ve added these details to our customer relationship management system, Salesforce, and attached a scanned copy to use as proof of your consent, which we aim to do within one month. We will then shred the remaining part of your paper patient ticket. Please see the later sections for Those Who Sign Up to Receive our E-newsletter for how we use this data.
Those Who Share Their Story With Us
Stories change minds – in a recent referendum, almost half the ‘yes’ voters said they were influenced by personal stories in the media, 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, speaking to one of our health partners and agreeing that they can share your story with us, or completing our Patient Story Form and consent to us sharing 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 bottom section of the Patient Story Form. 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 for us to use your story for a specific use we wouldn’t be able to withdraw, for example an advert in mainstream cinemas.
Those Who Consent to Being Filmed/Photographed
Photographs and films are an engaging and effective way of communicating what MediCinema does. Thank you for consenting to be filmed/photographed.
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).
You are under no obligation to consent to being photographed/filmed, and if you choose not to be we simply won’t be able to use your photo/footage of you to promote MediCinema. If you consent to being photographed/filmed, however, 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 for us to use your story for a specific use we wouldn’t be able to withdraw, for example an advert in mainstream cinemas.
Those Who Complete Our Attendee Evaluation
All of the information we collect in our attendee evaluation forms is anonymous. The data we collect in these forms includes answers to yes/no questions and questions asking you to rate the extent to which you agree with different statements about MediCinema and the difference it makes. We use Survey Monkey, an online survey cloud-based software company, to build and analyse the results of our attendee evaluation forms, but won’t share your data with any other third parties without your prior permission.
If you choose to provide your name, email address and phone number at the end of our attendee evaluation form, we will add you to our e-newsletter mailing list and keep your data for two years, after which time we will give you the option to opt-in for a further two years. Please see the section Those Signed Up To Receive Our E-newsletter. If you provide a comment about your MediCinema experience, we may use this to promote MediCinema and thank people for their support. Please see the section on Those Who Share their Story With Us for a list of the ways we might share your comment. We may also contact you to ask you to share your full story, but you are under no obligation to do so.
We will keep paper copies of evaluation forms until the data has been inputted onto Survey Monkey and any contact details or comments have been saved on Salesforce, our customer relationship management system, which we aim to do within six months. At this point we will shred all paper copies and anonymise the evaluation data.
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THOSE SIGNED UP TO RECEIVE OUR E-NEWSLETTER
We would love to keep in touch with you, so if you sign up to receive our e-newsletter and give your consent for us to do so, we will use your first name, surname and email address to email you news about MediCinema, including opportunities to support our work. You can sign up to receive our e-newsletter by: entering your email on the sign-up field on our website; ticking the e-newsletter sign-up box when you donate on our website; opting in to marketing emails from us when you donate through an online giving platform, such as JustGiving; filling in the ‘Keep in touch’ section of the patient ticket; or requesting to be added to our mailing list, either in person, over the phone or by email. When you first complete the online form or when we add you at your request, you will receive an automated email to confirm your consent. You are not obliged to send us your personal data or confirm your consent, but if you don’t we won’t be able to keep you updated with our latest news.
We use an online email marketing provider, dotdigital, to deliver our e-newsletter, and the customer relationship management system, Salesforce, to securely store your information, but we won’t pass your information onto any other third party without your prior permission. We will keep your data for two years, after which time we will give you the option to opt-in for a further two years.
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. To so do, simply click on the unsubscribe link on any of the newsletter emails we send you or ask us to unsubscribe you by emailing info@medicinema.org.uk or calling 020 7188 3697.
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RED CARPET CLUB MEMBERS
You can sign up to be a Red Carpet Club Member by filling in the form on our website or by emailing to say you would like to join and you agree with the Terms and Conditions. If you join our Red Carpet Club, you enter a contract with us and we will use your personal data – specifically your first name, surname, email address and the nature of our relationship with you – to fulfil this contract by emailing you about tickets to premieres and similar events which we have available for you to have in exchange for a donation to MediCinema. You are obliged to provide your personal data to become a Red Carpet Club Member and if you do not we will not be able to fulfil our contract with you.
We use an online email marketing provider, dotdigital, to deliver our Red Carpet Club emails, and the customer relationship management system Salesforce, to securely store your information. We won’t pass your information onto any other third party or use it for any other purpose without your prior permission. We will keep your data for two years after you joined Red Carpet Club, after which time we will give you the option to renew your membership for a further two years.
As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. Please note the right to object will not apply to you as a Red Carpet Club member. This is because we cannot fulfil our contract with you without processing your personal data. Your rights as a Red Carpet Club member do not affect any of your rights as described under any other heading in this document. For example, if you are a Red Carpet Club Member who also receives our e-newsletter, you can’t object to us using your data to fulfil our contract with you as a Red Carpet Club member (unless you want to end your contract with us), but you can withdraw your consent to receive our e-newsletter.
If You Give a Donation in Exchange for Red Carpet Club Tickets
You can elect to give a donation to MediCinema in exchange for Red Carpet Club tickets by responding to one of our Red Carpet Club emails by email or over the phone. We will then make a note of your name and email address so we can confirm whether or not you’ve secured the tickets and let you know how to donate. If you choose to donate over the phone, we will ask for your credit/debit card number, expiry date, security code, the numbers of your billing street address and the numbers from your billing postcode to process your payment and fulfil this contract with you.
As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. Please note the right to object will not apply to you as a Red Carpet Club member. This is because we cannot fulfil our contract with you without processing your personal data. You are not obliged to provide your card details, but if you do not you will have to find another way to donate, such as via BACs. If you choose to donate via BACs, you will provide your bank details as prompted by your bank to process this transaction, which will not be passed on to us. We will not pass your financial information on to any third parties, and we will not make a note of your financial details. If you’ve paid by phone, we will shred the card machine receipt once the donation transaction has been processed.
If you give us a donation in exchange for tickets we are legally required to keep a record of the amount you’ve donated for six years from the end of the financial year in which you gave a donation for our financial audit. As the legal basis for our use of this data is legal obligation, only the first four rights under GDPR will apply and you are obliged to provide us with this information. Our financial auditors are Nyman Libson Paul and we use Quickbooks, an accounting software package, to manage our finances, so we will share your data with both. We won’t share your data with any other third parties without your permission.
We will also keep a record of which events you’ve bought tickets for and details regarding the nature of our relationship with you for as long as you are a Red Carpet Club member so we can offer you tickets to events of specific interest to you and improve the Red Carpet Club for all our members. You have the right to request us not to do this, in which case we will erase past records of tickets you’ve bought and make a note of this request to ensure we don’t keep such records in the future.
Some Red Carpet Club events use a guest list system rather than tickets. In these circumstances, we will share your name and the number of tickets you’ve bought with the event organiser. You have the right to request us not to do this, in which case we will ask them to add you to the guest list as ‘MediCinema Guest’.
Please email info@medicinema.org.uk or call 020 7188 3697 to ask us not to share your name with Red Carpet Club event organisers or keep a record of the tickets you’ve bought.
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FUNDRAISERS
It is only thanks to people like you that we’re able to run any of our screenings. Thank you so much for going the extra mile (often literally!) for MediCinema.
When you use one of MediCinema’s charity places for challenge events, such as the Virgin London Marathon, you enter into a contract with us whereby you agree to raise a certain amount of funds for MediCinema and we agree to support you in reaching this target. To do so, we will collect your name and contact details (email address, phone number and post address, so we can send you a MediCinema vest). We collect these details via our challenge event place application form. We use the customer relationship management system, Salesforce, to securely store this information, but won’t share it with any other third parties without your prior permission. As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you, and you are obliged to provide your contact details. If you do not do so we will not be able to offer you a challenge event place.
If you decide to use your own place for an event or organise your own fundraising activity, we have a legitimate interest to use your contact details to thank you for fundraising for us and offer support and advice. We may receive your contact details through an email or phone call from you, or from an online fundraising service such as JustGiving or Virgin Money Giving. Please note if you provide your contact details, including while setting up an online fundraising page, we will contact you to thank you and offer support with your fundraising. As the legal basis for our use of your data is legitimate interest, all of the rights available to you under GDPR apply to you. If you’d rather we didn’t or would like us to stop contacting you at any time, simply let us know by emailing info@medicinema.org.uk or calling 020 7188 3697.
We are legally required to keep a record of the amount you’ve raised, and should you ask us to restrict the money you’ve raised for a specific use, we will also need to keep a record of this for six years from the end of the financial year in which you made a donation for our financial audit. As the legal basis for our use of this data is legal obligation, only the first four rights under GDPR will apply and you are obliged to provide this information after your event once you’ve finished fundraising. Our financial auditors are Nyman Libson Paul and we use Quickbooks, an accounting software package, to manage our finances. We won’t share your data with any other third parties without your permission.
In addition, we will keep a record of your name and fundraising history to develop and improve our relationship with you, for example by thanking you for the total amount you have raised through different events. We will keep this and all of the above information for as long as we have a relationship with you or for six years after your most recent donation of funds you have raised, whichever is later. As the legal basis for our use of your data is legitimate interest, all of the rights available to you under GDPR apply to you, and you have the right to ask us not to do this – please email info@medicinema.org.uk or call 020 7188 3697 to do so.
Applicants for Challenge Event Places
In addition to the above, when you apply for one of our challenge event places, such as for the Virgin London Marathon, we will collect certain information about you (date of birth, employer, social media information, previous events you’ve done and how much you’ve raised) via the application form and follow-up phone call to help us make our decision about whether or not to give you a place and enter into a contract with you. We will use the customer relationship management system, Salesforce, to securely store this information and will keep it and the nature of our relationship with you for six years after we’ve made our decision if you are successful, and three months after we’ve made our decision if you aren’t. We won’t share your data with any other third parties without your prior permission. You do not have to provide all the information we ask for, but the more you provide the more informed our decision will be. This does not affect your rights under GDPR, the first five of which apply to you, as the legal basis for our use of your data is contract fulfilment.
We will also keep a record of the fact that you have applied for a challenge event place for six years to develop and improve our relationship with you. As the legal basis for our use of this data is legitimate interest, all of the rights available to you under GDPR apply to you. If you’d rather we didn’t keep a record of this please let us know by emailing info@medicinema.org.uk or calling 020 7188 3697 at any time.
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PEOPLE WHO GIVE FINANCIALLY
It is only thanks to the generosity of our donors that we’re able to run any of our screenings. Thank you so much for your support.
You can elect to give a donation to MediCinema by contacting us on social media, over the phone or by email. We will then collect your identifying data to let you know how you can donate to MediCinema (sending a cheque; making a BACs transfer; providing your debit/credit card details over the phone, in person or via a pledge card; or online through our website or an online giving platform such as JustGiving) and answering any specific questions you may have, e.g. which address to send a cheque to or what our bank details are if you’d like to make a BACs transfer.
If you choose to donate with your credit/debit card via pledge card or over the phone, we will collect your debit/credit card details, including your name, credit/debit card number, expiry date, security code and billing address to process your payment and fulfil this contract with you. We will not pass your financial information on to any third parties, and we will not make a note of your financial details. We will shred the card machine receipt or pledge card once the donation transaction has been processed. Please note, when you donate through our website, your card details are processed by Stripe who do not pass them on to us.
In addition, if you provide your contact details when you donate, including on our website, by completing a pledge card or on a letter with a cheque, we will use your name and email address to identify you and contact you about your donation, including to thank you, and your postal address and phone number to update you on the real difference your support makes and other ways you could help us bring the magic of MediCinema to patients throughout the UK. In addition, where your donation is relevant to a fundraising activity, we may share your data with those organising the activity so that they could contact you about it, including with details about the activity. However, we won’t use your email address for any other reason, including sending you our e-newsletter (unless you specifically sign up to receive it – please see the section Those Signed Up To Receive Our E-newsletter), and you can opt out of any or all MediCinema communications from us at any time. To do so, please email info@medicinema.org.uk or call 020 7188 3697. Please see the Post and Phone section for more details. If you choose to provide your employer name or occupation, we will use this information to make the most of your support and connections and ensure a joined-up approach to fundraising.
If you make a donation through JustGiving, they will only pass your personal details (name, email address, postal address) on to us if you have given your consent for them to do so, which means if you don’t give your consent your donation to us will be anonymous and we won’t be able to thank you. If you make a donation through Everyday Hero or Virgin Money Giving, they will pass on your personal details (name, email address, postal address, phone number) and whether or not you’ve opted in to further communications. If you haven’t, we will use your contact details to thank you for your donation, but we won’t use your email address for any other reason, including sending you our e-newsletter (unless you specifically sign up to receive it – please see the section Those Signed Up To Receive Our E-newsletter), and you can opt out of any or all postal communications from us at any time. To do so, please contact email info@medicinema.org.uk or call 020 7188 3697. Please check other online giving platforms for information on what they share with us when you donate. If you consent to further communication from us through any online giving platform, we will add you to our e-newsletter list – please see the section Those Signed Up To Receive Our E-newsletter for more information.
We will also keep a record of your name, contact details and any other personal information you provide, unless you ask us not to, and use your donation history to develop and improve our relationship with you, for example by thanking you for the total amount you have given and letting you know what this has enabled us to achieve. We will keep this information and your contact details for as long as we have a relationship with you and review this every two years if your donation is under £50, and every six years if it is £50 or over.
As the legal basis for us using your contact details and card payment details is legitimate interest, all of the rights available to you under GDPR apply to you. However, when you make a donation to MediCinema, we are legally required to keep a record of the amount you’ve donated, and should you ask us to restrict the money you’ve raised for a specific use, we will also need to keep a record of this for six years from the end of the financial year in which you made a donation. As the legal basis for our use of this data is legal obligation, only the first four rights under GDPR will apply. Our financial auditors are Nyman Libson Paul so we will share your data with them, we also use Quickbooks, an accounting software package, to manage our finances. We use Donorbox and Stripe or Paypal to process your donation when you donate on our website, and the customer relationship management system, Salesforce, to securely store your information, but we won’t share your data with any other third parties without your prior permission.
Gift Aid
To process gift aid claims, we need to collect your first name, surname, home postal address, donation amount and signature and share this information with HMRC. We will collect this information by our gift aid declaration form, pledge card or when you donate through our website or an online giving platform such as JustGiving. We use Donorbox and Stripe or Paypal to process donations on our website and the customer relationship management system, Salesforce, to securely store your data, but we won’t share your data with any other third parties without your prior permission. We also need to keep a record of your gift aid declaration, including all this information, for six years after the end of the financial year in which we received your most recent applicable gift. You are obliged to provide this information for us to claim Gift Aid, and if you do not, we won’t be able to claim. As the legal basis for our use of your data is legal obligation when claiming gift aid, only the first four rights under GDPR apply to you.
If you provide your postal address so we can claim gift aid, we may use it to contact you by post. You can opt out of any or all postal communications at any time by emailing info@medicinema.org.uk or calling 020 7188 3697. Please see below for full details.
Post and Phone
At MediCinema we are so grateful for your support and want to thank you and share with you the real difference it makes to our patients. If you provide your postal address through a pledge card, our website, an online giving platform, such as JustGiving, any other form or survey or in conversation with us, either over the phone or by email, we may use it to send thank you letters, invitations to events, and publications about our work, the difference your support has made and other ways you could support us, such as our annual review or Christmas appeal letter. If you provide your phone number in any of the same ways, we may use it to communicate with you in the most efficient way about your support, the difference it makes and how else you might be part of our mission to help people feel better with film.
We will use the customer relationship management system, Salesforce, to securely store your information and work out which communications it is appropriate for you to receive but won’t share your data with any other third parties without your prior permission. The length of time we will keep your name, postal and address and phone number will depend on the nature of our relationship with you – please see any other relevant sections of this document. As the legal basis for us using your data is legitimate interest, all of the rights available to you under GDPR apply to you.
You are not obliged to provide your data – if you choose not to we won’t be able to contact you by post. You can opt out of any or all postal communications at any time. To do so, please email info@medicinema.org.uk or call 020 7188 3697.
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PEOPLE WHO MAY WISH TO GIVE A TRANSFORMATIONAL GIFT
MediCinema is growing with ambitions to double the number of sites and triple the annual number of people we reach by 2025, but to achieve this growth we need to double our annual income from £500,000 to £1million. In 2017 almost £100,000 of our income came from individuals and the gift aid we were able to claim on their donations. The contribution you make to this is essential, especially at this time, and we are grateful for every gift we receive – thank you.
If you are in the fortunate position of being able to make large gifts and might wish to give a transformational gift to MediCinema, it is important for us to be able to identify you so we can work with you to ensure your gift has the most impact in the way that works best for you.
An effective way of identifying you is to build a profile of people who currently support us and those who may wish to do so using the information our supporters provide (name, employment history, donation amount, relationships) and adding publicly available information to this. We would then reach out to you, asking others we know to introduce us or using publicly available contact details (for example, those listed on your company’s website) when we don’t already have a relationship with you.
Often the best way for us to get to know each other is for us to meet face-to-face, either at one of our events or at any time or place which suits you. If you’d like to meet us and find out more about MediCinema and the difference your support could make, we will use it as an opportunity to find out more about you. To ensure we don’t forget anything important, we will make a note of any key information which we will store in a biography on our server, and keep this for six years. If you’d rather we didn’t do this, please let us know. We will keep basic information about you (your name, contact details, employment history, relationships with any of our other contacts and why we have your data) on our customer relationship management system, Salesforce, for six years, but we won’t share your data with any other third parties without your prior permission.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You can opt out of us using your data at any time, and if you’d rather we didn’t find information about you or build a biography for you, please email info@medicinema.org.uk or call 020 7188 3697.
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PEOPLE WHO SUPPORT US THROUGH THEIR CONNECTIONS
MediCinema is growing with ambitions to double the number of sites and triple the annual number of people we reach by 2025, but to achieve this growth we need to double our annual income from £500,000 to £1million. The role you play in introducing us to people who may be able to help us, whether that’s through their organisation or in a personal capacity, is essential. Thank you so much.
If you support us in this way, we will keep certain data about you, provided through email, phone and face-to-face conversations, so we can keep in touch with you and make the most of your support. Specifically, we will keep your contact details (name, email, phone, address), employment history (so we know which or our partner organisations you’re involved with), details of your relationship with us and any personal information you share with us, especially who you know and how. We will store basic data on our customer relationship management system, Salesforce, with more detail in a biography on our server, and keep this for the duration of our relationship with you, which we will review every six years. We won’t share your data with any other third parties without your prior permission.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You are not obliged to provide your personal data, but if you don’t, you won’t be able to support us through your connections. You can opt out of us using your data at any time, and if you’d rather we didn’t build a biography of you, please email info@medicinema.org.uk or call 020 7188 3697 to do so.
We are truly grateful to you for sharing your contacts with us, and care as much about their data privacy as yours. For this reason, we will always be transparent with them about where we received their information and ask you to make sure they are happy for you to share their contact details with us and/or make the introduction.
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HIGH PROFILE SUPPORTERS
Our high profile supporters, who may have a formal relationship as a patron or ambassador, play a vital role in helping us spread the word about MediCinema to raise our profile and grow our income from fundraising events and individuals, including those able to make a transformational gift. Thank you for being part of our mission to help people feel better with film.
When you agree to be named as a MediCinema supporter, including as a patron or ambassador, you agree to support us through a variety of means, which may include attending events or screenings, endorsing appeals and approving quotes and photos for us to use in marketing. To enable you to fulfil this agreement, we have a legitimate interest to collect and store your name, contact details (including address, email and phone number) and the nature of our relationship with you so we can tell you about opportunities to support MediCinema.
We also collect and store your relevant employment history and some personal details as provided by yourself during conversations with you. We do this to get to know you better, improve our relationship with you and to ensure we only offer you appropriate opportunities to support us. To improve on this, we may add publicly available information to the information you provide us with. To ensure we don’t forget anything important, we will make a note of any key information which we will store in a biography on our server, and keep this until the end of our relationship with you. If you’d rather we didn’t do this, please let us know. We will keep basic information about you (your name, contact details, employment history, relationships with any of our other contacts) on our customer relationship management system, Salesforce, until the end of our relationship with you and review this every six years.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You are not obliged to provide any of your personal data, but if you do not you won’t be able to fulfil your agreement with us as a patron or ambassador as we won’t be able to tell you about opportunities to support us. You can opt out of us using your data at any time, to do so please contact our Executive Assistant, Sarah Hue, by emailing sarah.hue@medicinema.org.uk or calling 020 7188 3697 – please ask for Sarah as the access to your personal data is strictly restricted to herself and our Senior Leadership Team.
We take the security of your personal data very seriously. Access to it is strictly limited to the Senior Leadership Team and Executive Assistant. We won’t share your data with any third parties (other than our customer relationship management system, Salesforce, where it is securely stored using password protection and additional access restrictions) without your prior permission, and no-one else within or outside MediCinema will have access to your personal data.
Potential High Profile Supporters
MediCinema is growing with ambitions to double the number of sites and triple the annual number of people we reach by 2025, but to achieve this growth we need to raise our profile and double our annual income from £500,000 to £1million. To help us do so, we are keen to engage new high profile supporters, including patrons and ambassadors, to spread the word about MediCinema so those who may wish to help us, particularly by making a transformational gift, know about us.
The main way we identify potential high profile supporters is through our mutual contacts, such as your agent/publicist. We may also have relationships with other people, e.g. in the film industry, who suggest we approach you or offer to put us in touch with you. To help us only approach those who are likely to have an interest in MediCinema, we build a profile for each potential high profile supporter using information provided by your agent, other mutual contacts and adding publicly available information to this. These biographies contain information on your filmography/employment history and other personal details where relevant. They enable us to get to know you better so we can make a more informed approach.
We would then reach out to you, often through your agent/publicist, or using publicly available contact details (for example, those listed on your company’s website) when we don’t already have a relationship with you.
Often the best way for us to get to know each other is for us to meet face-to-face, either privately, at one of our events or at any time or place which suits you. If you’d like to meet us and find out more about our cinemas and the difference your support could make, we will use it as an opportunity to find out more about you. To ensure we don’t forget anything important, we will make a note of any key information which we will add to your biography on our server. If you’d rather we didn’t do this, please let us know. We will also keep basic information about you (your name, contact details, employment history, relationships with any of our other contacts and why we have your data) on our customer relationship management system, Salesforce, but we won’t share your data with any other third parties without your prior permission. We will keep information about you for as long as you might have an interest in supporting MediCinema, which we will review every six years.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You can opt out of us using your data at any time, and if you’d rather we didn’t find information about you or build a biography for you, please contact our Executive Assistant, Sarah Hue, by emailing sarah.hue@medicinema.org.uk or calling 020 7188 3697 – please ask for Sarah as the access to your personal data is strictly restricted to herself and our Senior Leadership Team.
We take the security of your personal data very seriously. Access to it is strictly limited to the Senior Leadership Team and Executive Assistant. We won’t share your data with any third parties (other than our customer relationship management system, Salesforce, where it is securely stored using password protection and additional access restrictions) without your prior permission, and no-one else within or outside MediCinema will have access to your personal data.
Agents, Publicists and Personal Assistants
As an agent of one or more of our current or potential high profile supporters, including patrons or ambassadors, we will process your contact details (specifically your name, work email, job title and organisation, and your phone number and postal address if available) and client list (collected from online databases, conversations with you via phone or email, or information available on your website or social media channels), to liaise with you about your client(s). We will keep this data on our customer relationship management system, Salesforce, for as long as you represent at least one of our current or potential high-profile supporters, which we will review every six years, and restrict access to our key senior personnel and Executive Assistant. We won’t pass it on to any other third parties without your prior permission, and no-one else within or outside MediCinema has access to your personal data.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You can opt out of us using your data at any time, please email info@medicinema.org.uk or call 020 7188 3697.
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TRUSTEES
MediCinema is incredibly fortunate to be governed by a board of trustees with a wealth of experience. Thank you so much.
To enable you to be a fully effective trustee of MediCinema, we will keep certain data about yourself and collect it though conversations with you, both face-to-face, over the phone and via email. Specifically, we will keep your contact details (name, email, phone, address), the nature of our relationship with you, employment history (so we know which or our partner organisations you’re involved with) and any personal information you share with us, especially who you know and how. We will store this data on our customer relationship management system, Salesforce, with more detail in a biography on our server, and keep this for the duration of your role and three years after you step down.
We are legally obliged to provide your name and role in our audited finances so we will share your name with our auditors, Nyman Libson Paul. We are also required to share your details with the Charities Commission and Companies House. Please note our accounts are publicly available through both of these, but we won’t directly share any of your personal information with any other third parties without your prior permission.
As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. However, you can only restrict the data we hold on you to a certain point – we are legally required to keep a record of the names of our trustees.
Potential Trustees
At this exciting time of growth, MediCinema is refreshing our board to ensure we have the right people in place to lead and govern us through the years ahead.
If you have the skills and experience we need on our board and may be interested in becoming a trustee, it is important for us to be able to identify you. The main way we do this is through our mutual contacts, who will provide your contact details (name, work email, phone number) and certain information about your employment history and qualifications if you are interested in becoming a trustee. We may also supplement this information with our own research from publicly available sources so we can make an informed decision as to whether or not to make an approach and to help build our relationship once we do. We would then reach out to you, usually through our mutual contact, but occasionally using publicly available contact details (for example, those listed on your company’s website) when we don’t already have a relationship with you.
Often the best way for us to get to know each other is for us to meet face-to-face, either at one of our events or at any time or place which suits you. If you’d like to meet us and find out more about MediCinema and the difference your support as a trustee could make, we will use it as an opportunity to find out more about you. To ensure we don’t forget anything important, we will make a note of any key information which we will store in a biography on our server. If you’d rather we didn’t do this, please let us know. We will keep basic information about you (your name, contact details, employment history, relationships with any of our other contacts and the nature of our relationship with you) on our customer relationship management system, Salesforce, but we won’t share your data with any other third parties without your prior permission. We will keep your information for as long as you might have an interest in becoming a MediCinema trustee, which we will review annually.
As the legal basis for our use of your data is that it is required to enter a contract, the first five rights under GDPR apply to you. You don’t have to provide the information we ask for and you can ask us not to find information or build a biography about you (please email info@medicinema.org.uk or call 020 7188 3697 to do so), but it will affect our ability to assess you as a potential trustee and you may not be able to join our board.
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APPLICANTS FOR PAID AND VOLUNTARY ROLES
MediCinema could not bring the magic of cinema to a single patient without our team of amazing people. Thank you so much for wanting to join us as a staff-member or volunteer.
When you apply for a role at MediCinema via email, an online application form, or through a recruitment agency, we will need to process your contact details (name, address, email, phone), employment history, qualifications, and anything else which is relevant to your application. We’ll use the contact details you give us to contact you regarding your application and the other information to assess your suitability for the role so we can decide whether or not to offer you a contract. We will keep your contact details and the nature of our relationship with you for six years and the rest of your information for either the duration of your role or three months if you don’t join the team. We use the customer relationship management system, Salesforce, to securely store your contact details but won’t share your information with any other third parties without your prior permission, except for your referees if we offer you a contract.
As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. You don’t have to provide what we ask for but it may affect your application if you don’t.
If we make you an offer, we will also use the contact details of your referees, as provided by yourself, to obtain two references. If you will be working/volunteering directly with patients and their families, we will also run a DBS check to ensure their safety.
For full details of the data we process once you are a staff-member/volunteer, please refer to the staff/volunteer handbook.
Referees
If someone puts you as their referee for a position at MediCinema, including volunteers and nurses, we will use the contact details (name, email address, phone number) provided by them so you can provide a reference. We will keep your contact details for one year and won’t share it with any third parties without your prior permission. As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. You are obliged to share your information with us for us to enter into a contract with the person for whom we need a reference, and we won’t be able to do so if your information is not shared with us.
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NURSES
Nurses are essential to keep all our patients safe, and we couldn’t run our screenings without your expert care. Thank you so much.
We need to process certain information about you so you can fulfil your contract with us. Specifically, we need your contact details (name, address, email, phone) and the nature of our relationship with you so we can be in touch with you about shifts, a reference before we first engage you so we can ensure your suitability and the safety of our patients, and your bank details, including the name of your bank, your account number, sort code and billing address, so we can pay you for the shifts you do. We will collect this information via the nurse engagement letter and nurse invoice form, both of which we are legally obliged to keep on file for six years after the end of the financial year in which you were paid/engaged. We won’t share your information with any third parties without your prior permission, except for your referee with whom we will only share your name and the fact that you would like to be engaged by us. We will keep your contact and bank details for six years after the end of the financial year in which your last engagement/payment was and your reference for one year.
As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. You are obliged to share your information to work with us and we won’t be able to engage you as a nurse if you do not.
We will also keep a record of what you have been paid and when for six years from the end of the financial year in which you were paid. This is because we are legally obliged to keep a record of this information for our financial audit. For the same reason we will share this data with our auditors, Nyman Libson Paul, and we use Quickbooks, an accounting software package, to manage our finances, but we won’t share your information with any other third parties without your prior permission. As the legal basis for our use of this data is legal obligation, only the first four of your rights under GDPR apply to our processing of this data.
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FREELANCERS, PAID AND VOLUNTEER
If you work with MediCinema in a paid/unpaid freelance capacity, such as as a photographer, you enter a contract with us and we will need to process your personal data so we can both fulfil this contract. We will process your contact details (name, organisation if application, job title if applicable, email address and phone number), the nature of our relationship with you and may also process your bank details, including your bank name, account number, sort code and billing address, to pay your invoice. We will collect this information from emails and verbal conversations with you, your business card or your invoice. We will keep your contact details on our customer relationship management system, Salesforce, for two years after your last contract with us and won’t share it with any other third parties without your prior permission.
As the legal basis for our use of your data is contract fulfilment, the first five rights under GDPR apply to you. You are obliged to provide your personal data to enter into a paid/unpaid freelance work contract with us and we cannot enter into a contract with you if you do not provide it.
We will also keep a record of what you have been paid and when for six years after the end of the financial year in which you were paid. This is because we are legally obliged to keep a record of this information for six years after the financial year for our financial audit. For the same reason we will share this data with our auditors, Nyman Libson Paul, but we won’t share your information with any other third parties without your prior permission. As the legal basis for our use of your data is legal obligation, only the first four of your rights under GDPR apply to our processing of this data because it is a legal obligation for us to process it.
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CONTACTS AT OUR PARTNER ORGANISATIONS
MediCinema is grateful for all our partners and love working with you. Thank you so much for all you do, whether you’re a contact in healthcare, the film industry, or another field.
To be able to work with you, we will need to process your contact details, specifically your name, work email, organisation, job title and phone number, and details regarding the nature of our relationship with you and your organisation. We will collect this information via emails with you or your colleagues, calls with you or your colleagues, and your business card. We will keep this data on our customer relationship management system, Salesforce for the duration of our working relationship with you, review this every three years and won’t pass it on to any other third parties without your prior permission.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You can opt out of us using your data at any time, please email info@medicinema.org.uk or call 020 7188 3697 to do so.
If you would like to keep in touch with us when you leave your organisation, you are more than welcome to do so. If you give us your home postal address we will use it to send you postal communications unless you ask us not to. You can opt out of any or all postal communications at any time by emailing info@medicinema.org.uk or calling 020 7188 3697. Please see the Post and Phone section for more details. If you give us your personal email address or new work email address we will continue to be in touch with you, but we won’t sign you up to receive our e-newsletter unless you give us your consent to do so.
Media Contacts
MediCinema is keen to raise awareness about the real difference we make to patients’ lives so more patients can benefit. To help us raise awareness we welcome exposure in the media and will take a pro-active approach to this. To do so, we will use your contact details (name, work email address, work phone number) to submit press releases and be in touch about potential stories. We will collect these details through media contacts databases, conversations with you via phone or email, or information available on your website or social media channels. We will store your data on our customer relationship management system, Salesforce for the duration of our working relationship with you and won’t pass it on to any other third parties without your prior permission, however we may disclose our relationship with you to media agencies who already have your details.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You can opt out of us using your data at any time, please email info@medicinema.org.uk or call 020 7188 3697 to do so.
Contacts at Potential Partners
MediCinema is growing with ambitions to double the number of sites and triple the annual number of people we reach by 2025, but to achieve this growth we need to double our annual income from £500,000 to £1million. To help us do so, we are keen to engage new partners.
The main way we identify potential partners is through our existing partners and connections, as well as connections we make at networking events. We will supplement this with our own research from publicly available sources. We would then reach out to you using publicly available contact details (for example, those listed on your company’s website).
To develop our relationship with you and your company as a potential partner, we will process your name, organisation, employment history, work email address, work phone number and the nature of our relationship with you and your company. We will store this data on our customer relationship management system, Salesforce, and will keep it for two years after our last contact. We won’t share it with any other third parties without your prior permission.
Under GDPR, you have certain rights about the processing of your data. As the legal basis for us using your data is legitimate interest, all of these rights apply to you. You can opt out of us using your data at any time, please email info@medicinema.org.uk or call 020 7188 3697 to do so.
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CONTACT US
Should you have any questions or concerns about our Privacy Policies or the ways we process your data, please contact our data protection representative, Paul Giggal, Director of Operations, by calling 020 7188 3697 or emailing paul.giggal@medicinema.org.uk.
REPORT A CONCERN
You can also report your concern to the Information Commissioner’s Office (ICO) by submitting a brief online form on their website.
THIRD PARTIES’ PRIVACY POLICIES
As specified above, we do sometimes have to share your data with third parties, but we won’t share your data with any other third parties without your prior permission. Please find links to the Privacy Policies of all the third parties specified in this document below:
dotdigital
Salesforce
Survey Monkey
Quickbooks
Nyman Libson Paul
Donorbox
Stripe
Paypal
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