At ESCAPE-pain, we are committed to protecting your privacy. This policy is made in the light of the requirements of the UK GDPR and the Data Protection Act 2018, which we take very seriously.
Please note that ESCAPE-pain itself is not a legal entity and does not hold a legal standing as a data controller or as a data processor. ESCAPE-pain is hosted by the medical charity, Orthopaedic Research UK, who act as the Data Controller for all ESCAPE-pain data. You can find more about Orthopaedic Research UK here. All references to “we”, can be interpreted as the ESCAPE-pain team at Orthopaedic Research UK.
We will store your data securely, with appropriate safeguards in place to protect your information against unauthorised or unlawful processing. If you have any questions about the policy, please write to us at ESCAPE-pain, Orthopaedic Research UK, Furlong House, 10A Chandos Street, London W1G 9DQ or by email: ESCAPEfirstname.lastname@example.org.
How do we collect information?
We will obtain personal information from you when you visit our website, enquire about our activities, enrol as a ESCAPE-pain facilitator or trainer, register outcomes with us as a patient of the ESCAPE-pain programme, register with us through the ESCAPE-pain app, sign up to our e-newsletter, make a donation to us or otherwise provide us with personal information through correspondence or engagement with us.
What information do we collect?
The types of information collected will differ depending on your engagement with ESCAPE-pain. The information collected may include: cookies, name, date of birth, e-mail address, gender, first 3 digits of postcode, job title, organisation affiliation, telephone number and credit/debit card details and only where you consent to provide it, some sensitive personal data such as ethnicity and healthcare data.
How do we use this information?
We will use your personal information to provide you with the services, products or information you have requested, for administration purposes and, if you have given consent, for fundraising purposes.
Where your information has been provided for the purposes of the ESCAPE-pain programme, we will use your personal data to allow the proper function and facilitation of the programme, by providing all the relevant information to our partners and trainers as well as retaining certain patient data to properly analyse and manage the effectiveness of the programme.
We will not sell or swap your details with any third parties but we may share your information with our service providers, agents and associated organisations authorised to act on our behalf to provide the services you have requested.
For instance, when you order literature, buy goods or donate, we may need to pass your information to companies who may provide warehousing, order processing, payment processing and other services for us. However, they can only use your information to deliver those services.
We will not share your personal information with third parties or used in any other way other than described in this policy, unless required by law.
Where your personal information has been captured by consent, you can withdraw your consent at any time by contacting ESCAPE-pain, Orthopaedic Research UK, Furlong House, 10A Chandos Street, London W1G 9DQ or by email at ESCAPEemail@example.com.
Our Data Retention Policy
All fundraising, events, newsletter and volunteering information is kept for 7 years from the time of your last contact.
How do we protect personal information?
When you give us personal information, we take steps to ensure that it’s treated securely. We use a secure server when you make a donation via our ORUK website. We also take appropriate measures to ensure that all the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is given.
Unfortunately, no data transmission over the Internet is 100% secure. While we make every reasonable effort to ensure that information sent to us is done so securely, we cannot warrant the security of information transmitted to us through the internet. When you transmit information to us via the internet, you do so at your own risk.
Use of ‘cookies’
Your cookies will be used for strictly necessary purposes in order for our website to run effectively and for you (as the viewer) to be able to access the website.
ESCAPE-pain also has the functionality to collect analytical and Advertisement cookies.
- Analytical (also statistical cookies) collect information about how a viewer uses a website, such as which pages you visit, and which links a viewer clicked on. Analytical cookies track when a viewer visits a site for the first time, as well as when they are a return viewer to the site. These cookies also track how long a viewer spends on a site at a given time. These cookies also track what link a viewer clicked on to access the site, and what keywords (if any) were used to generate the search. However, none of this information can be used to identify a person. It is all aggregated and, therefore, anonymised.
- Advertisement cookies are used to provide visitors with relevant advertisements and marketing campaigns. These cookies will store information about how a user uses the website to present them with relevant advertisements according to the user profile.
Even though analytical and advertisement cookies will not be able to identify you as a person, it is possible for you to opt-out of having any analytical and advertisement cookies being collected when you visit our website, and you can do so by utilising our cookie banner.
What is our lawful basis for processing your personal data?
We rely on the following lawful bases to process your personal data under Article 6 of the UK GDPR:
- Article 6(1)(a) – consent;
- Article 6(1)(e) – public interest;
We also collect some special category data. Special category data, such as data concerning the physical health of an individual requires its own category of processing under Article 9 of the UK GDPR. For special categories of data, we rely upon the following legal bases:
- Article 9(2)(a) – consent;
- Article 9(2)(h) – provision of health or social care.
Will we share/ disclose the information we collect with third parties?
The only third parties whom your personal data may be shared with will be third parties which Orthopaedic Research UK has a contractual relationship with. These third parties will act as a the Data Processor and handle the data on explicit contractual and legal obligations on behalf of us. Any information we share with third party organisations will be the absolute minimum personal data required in order for them to provide the relevant service. All associated organisations are to satisfy our criteria for information security and data protection.
As part of our newsletter communications, we use a processor for the purpose of sending newsletter communications to individuals who have consented into receiving the newsletter.
The processor we use for this service is Mailchimp (The Rocket Science Group LLC), who are based in the United States of America. As such, the data will be transferred outside of the EEA. However, we do have in place Standard Contractual Clauses (for the transfer of personal data to processors established in third countries under Directive 95/46/EC) in place with our data processing agreement with Mailchimp. This allows us to lawfully transfer the required data to Mandril/Mailchimp even though they operate outside of the EEA. As someone who has signed up to the newsletter, you are able to opt-out of this at any time by emailing ESCAPEfirstname.lastname@example.org.
We may need to disclose your information if required to do so by law. We do not sell or share personal details to third parties for the purpose of marketing.
How can I access and update my information?
If your personal details change, please help us to keep your information up to date by notifying us at:
ESCAPE-pain, Orthopaedic Research UK, Furlong House, 10A Chandos Street, London W1G 9DQ or by email at ESCAPEemail@example.com.
The accuracy of your information is important to us. We will correct or remove information we hold about you which you tell us is inaccurate.
Under the UK GDPR you have the right to ask for a copy of the information we hold about you without charge and to have any inaccuracies in your information corrected. Such requests need to be made in writing to the address above. Kindly contact us to obtain the ‘Subject Access’ Form.
Your personal data rights
You can find out more information around your rights by visiting the Information Commissioner’s Office website at the following link: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
Despite any changes we make to this privacy statement we will always use your personal data for the purposes we outline unless you give your express consent for us to do otherwise, and in accordance with the UK GDPR.
Raising a question or making a complaint
Should you have any queries about how your information is used, or if you have any questions or concerns on how your information is used, please contact ESCAPEfirstname.lastname@example.org
If you still remain unhappy with the answers provided, after engaging with the team above, you can make a complaint directly to Orthopaedic Research UK’s Data Protection Officer at: email@example.com
Alternatively, if we are unable to resolve a complaint you have with us, you also have the right to contact the Information Commissioner’s Office:
Information Commissioner's Office
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
Page last reviewed: 10 October 2021. Page last updated: 10 October 2021. Next review date: December 2021