Privacy policy
This policy explains how Healthwatch Doncaster collects and uses personal information when you use our website, contact us, or engage with our services. We respect your privacy and process data lawfully, fairly, and transparently.
At a glance
Data protection contact: Use the details below for privacy questions or requests.
01302 965450 info@healthwatchdoncaster.org.uk1. Controller & scope
Healthwatch Doncaster (“we”, “us”, “our”) is the independent champion for people who use health and social care in Doncaster. For the processing described in this policy, we are the data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to information we collect through our website, by email, telephone, post, social media, at events, or when you take part in surveys, engagement, or feedback activities we run. It does not replace privacy information provided for specific projects where we give you a separate notice (for example a dedicated survey privacy notice).
We work with a host organisation that provides administrative support. Where they process personal data on our instructions, they act as a processor. Their use of your data in that role is governed by contract and this policy.
2. Personal data we may collect
Depending on how you interact with us, we may process the following categories of information.
Website and technical data
When you visit our site we may process IP address, browser type, device type, approximate location (derived from IP), pages viewed, and referring URLs. Some of this is collected via cookies and similar technologies as described in our cookie policy.
When you contact us
If you email, call, message, or write to us, we may keep your name, contact details, the content of your message, and records of our correspondence.
Engagement, feedback, and research
If you share experiences, complete a survey, attend a listening event, or sign up for updates, we may process your name, contact details, demographic information you choose to provide, and your views or story. Occasionally this may include special category data (for example health-related information) where you voluntarily share it; we explain how we protect that below.
Newsletters and marketing
If you subscribe to updates, we process your email address (and name if provided). We only send marketing-style emails where the law allows (typically with your consent), and you can unsubscribe at any time.
Health information. If you tell us about your health or care, we treat that information with extra care. We only use it for the purposes we explain at the time (such as understanding local experiences or signposting you to support), and we apply appropriate safeguards required for special category data.
3. Why we use your data
We only process personal data where we have a valid “lawful basis” under UK GDPR.
- Legitimate interests — to run our charity, improve our website, respond to enquiries, understand themes in feedback (often in aggregated or anonymised form), and keep our records. We balance our interests against your rights; you can object in some cases (see section 6).
- Consent — where we ask for clear consent (for example non-essential cookies, certain emails, or optional survey questions). You may withdraw consent at any time without affecting processing that took place before withdrawal.
- Contract — where we need data to perform an agreement with you (for example delivering a service you have signed up for).
- Legal obligation — where we must comply with law (for example safeguarding, regulatory requests, or accounting).
- Vital interests — rarely, if we need to protect someone’s life.
Where we process special category data, we rely on an additional condition in UK law, such as explicit consent, substantial public interest (where applicable to our charitable health and care functions), or information manifestly made public by you, depending on the context. We will point you to the relevant notice when we collect that information.
4. How long we keep data & who we share with
We keep personal data only for as long as needed for the purposes we collected it, including legal, reporting, or complaint-handling requirements. Retention periods vary: for example, general enquiries may be kept for a limited period after we close your case; project-specific data follows the retention schedule set out in that project’s privacy notice.
We may share data with:
- Service providers who help us operate (for example website hosting, email delivery, survey tools, IT support), under written terms that require them to protect your data and use it only on our instructions;
- Professional advisers (for example lawyers or accountants) where necessary;
- Regulators or authorities where we are legally required or where disclosure is necessary to protect vital interests.
Some providers may process data outside the UK. Where they do, we ensure appropriate safeguards (such as the UK addendum to standard contractual clauses or adequacy regulations) are in place where required.
5. Your data protection rights
Access & portability
You can ask for a copy of the personal data we hold about you and, in some cases, receive it in a structured, machine-readable format.
Rectification & erasure
You can ask us to correct inaccurate data or delete data where we no longer have a lawful reason to keep it.
Restriction & objection
You can ask us to limit certain processing, or object to processing based on legitimate interests (including profiling).
Withdraw consent
Where we rely on consent, you can withdraw it at any time (for example via unsubscribe links or by contacting us).
To exercise any right, contact us using the details in section 7. We will respond within one month in most cases (we may extend this for complex requests, as permitted by law). You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.
6. Security & automated decisions
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or alteration. No method of transmission over the internet is completely secure; we encourage you to use secure channels when sending sensitive information.
We do not use solely automated decision-making or profiling that produces legal or similarly significant effects on you in relation to the activities described in this policy.
7. How to contact us & updates
For any privacy question, concern, or rights request, please contact:
Healthwatch Doncaster
Oakwood Surgery, Masham Road, Doncaster, DN4 6BU
United Kingdom
Email: info@healthwatchdoncaster.org.uk
Telephone: 01302 965450
We may update this policy from time to time. The “Last updated” date at the top of the page will change when we do. For significant changes we will take reasonable steps to draw attention to them (for example a notice on our website).
Our terms & conditions and cookie policy provide additional information about using this website.
Questions about your data?
We are happy to explain how we use information or help you exercise your rights.