The Friends of
Conquest Hospital

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Privacy Policy

Who we are:

The Friends of Conquest Hospital CIO are a registered Charity, registration number 1183652.

This Privacy Policy explains how we protect your privacy and how you can control the way we use your personal information.

If you have a question about how your personal information is used, please contact us by email, or write to us The Friends of Conquest Hospital, Conquest Hospital, The Ridge, St Leonard’s on Sea, East Sussex TN37 7RD.

We collect personal information about you:

  • When you fill in a form on our website, www.conquestfriends.co.uk, or contact us via phone or email to become a Friend of Conquest Hospital.
  • When visitors leave comments on our site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
  • An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
  • If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

What personal information do we hold about you?

We normally ask you to provide us with:

  • Your name
  • Your contact details including your address, phone number and email address
  • Details of how you would like us to contact you.

Our legal basis for using your personal information

  • Fulfilling your membership contract: When you become a member of The Friends of Conquest Hospital you are asked to give your consent for us to contact you about the Friends of Conquest Hospital. By opting in you are giving your permission for us to process your data using ‘consent’ as our legal basis. If you have given consent to our use of your personal information, you are entitled to withdraw this consent at any time. The information we collect from you is necessary to allow us to fulfil our contract and communicate the information you need to fully enjoy your period of membership, such as providing you with membership events and meetings to which you are entitled to attend and to advise you of renewal dates and to tell you about our latest news and events.
  • Consent to contact you: When you opt in to receiving information from us, you are giving your consent for us to contact you about the Friends of Conquest Hospital. By opting in you are giving your permission for us to process your data using ‘consent’ as our legal basis. If you have given consent to our use of your personal information, you are entitled to withdraw this consent at any time.

How we use your personal information

We use the personal information you provide to handle the administration of your membership and/or to communicate with you. This may include alerting you about meetings and events, appeals, news and other matters which may be of interest relating to the activities of The Friends.

Sharing your personal information

We respect your privacy and will not share, sell or lease your personal information. The information you provide us may only be accessed by our teams for The Friends of Conquest Hospital purposes.

Where we use trusted suppliers to help us deliver our service to you, we allow the supplier concerned limited access to the personal data they need to provide their service.

All personal information sent to our trusted suppliers is transferred securely and they are not allowed to use your information for their own business purposes.

Your rights regarding our use of your personal information

You have the following rights:

  • To know that your data is being processed
  • To access your personal data
  • To have your information corrected if inaccurate
  • To request that your data be erased

Accessing your Data

You have the right to request a copy of the information that we hold about you. We will provide this to you free of charge once we have confirmed your identity within 30 days of receipt of your request. If you would like a copy of some or all of your personal information, please email, or write to us, The Friends of Conquest Hospital, Conquest Hospital, The Ridge, St Leonard’s on Sea, East Sussex TN37 7RD.

Unless you specify otherwise we will provide your information electronically.

How we keep your personal information up-to-date

You have the right to ask us to correct any inaccuracies in the personal information we hold about you.

We keep your information accurate as follows:

  • By giving you the opportunity at any time to contact us to correct or change your information
  • We may ask you to confirm certain details annually should you renew your membership
  • When we receive undelivered mail or email we will update our records accordingly.

How we keep your personal information safe

We use administrative, electronic and physical security measures to ensure the information we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage.

By using our website and/or membership services, you acknowledge and agree that, except to the extent required by the Data Protection laws, we shall not be responsible for any unauthorised use, distribution, damage or destruction of personal data.

How long we keep your personal information

We will retain your information for the period of your membership and we will automatically erase it when your membership expires and you do not renew.

If you sign up to receive news from the Friends your information will be retained until such time as you unsubscribe. In some circumstances data relating to payments, donations and event attendance may be retained for longer to allow us to carry out our activities.

If you leave a comment on our website that comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

What to do if you have a complaint about our use of your personal information

If you have a complaint about the information we hold or how we use that information, please contact our Committee by email, or write to us The Friends of Conquest Hospital, Conquest Hospital, The Ridge, St Leonard’s on Sea, East Sussex TN37 7RD.  The committee will deal with your request promptly. If you are not satisfied with the way your complaint was handled, you can refer your complaint to UK Information Commissioner’s Office.

What we collect and store

While you visit our site, we’ll track:

  • Pages and posts you’ve viewed: we’ll use this to, for example, show you pages or posts you’ve recently viewed.
  • Location, IP address and browser type: we’ll use this for purposes like improving our website.
  • Postal address: we’ll ask you to enter this so we can, for instance, claim gift aid on your donations, send you information by post.

We’ll also use cookies to keep track of page visits and views while you’re browsing our site.

When you make a payment or donation to us, we’ll ask you to provide information including your name, address, email address, phone number, credit card/payment details. We’ll use this information for purposes, such as, to:

  • Send you information about your payment/donation
  • Respond to your requests, including refunds and complaints
  • Process payments and prevent fraud
  • Set up your membership record
  • Comply with any legal obligations we have, such as calculating taxes
  • Improve our website
  • Send you marketing messages, if you choose to receive them

If you set up a membership, we will store your name, address, email and phone number, which will be used to create and manage your membership.

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it.

We will also store comments or reviews, if you choose to leave them.

CCTV Surveillance

The Friends of Conquest Hospital operates Closed Circuit Television (CCTV) systems in its shops, including retail and operational areas, for the purposes of:

  • Protecting the safety and security of our staff, volunteers, patients, visitors and customers.
  • Preventing and detecting crime, anti-social behaviour and fraud.
  • Protecting charity property, equipment and stock.
  • Investigating incidents, accidents, complaints and safeguarding concerns.
  • Assisting with regulatory, legal or insurance matters where appropriate.

We process CCTV images under the UK General Data Protection Regulation (UK GDPR) on the basis of our legitimate interests in maintaining a safe and secure environment and protecting individuals, property and charitable assets.

Where necessary, CCTV footage may also be processed to comply with legal obligations or to establish, exercise or defend legal claims.

Recorded footage is monitored and accessed only by authorised personnel who have a legitimate need to do so. CCTV recordings are reviewed only where there is a specific operational, security, safeguarding or legal reason.

CCTV footage may be shared where lawful and appropriate with:

  • Law enforcement agencies, including the Police.
  • NHS Trusts and other healthcare organisations where required for safeguarding, safety or incident investigations.
  • Insurers, legal advisers or regulatory bodies.
  • Courts, tribunals or other authorities where disclosure is required by law.

Any disclosure is assessed on a case-by-case basis and will be limited to information that is relevant and necessary for the purpose concerned.

CCTV recordings are normally retained for up to 14 days before being automatically overwritten. Where footage is required for the investigation of an incident, safeguarding concern, complaint, legal matter or criminal investigation, it may be retained for longer until the matter has been concluded.

Individuals whose personal data is captured by our CCTV system have rights under data protection legislation, including the right to request access to their personal data, subject to applicable exemptions and the rights of other individuals.

Requests relating to CCTV footage should be made in writing to: Friends of Conquest Hospital or by email via office@conquestfriends.co.uk

We may request further information to verify identity and locate the relevant footage.

Further Information

Friends of Conquest Hospital is committed to ensuring that all CCTV images are processed fairly, lawfully and securely in accordance with the UK GDPR, the Data Protection Act 2018 and applicable guidance from the Information Commissioner’s Office (ICO).

Payments

We accept payments through variety of payment providers. When processing payments, some of your data will be passed to these providers, including information required to process or support the payment, such as the purchase total and billing information.

Changes to this privacy policy

We keep our privacy policy under regular review. This privacy policy was last updated on 20th August 2026.