Privacy and Cookies

This Notice aims to give you information on how St John Ambulance collects and processes your personal data, for a quick view of the type of personal information and how we use it, please see tables below which have been split into the main ways individuals interact with us as an organisation.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. We want to be as transparent as possible in the way in which we use your information so that you can be comfortable in providing the information to us and be clear on why we need certain information.

St John Ambulance acts as the data controller (joint-controller in some instances) and is responsible for your personal data (collectively referred to as “St John Ambulance”, “SJA”, “we”, “us” or “our” in this Notice). If you have any questions about this Notice, including any requests to exercise your legal rights, please contact us using the details set out below.

Please contact us via email at data-protection@sja.org.uk or by post- marked for the attention of the Data Protection Officer at St John Ambulance, 27 St John's Lane, London EC1M 4BU.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

This Notice may be varied from time to time, where possible we will notify you of any changes to this Notice. This may be by way of a pop-up notification on the website or communicated to you by another means which you have agreed we may contact you by.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

1. Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, email address, postal address, phone number, photographs and CCTV footage.
2. Identification Evidence Data includes uploaded passport, utility bills, birth certificate, driver's license or any other identification evidence for the purpose of validating your identity.
3. Employment Data which could include employment status, job title, DBS and accreditation data.
4. Educational & Qualifications Data includes details on any qualifications gained or courses attended relevant to the delivery of our service.
5. Contact Data includes billing address, delivery address, email address and telephone numbers.
6. Financial Data includes bank account and/or payment card details.
7. Transaction Data includes details about payments to and from you and other details of services you have purchased from us.
8. Services Data includes Customers employee names and contact details along with details on job roles and qualifications.
9. Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
10. Usage Data includes information about how you use our website.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Special Categories of Personal Data (this can include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). We may collect, use, store and transfer different kinds of special personal data about you which we outlined in the below tables.

Where we need to collect personal data by law, or in order to provide our services to you and you fail to provide that data when requested, we may not be able to provide such services. In this case, we may have to cancel the service you have with us, but we will notify you if this is the case at the time.

We use different methods to collect data from and about you including through: 

• Direct interactions. You may give us your Identity and Contact data when you contact us via this website or by corresponding with us by post, phone, email or otherwise.  

• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details. 

Third parties or publicly available sources. We may receive personal data about you from various third parties such as your employer and public sources. We protect data obtained from third parties according to the practices described in this Notice, plus any additional restrictions imposed by the source of the data.  These third-party sources vary over time, but have included: 

• Someone who may have nominated you for an Everyday Heroes Award. 

• Someone who may post a photograph or information relating to you to our social media platforms. 

• Data brokers from which we purchase information for potential business customers (for example, name, job title and business address). 

• Partners with which we offer co-branded services or engage in joint marketing activities. 

• Publicly available information such as newspaper or online media items; public posts on LinkedIn or social media; open government databases such as Companies House; databases of grant-funding opportunities and other data in the public domain. Please refer to section 7 (‘Profiling’) below for more information about how we may use this information. 

• Some of our premises and vehicles are monitored by CCTV and footage may be captured for security and safety purposes. 

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform a contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Such as via the ‘Contact’ service on this website.
• Where we need to comply with a legal or regulatory obligation.
• Where you have given us Explicit Consent for other purposes such as marketing. Where we do rely on your Explicit Consent you have the right to withdraw your consent at any time.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate. These tables have been split into the key ways individuals interact with us as an organisation, including as a:

• donor & supporter
• customer (training & supplies)
• young person (Cadets & Badgers)
• patient
• suppliers and contractors

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.

Profiling is often used in direct marketing and involves analysing data to improve the targeting of communications. We may use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. If you do not wish your data to be used in this way, you are entitled to object. Please see section 13 below (‘Your Rights in Connection with Personal Information’) on how to do this.

We may also use profiling techniques to perform Due Diligence research as required by the Fundraising Regulator’s Code of Fundraising Practice, for example when certain levels of donation are made. More details can be found at www.fundraisingregulator.org.uk.

We will not sell or rent your information to third parties. We may have to share your data with third parties, as described below. If we do, you can expect a similar degree of protection in respect of your personal information to that provided by us. We require third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may pass your personal information to our third-party service providers, including contractors and designated agents, and other associated organisations for the purposes of completing tasks on our behalf (for example to process donations and payments, to fundraise, send you St John Ambulance® communications, to supply you with goods and services, to resolve product queries or issues and to assist us with marketing analysis). However, when we use third party service providers, we disclose only the personal information that is reasonably necessary to deliver the service.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or re-organisation, or if we’re under a legal duty to disclose or share your personal data in order to comply with or enforce any legal obligation or rights or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will aim to protect your privacy.

We may share your personal information with our parent charity, The Priory Of England And The Islands Of The Most Venerable Order Of The Hospital Of St. John Of Jerusalem (charity number 1077265) where reasonably necessary.

We may also share your personal information with The Order of St. John, an Order of the Chivalry formed by Royal Charter and our ultimate parent organisation, for the purposes of the Order’s honours and awards system.

There may be some instances where your personal information is processed or stored outside of the UK/EEA. In those instances, we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law.

St John Ambulance operates in the Baliwicks of Guernsey, Jersey and in the Isle of Man, each of which are outside of the EU. Personal information provided to St John Ambulance may be given to our local offices in those territories and stored in data retrieval systems in the territory, but only when you request information or services relating to our operation in those territories. There is an adequacy decision by the European Commission for these countries, which means that they are deemed to provide an adequate level of protection for your personal information.

St John Ambulance uses appropriate security measures to protect your personal information against unauthorised or unlawful processing and against accidental loss, destruction or damage. These measures may include, but are not limited to, a range of organisational safeguards such as staff training, and duties of confidentiality and the following technical safeguards listed below. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach, where we are legally required to do so.

We will only retain your personal information for as long as necessary for the purposes we collected it for, as set out in our Data Retention Schedule, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your data, the potential risk of harm from unauthorised use or disclosure of your data, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

For further information about the retention period in a particular case, please contact our Data Protection Officer by email- data-protection@sja.org.uk or by post- marked for the attention of the Data Protection Officer at St John Ambulance, 27 St John's Lane, London EC1M 4BU.

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please review the detail below to find out more about your legal rights. If you wish to exercise any of the rights set out above, please contact us.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Please use this Subject Access Request Form if you wish to make a request.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you believe that any information, we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the following address. We will promptly correct any information found to be incorrect

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, you can do so here.

What are cookies and how we use them

Cookies are text files containing small amounts of information which are downloaded to your computer or device and which do lots of different jobs.

When you first visited the website, you would have been given a choice about what cookies are set.

Some cookies are necessary to make the website work properly, for example allowing us to show you the right web page, and helping us to keep our website secure. Performance cookies help us to analyse and improve how our website works, and are optional. Marketing cookies help to ensure the adverts you see online are more relevant to you and your interests, and are optional. 

Cookies which are set by us are called ‘first-party’ cookies. We also use third-party cookies – which are cookies from a domain different than the domain of the website you are visiting – for our advertising and marketing efforts.

You can see the full list of cookies on our website, and change your preferences, here.

We have appointed a Data Protection Officer to oversee compliance with this Notice.  If you have any questions about this Notice or how we handle your personal information, please contact our Data Protection Officer by email- data-protection@sja.org.uk or by post- marked for the attention of the Data Protection Officer at St John Ambulance, 27 St John's Lane, London EC1M 4BU.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. The contact details for the Information Commissioner’s Office, the data protection regulator in the UK, are below:

Post: Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Call: 0303 123 1113

Email: casework@ico.org.uk