The categories of data subjects whose personal data is covered by this privacy notice include: patients and victims of accidents, patients’ next of kin, supporters, donors, employees of public authorities, employees of corporate partners, individuals who make enquiries or purchases of our products or services, such as through our website, over the phone or by email.

Please read through the privacy notice to understand how the charity uses and processes your personal data. If you have any concerns about our processing of your personal data or you have a general enquiry in relation to data protection, please contact us at  info@airambulanceni.org or by calling us on 028 9262 2677.

What is personal data?

Personal Data: means any information relating to an identified or identifiable living person (‘data subject’); an identifiable living person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Special Category of Data: means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. When we use the term ‘personal data’ we mean both personal data and special category of data.

Our Processing

Personal Data is collected in several different ways dependent on your interaction with the charity. The table below sets out what personal data we process about you, where we get it from, why we use it, our legal basis and who we share it with. Otherwise, we will only share your personal data:

Where we are required to share your personal data in accordance with law e.g. such as to assist with investigations carried out by the police, other authorities or any regulatory requirement to which the charity is subject;

Where we use third parties to undertake certain services on our behalf and in doing so they require the processing of personal data in order to do this. If so, we will ensure that adequate arrangements are in place to protect your personal data. These third parties include: our professional advisors, our website host provider, cloud storage suppliers, CRM suppliers, marketing platforms (including parties used for sending email marketing communications), IT infrastructure suppliers, payroll provider, donation site, payment bureau provider, postal mailing housing, fundraising management sites;

Children and data collection: It is our policy not to request donations from children aged under 18 years, or include them in general marketing mailings without the express written permission of their parent/s or Guardian. Children under 18 may become a Junior Club Member with the donation made by parent or guardian. Children may also take part in some Events with the permission of their parents.

Where we have your consent.

Will we share your Personal Data outside of the UK?

Some of our service providers process personal data we give them outside of the UK.  Where this happens and the recipient country is not deemed adequate by the UK Government, then we will put in place additional measures to protect your personal data by using specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Keeping you safe

We undertake social media activity including Facebook, Twitter, Instagram and YouTube. Although this policy covers how we will use any personal data collected from those web-pages, it does not cover how the providers of social media platforms will use your personal data. Please ensure you read the privacy policy of the relevant social media platform before sharing data. You can make use of the privacy settings and reporting mechanisms in your browser to control how your data is used.

Other people’s data on social media. Some of the services we offer allow you to provide the personal data of other people, such as tagging people on photos on social media. Before providing anyone else’s data please ensure they are happy for you to do so, and under no circumstances must you make public another individual’s personal data.

Retention

Air Ambulance NI shall keep your personal data for as long as is necessary and in accordance with our Data Retention, Archiving, and Erasure Policy. In short, we retain general correspondence and emails for 1 year from receipt; inactive donor records for 3 years, after which we will archive your record; active donor records for as long as required until 2 years inactive, after which we will archive your record; financial records for up to 7 years.

Your rights

• You have certain rights under data protection law, which are summarised below. You can exercise these by contacting us on info@airambulanceni.org or by calling us on 028 9262 2677.
• You can withdraw your consent (including for marketing) at any time, at which point we shall stop processing your personal data in that way. Please note this does not affect the legality of our processing up to the date of your withdrawal of consent.
• You can seek to restrict our processing of your personal data, ask us to rectify any personal data we hold about you or object to us processing your personal data for the purposes stated above.
• You have the right to access personal data held by us about you.
• In certain circumstances, you have the right to ask us to provide you with your personal data in a structured, commonly used and machine-readable format to allow you (or us on your behalf) to transmit this information to another party.
• in certain circumstances you have the right to ask us to erase the personal data we hold about you. We will consider any such request in line with UK GDPR. Please note this is not an absolute right and there may be circumstances where we choose not to delete all of the personal data we hold about you.
• you have the right to lodge a complaint with the Information Commissioners Office (ICO) if you think that we have infringed your rights. You can find more information about reporting a matter to the ICO at the following link: https://ico.org.uk/

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

If you wish to exercise any of these rights please contact the Data Protection Officer in writing at Air Ambulance NI, 94 Halftown Road, Lisburn, BT27 5RF or email info@airambulanceni.org. Please note it is

Our policy to charge the statutory maximum fee of £10 for a subject access request. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Website

The Air Ambulance NI website www.airambulanceni.org  may contain links to other websites. Please note that Air Ambulance NI has no control of websites outside our domain. The charity is not responsible for the protection and privacy of any sensitive information provided to a website linked to www.airambulanceni.org

Changes

We reserve the right to amend this privacy notice from time to time.

Last Updated: June 2025