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Last Updated – 15.04.2024

Lincolnshire and Nottinghamshire Air Ambulance Charity (LNAAC) respects the privacy of all the visitors to our website and would never misuse any information submitted via our website. Our privacy policy sets out how the LNAAC uses and protects any information that you give us when you use our website. 

Lincs & Notts Air Ambulance is a charity registered in England and Wales Charity No 1017501, Registered Company number 02788157. 

Ambucopter Trading Limited is a company registered in England and Wales – Registered Company number 03000395. 

We are Registered with the Information Commissioner’s Office Data Protection Registration No. Z929487X. 

This privacy and data protection statement explains our information practices, including how we use your information and how you can update it or unsubscribe. We will only collect and use information from you in line with this statement. 

We can assure you that: 

  • We will protect and secure your personal information at all times and only use it in ways expected of us, when we need to. 
  • We will update you about our life-saving charity and keep you abreast of new developments within our service and fundraising activities. 
  • We will give you every opportunity to tell us how you prefer us to communicate with you, as well as how to opt out of any future communications and we will always action your requests promptly. 
  • We will never pass your information to other organisations for their marketing purposes. 
  • We will be diligent, respectful and careful when engaging with any person we know is, or whom we believe to be, vulnerable. 
  • We will always make it easy for you to contact us through our Data Protection Officer; [email protected] (full contact details given at the end of this document). 


LNAAC may change this policy from time to time by updating this page. You should check this page on a regular basis to make sure that you are happy with any changes that we have made. 

  1. How we collect your personal information

LNAAC will always aim to collect personal information directly from you. If you are a patient, you may be asked to provide our Helicopter Emergency Medical Service (HEMS) operational team with personal information. If you do not want your patient data to be shared for purposes except your own care, you can opt-out of this process. For further information please access the website National data opt-out – NHS Digital 

As a donor or supporter, you may give us personal information directly when you sign up for one of our events, make a donation, purchase items from our website or take part in our in-house lotteries. 

If you apply for a job, apply to be a volunteer or enquire about our service, you may give us personal information. 

Sometimes we may obtain or receive your personal information from a third party. For donors or supporters, examples of indirect data collection may include fundraising sites such as Just Giving and Virgin Money Giving, or from organisers of an event you are participating in. We want to assure you that LNAAC does not purchase personal information from third parties. 

If you apply for a job or to be a volunteer, we may receive your personal information from a previous employer, recruitment agency or volunteer bureau.


  1. What information do we collect?

The personal information that we collect from you will be dependent on the relationship that you have with us. The main reason we collect personal information is so that we can identify you, whether that be as a patient, donor, supporter, volunteer, job applicant or employee.

Such personal information that we may collect might include contact details such as your name, date of birth, postal address, email address and telephone number, as well as any other information you provide in correspondence between us. We may also hold a record of the communications we have with you. 

In some circumstances, we will need to collect bank or debit/credit card information. Financial information will only be collected if necessary. Such examples include participation in our in-house lottery or contributing to our cause by regular or one-off donations. 

Personal information collected about patients may be used to help our HEMS operational team provide the best possible care. 

Special Categories of Personal Data 

Due to the nature of some of our HEMS work, the Trust may collect data defined by the General Data Protection Regulation as Special Categories of Personal Data. These categories of data include your mental and physical health, race and ethnic origins and genetics. We will only collect this information if it is necessary, or with your explicit consent. 


  1. How do we use personal information?

We primarily use your data to maintain, improve and develop the relationship that we have with you. 

LNAAC may use donor or supporter information in the following ways: 

–  To process transactions, purchases or enquiries made by you. 

–  To verify your identity and identify you from other supporters. 

–  To use any feedback or comments from you to improve our service. 

–  To notify you of changes to our services. 

–  To improve our services or for marketing purposes. 

–  To send you a personal thank you letter for any contribution that you give to us. 

–  To send you communications which you have requested and/or that may be of interest to you; these may include information about our work, campaigns, appeals or other fundraising activities. 


We will use patient information in the following ways: 

  • To verify your identity. 
  • To help decide what care to provide. 
  • To undertake research to help improve the medical support we give at scene and during transition to hospital. 


  1. What the lawful basis for processing your data 

Data protection law requires us to rely on one or more lawful grounds to process your personal information.  

(a)Your consent. You are able to remove your consent at any time.  

(b) We have a contractual obligation. 

(c) We have a legal obligation. 

(d) We have a vital interest. 

(e) We need it to perform a public task. 

(f) We have a legitimate interest 


  1. Your choices

We like to keep all our supporters up to date with information about our service. From time to time, we also like to send you marketing literature and suggestions of ways in which you may like to support us. You will have the opportunity to choose how we keep in touch (post, email, telephone and/or text) and you can change your preferences or opt out of receiving information from LNAAC at any time by emailing [email protected] or by telephone 01522 548469. We aim to make your preferences as easy to manage as possible. 

As a charity that cares for its patients, we also care for those who support us and will always respect your wishes should you tell us that you no longer wish to hear from us. 


  1. Who has access to your information?

The personal information that we collect about you will be used by our staff to provide you with the highest level of supporter service. LNAAC may disclose personal information to: 

  • Selected organisations that provide services to LNAAC. For example, LNAAC engages with third-party print and mailing houses, which are bound by our privacy standards, to print and distribute communications to our donors and supporters. 
  • Other healthcare and emergency services (NHS, police or fire services). 
  • Legal and regulatory authorities to comply with any legal obligations. 

LNAAC has never, and will never, sell or share your personal information with other organisations to enable them to contact you for marketing purposes. 


  1. Security of personal information

LNAAC is fully aware of the importance of data security. All staff undergo data protection training to ensure the protection of your information. We have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both online and offline, from improper access, use, alteration, destruction and loss. 

LNAAC will always ensure that your data is not kept longer than necessary. We only keep personal information for as long as it is reasonable and necessary, which may be to fulfil statutory obligations set by legislation or professional bodies. 

If you use your debit or credit card to donate to us online, over the phone, in person, or to make a purchase for merchandise, Christmas cards or a lottery membership, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. LNAAC does not store your debit or credit card details following the completion of your transaction. 

Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our trusted partners uses a server located in a country outside the EEA. Whilst these countries may not have similar data protection laws to the UK, we will take steps with the aim to ensure your privacy continues to be protected as outlined in this Privacy Statement. 

Our website may contain links to other websites. Whilst we endeavour to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or privacy practices adopted by these sites. This Privacy Statement does not cover the practices of those websites or advertisers. 


  1. Governance

Whilst we are an independent Charity which is not governed by the NHS, we follow NHS good practice to help us ensure the protection and confidentiality of our patient data. Within our Governance team we have a Senior Information Risk Owner (SIRO) and a Caldicott Guardian, to ensure the protection of confidentiality.
Further information on the duties of a SIRO and a Caldicott Guardian can be found by clicking Organisation Data Service – NHS Digital


  1. Your rights

Under data protection law you have rights you need to be aware of. The rights available to you may depend on our reason for processing your information. 

The right to access your personal information 

You have the right to ask us for a copy of the personal/sensitive information we hold about you. This right also applies to any other person whose personal data you provide to us. On receipt of such a request we will require proof of identity or proof of authority if the request comes from someone other than yourself. By requesting this information, we can ensure we provide information to the correct person. We respond to these requests within 30 days of receipt. 

To request a copy of the personal information that LNAAC holds on you, please contact our Data Protection Officer: 

–  In writing: Lincs & Notts Air Ambulance HQ, HEMS Way, Bracebridge Heath, Lincoln, LN4 2GW.

–  By telephone: 01522 548469 

–  By email: [email protected] 

The right to be informed 

You have the right to be told how we are using your personal information and this policy document, and shorter summary statements used in our communications, are intended to provide you with a clear and transparent description of how your data may be used. 

The right of rectification 

You have the right to ask us to correct information we hold about you if you think it is inaccurate. 

–  In writing: Lincs & Notts Air Ambulance HQ, HEMS Way, Bracebridge Heath, Lincoln, LN4 2GW. 

–  By telephone: 01522 548469 

–  By email: [email protected]   

The right to erasure 

You have the right to ask us to erase your personal information in certain circumstances. This is also known as the “right to be forgotten” and allows an individual to request deletion of their personal data where there isn’t a compelling reason for its continued processing by LNAAC. It may be that we recommend suppression from future communications rather than data deletion. 

The right to restrict processing of your personal information 

You have the right to ask us to restrict processing of your information in certain circumstances. For example, if you think the data, we hold is inaccurate and we disagree, then processing may be restricted until the accuracy has been verified. 

The right to data portability 

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering a contract and the processing is automated. 

The right to object – including automated decision-making and profiling 

You have the absolute right to stop the processing of your personal information for direct marketing purposes. You can exercise this right at any time. 

Where our only legal basis for processing your personal data is your consent to do so, you can withdraw that consent at any time, and we will have to stop processing your personal data. Please be aware that this will only affect a new activity and does not mean that processing carried out before you withdrew your consent is unlawful. 

We are required to respond to your request without undue delay and at the latest within one month. 

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. 


  1.  Cookies

Like many organisations, we use cookies on our website to make your browsing experience more efficient and to help us identify how you arrived at our website, your time of arrival, the pages you looked at and how long you browsed for. This enables us to improve our website performance and content. 

When you visit our website for the first time, a cookie is downloaded onto your computer in the form of a small text (.txt) file via your browser. The next time you visit our website, your computer checks to see if it has a cookie that is relevant and sends the information contained in that cookie back to the website. Cookies do not cause or contain viruses. 

The information we collect through cookies is anonymous and we are not able to attribute it to, or use it to identify, individuals. It does not contain your personal information. 

It is possible to reject our cookies (except for the strictly necessary ones). Find out how to control and delete cookies by visiting – please note that if you choose to reject our cookies, our website may not work as intended for you. 


  1.  Changes to our Privacy Statement

Our Privacy Statement is reviewed regularly to ensure it reflects how we use your information. Donors, supporters, volunteers, employees, patients and stakeholders are encouraged to regularly check this Privacy Statement to ensure they are kept up to date with our privacy working practices.


  1. Further information

We are committed to protecting your personal information and ensuring that you have control not only over the information we store about you, but also what types of information you would like to receive from us. 

For further information about our privacy practices, please contact our Data Protection Officer: 

–  In writing: Lincs & Notts Air Ambulance HQ, HEMS Way, Bracebridge Heath, Lincoln, LN4 2GW. 

–  By telephone: 01522 548469 

–  By email: [email protected] 


  1. How to complain 

If you have any concerns about our use of your personal information, you can make a complaint by emailing us at [email protected], including in the subject line of your email the word “Complaint”.

You can also complain to the ICO if you are unhappy with how we have used your data. 

The ICO’s address: 

Information Commissioner’s Office 

Wycliffe House 

Water Lane 



SK9 5AF 

Helpline number: 0303 123 1113

ICO website: 

As part of any recruitment process, the charity collects and processes personal data relating to job applicants. The charity is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. 

What information does the charity collect? 

The charity collects a range of information about you. This includes: 

  • your name, address and contact details, including email address and telephone number; 
  • details of your qualifications, skills, experience and employment history; 
  • information about your current level of remuneration, including benefit entitlements; 
  • whether or not you have a disability for which the charity needs to make reasonable adjustments during the recruitment process; 
  • information about your entitlement to work in the UK; and 
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief. 

The charity may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.  The charity may also collect personal data about you from third parties, such as references supplied by former employers. The charity will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. 

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email). 

Why does the charity process personal data? 

The charity needs to process data to take steps at your request prior to entering into a contract with you. It may also need to process your data to enter into a contract with you. 

In some cases, the charity needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts. 

The charity has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the charity to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. The charity may also need to process data from job applicants to respond to and defend against legal claims. 

The charity may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment. 

Where the charity processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. 

The charity will not use your data for any purpose other than the recruitment exercise for which you have applied. 

Who has access to data? 

Your information may be shared internally for the purposes of the recruitment exercise. This includes HR, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles. 

The charity will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The charity will then share your data with former employers to obtain references for you.  The charity will not transfer your data outside the European Economic Area. 

How does the charity protect data? 

The charity takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Only the recruiting manager and HR manager have access to the application forms received and regular audits take place to ensure that data isn’t kept for longer than necessary. 

For how long does the charity keep data? 

If your application for employment is unsuccessful, the charity will hold your data on file for 1 year after the end of the relevant recruitment process.  At the end of that period, your data is deleted or destroyed. 

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice. 

Your rights 

As a data subject, you have a number of rights. You can: 

  • access and obtain a copy of your data on request; 
  • require the charity to change incorrect or incomplete data; 
  • require the charity to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; 
  • object to the processing of your data where the charity is relying on its legitimate interests as the legal ground for processing; 
  • Ask for your data to be ported to different services for your own use; 
  • Have certain rights with regards to automated decision-making. However, recruitment processes are not based solely on automated decision-making. 

If you would like to exercise any of these rights, please contact [email protected]. 

If you believe that the charity has not complied with your data protection rights, you can complain to the Information Commissioner. 

What if you do not provide personal data? 

You are under no statutory or contractual obligation to provide data to the charity during the recruitment process. However, if you do not provide the information, the charity may not be able to process your application properly or at all.