London’s Air Ambulance Charity (LAAC) relies on the generosity and support of individuals and supporters. This privacy notice applies to the following categories of individuals: employees, job applicants, volunteers, trustees, donors, fundraisers, students of the Institute of Pre-Hospital Care and supporters.
We use personal information to carry out activities necessary to our operation and development, optimizing decision making and fundraising more efficiently. This policy describes how and why we will manage the information that we hold on you, how we protect your privacy when doing so, your rights and choices regarding this information, and further detail on how you can change how we manage that information.
All patient data governance and privacy is managed by Barts NHS Trust and LAS NHS Trust and their privacy notices can be found here and here.
Who We Are
London’s Air Ambulance Charity (hereafter referred to as LAAC) is the ‘data controller’ for the personal information that you provide and that we then collect, use, and store. This activity is done in accordance with Data Protection law including the UK’s Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulation.
London’s Air Ambulance Limited is a registered charity (number 801013) and company limited by guarantee (number 2337239), also registered with the ICO as a data controller. The charity’s registered and office address is 5th Floor, 77 Mansell Street, London, E1 8AN.
London’s Air Ambulance Trading Limited is a wholly owned subsidiary of London’s Air Ambulance Limited and its principal activities include running our weekly lottery and the retail of merchandise and services bearing the logo of London’s Air Ambulance. All profits are donated to London’s Air Ambulance Charity. It is a limited company (number 4836606) and the registered address is 5th Floor, 77 Mansell Street, London, E1 8AN.
The Institute of Pre-Hospital Care Limited (IOPHC) is a wholly owned subsidiary of London’s Air Ambulance a registered charity (number 801013) and company limited by guarantee (number 2337239).
How To Contact Us About Data Protection
To update the information we hold about you, change your contact preferences or if you have any questions about this privacy notice, please call Supporter Care on 020 3023 3300 or email [email protected]
You can contact our Data Protection Officer at: Niyati ([email protected]) or Sofiya ([email protected]).
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner’s Office. You can find out more about your rights under applicable data protection legislation from their website available at www.ico.org.uk
Your Rights:
- Right to be Informed
You have the right to be told how your personal information will be used. This privacy policy, and shorter summary statements used on our communications, are intended to be a clear and transparent description of how your data will be used.
- Right to Access your personal information
You can ask what information we hold on you and request a copy of that information as a Subject Access Request. If you want to access your information, please contact us with a description of the information you want to see.
- Right to have your inaccurate personal information corrected (Right of Rectification)
If you believe our records are inaccurate or incomplete, you have the right to ask for those records concerning you to be updated. Please provide us with details and we will investigate and, where applicable, correct any inaccuracies and confirm that we have done this.
- Right to Restrict use of your personal information
You have a right to ask us to restrict the processing of some or all of your personal information in some of the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim ; you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so
- Right to Erasure of your personal information (‘Right to Be Forgotten’)
You have the right to be forgotten (i.e. to have your personal data deleted). We will still be required to keep an appropriate record of the request if we can delete your information and, in some instances, a legal basis will override the right to erasure.
- Right for your personal information to be portable
If we are processing your personal information based on your consent, or in order to enter into or carry out a contract with you, and the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
- Right to Object to the use of your personal information
You have a right to stop the processing of your personal data for direct marketing purposes, as well as the right to object to other processing activities. If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably possible. Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances.
How do we protect and secure your data
We are committed to protecting your personal information. We use appropriate technical and organisational measures, including encryption, to protect personal information and privacy, and we review these methods regularly. We protect your information using a combination of physical and IT security controls, including access controls that restrict and manage the way that information and data is processed, managed and handled. We also make sure that our staff are adequately trained in protecting personal information.
Our procedures mean that we may sometimes ask for proof of identity before we share your personal information with supporters or members – for example to check that we are speaking to the owner of that personal information.
Changes to our Privacy Notice
This privacy policy may change from time to time. For example, we will continue to update it to reflect new legal requirements. If we make any significant changes in the way we treat your personal information, we’ll make this clear on our website or by contacting you directly.
This privacy notice was last updated in July 2025.
How do we process your information
Appendix 2: Philanthropy, Partnership and Donations
Appendix 3: Marketing
Appendix 4: Institute of Pre-Hospital Care
Appendix 5: Other Activities and Services
(staff/ volunteers/ trustees/ job applicants/ contractors/ freelancers/face-to-face fundraisers)
1. How and when do we collect information about you?
You provide several pieces of data to us directly during the recruitment period and subsequently upon the start of your employment or engagement with LAAC. In some cases, we will collect data about you from third parties, such as employment agencies or former employers when gathering references.
2. What type of information do we collect about you?
We keep several categories of personal data on our employees/freelancers/job applicants/ trustees/ volunteers/ fundraisers in order to carry out effective and efficient processes. Specifically, depending on your type of engagement with London Air Ambulance Charity, we may process the following types of data:
a. personal details such as name, address, phone numbers, next of kin
b. information of any disability or other medical information you have disclosed
c. right to work documentation, NI number, bank details
d. information gathered via the recruitment process such as that included in a CV, cover letter or application form, references from former employers, character references from former employers/tutors/individuals, details on your education and employment history
e. information relating to your employment with us (e.g. job title, job description, salary, terms and condition of the contract, annual leave records, appraisal and performance indication, formal and informal proceedings involving you such as letters of concern and disciplinary, disciplinary and grievance proceedings.
f. photographs
g. information on time off from work including sickness absence, family related leave etc.
h. training records or personal risk assessments
We may also process special category of data which include health information, sexual orientation, race, ethnic origin, political opinion, religion, trade union membership, genetic and biometric data. We may also process criminal records information if the role involves DBS check.
3. Why we collect information about you and what is the lawful basis we use?
We are required to use your personal data for various legal and practical purposes for the administration of your contract of employment or your volunteer/ trustee agreement, without which we would be unable to employ you or engage with you. Holding your personal data enables us to meet various administrative tasks, legal obligation or contractual/agreement obligation. We process information in relation to the DBS for our safe recruitment practices.
We mainly use ‘contractual obligation’ as our lawful basis for processing your personal data if you are a job applicant, employee, face-to-face fundraiser or freelancer. We may also have legal obligation in order to process and share your data with authorities such as HMRC and to enrol you on a pension scheme. We may rely on our legitimate interest for processing activity such as keeping supervision and appraisal records; using your image, bio and videos/pictures of the organisations’ events where you may appear on our website or marketing/fundraising materials to promote the charity. For volunteers and trustees, we rely on legitimate interest.
Some special categories of personal data, such as information about health or medical conditions is processed in order to carry out employment law obligations (such as those in relation to colleagues with disabilities and for health and safety purposes). We may also process other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief for the purposes of equal opportunities monitoring. For DBS checks, we rely on legitimate interest and additional conditions from the DPA.
4. How long do we keep your data?
We retain the personal data of all service users for a period of in line with our retention periods. If you would like to know more about this, please contact us at the email address above.
(Donors, Fundraising, Event Attendees)
1. How and when do we process information about you?
We may collect information about you in the following ways:
- We may undertake in-house research about you or other individuals who may have an affinity to our cause, but with whom we are not already in touch, from publicly available sources, using specific and relevant internet searches where relevant. We only use reputable sources, where someone would expect their information may be read by the public.
- We may also estimate gift capacity based on visible assets, publicly disclosed earnings, shareholdings and property values, history of charitable giving and how connected you are to the charity in order to improve our understanding of our supporters, inform our fundraising strategy and target our communications more effectively. Some examples of the types of resources used in the course of research, includes, but is not limited to;
Public Registers; including Companies House, US Securities and Exchange Commission for US companies, Electoral Commission (Political Donations), Electoral Roll (Open Register), FCA (Financial Services Register), Charity Commission, Honours Lists, The Law Society, Land Registry, Sanctions lists. Trade & Industry References or UK Reference Volumes; including Professional directories, Who’s Who, Debrett’s People of Today, Debrett’s Peerage, City of London Livery Company information, fundsonline.org.uk; 360 GrantNav, Ethical Consumer, Corporate Watch. Print and Broadcast Media including newspapers. Internet, including general google searches, company websites, online-only articles, information you have made available via social media. - In line with Charity Commission requirements and to meet money laundering regulations, we follow a due diligence process to assess the financial soundness, credibility, reputation and ethical principles of donors who have made, or are likely to make, a significant donation to LAAC.
- When you decide to make a donation towards London Air Ambulance Charity, we may receive information about you. Where you have left us a legacy, we will hold any information regarding next of kin you have provided us to administer this.
- If you attend a fundraising event hosted by London Air Ambulance Charity, we may receive information to administer your attendance such as: name, email address, any donation/payment details, reasons to engage, postal address, email address contact preference.
- If you show interest in supporting us (e.g. through a gift in your will or a pledge) and you decide to contact us, in these instances, information is provided mainly by yourself, via online forms or phone/email conversation with us. The information gathered may be: occupation, title, details of any correspondence had with ourselves, date of birth, fundraising appeals responses, event participations with us, details of your reasons to engage with us.
2. What type of information do we collect about you?
- Your name, personal identifiers (e.g. date of birth)
- Your contact details
- Your communication preferences
- Details about your family household for communication purposes (e.g. marital status, name of partner or spouse)
- Personal data provided by you for a specific purpose, (e.g. disability and dietary preferences for event management purposes)
- Details of your interactions with the charity, including:
- Attendance at and participation in LAAC events
- Contact with us or our partners
- Your relationship with other volunteer fundraisers or supporters of LAAC
- Your donation and other support history, such as volunteering, letting us know you have left a gift in your will
- Where you have given express permission to share your details with fundraising, your experience as a beneficiary of our service
- We also record relevant financial information relating to you and your family that may be a) provided by you b) publicly available information or c) information from our selected third-party partners including:
- your history of donations made to LAAC
- your ability, capacity and willingness to make donations and whether particular funding appeals may be of interest to you
- your philanthropy and other giving, including donations to other organisations and other support that you provide (e.g. details of volunteering roles)
- your professional background and other life achievements
- information about your areas of interest and extra-curricular activities
- your connection with members of staff, Trustees, or volunteer fundraisers
- the Gift Aid Declaration captures personal information such as name, contact details, and your declaration that you are a taxpayer.
3. What is the lawful basis we use?
Our lawful basis for processing your information for all the above activities is legitimate interest. We may also use this information to create and submit a Gift Aid claim to HMRC if applicable. Information is stored securely and only used for the purposes it was collected for.
4. How long do we keep your data?
We retain the personal data of all service users for a period of in line with our retention periods. If you would like to know more about this, please contact us at the email address above.
Your contact details may be used to provide you with information about our organisation and our services via email, text , phone or post. We will send you marketing communications by email, text or other electronic message if you have provided your consent, or if you have been involved in a commercial transaction with us. We send post communication on the basis of legitimate interest.
When we make calls for fundraising and marketing, we make these calls on the lawful basis of legitimate interest. However, we will screen your calls through the telephone preference service (TPS). If you would prefer to not receive these calls, please do let us know.
You may opt-out of our marketing communications at any time by clicking the unsubscribe link at the end of our e-marketing communication. Alternatively, you can let us know by using any of the contact details listed at the top of this notice.
To deliver relevant and personalised advertising experiences, we may use tools such as Lookalike Audiences (META) to target our advertisements on social media platforms. To identify more audience that may be interested in engaging with LAAC, we may use you as a source audience. To create relevant and personalised advertising experiences, we rely on our legitimate interest as we aim to create an engaged audience that is interested in knowing more about LAAC.
1. How and when do we collect information about you?
We process your personal data when you register with Queen Mary University of London for degree courses that run in conjunction with The Institute of Pre-hospital Care (“the Institute”) or when you engage with the institute directly for its clinical courses. We may also process your personal data if you are an alumnus of the Institute. We will also process your data if you are a module leader, speaker or lecturer for the Institute’s courses.
2. What type of information do we collect about you?
The personal data on individuals receiving our courses includes name, contact details (university email), gender, professional and education details and photographs. We may require your address to send post on an ad hoc basis.
If you are a module leader, speaker or lecturer for our courses, we will process your name, personal and professional contact details, professional and educational background, biographies, photographs and dietary information.(consent).
3. Why we collect information about you and what is the lawful basis we use?
For individuals receiving the Institute’s courses, we process your personal data to effectively provide you training. We rely on legitimate interest to process your information. To process special category data, we rely on legitimate interest and substantial public interest read with additional conditions from DPA 2018. For alumni, we process the personal data to engage with you and manage your participation and volunteering with the institute’s activities, for which we rely on legitimate interest.
For module leaders, speakers or lecturers for the Institute’s courses, we process your information to conduct our courses and engage with you effectively. For any special category information we process through your biographies, we rely on your consent. For this we rely on legitimate interest, unless you are in contract with the institute, for which would rely on contractual obligation.
4. How long do we keep your data?
We retain the personal data of all service users for a period of in line with our retention periods. If you would like to know more about this, please contact us at the email address above.
This section defines the other activities of our organization not covered above.
1. Lottery
When entering our lottery, we collect the following information about you:
- Your full name to process your competition entry and contact you if you are a winner.
- Your date of birth to confirm your eligibility to enter the lottery.
- Your full address, email, and contact number to contact you if you are a winner and if applicable send you your prize.
- Your mobile telephone number if you have requested further information about a competition or entered a competition by text.
We use your personal data to provide our services to you, to process transactions and to administer user records. It is necessary to process this information to fulfil our competition conditions to you. Our legal grounds in relation to this processing is contract, in that the processing is necessary for entry to the lottery.
As stated in the lottery terms and conditions, we would like to use the winner’s name for promotional purposes. Where we do so, our lawful basis is legitimate interests, however, if you would prefer to remain anonymous, please contact Supporter Care.
We may also ask to use winners’ stories and/or photographs for publication on the website, or to promote the lottery. Where we do so, our lawful basis will be consent and we will discuss this with you prior to publication.
2. Raffle
When you, or someone on your behalf, purchases raffle tickets we may approach you in the future, unless you tell us not to, asking you if you would like to re-enter the draw. To comply with data protection legislation we need to identify, and then advise you, of a lawful basis for processing this activity.
The lawful basis for processing for our administration of the raffle is Contractual Obligation. Your participation in the raffle means that we would not screen you against the Mailing Preference Service when we contact supporters inviting them to take part.
3. Working with Third Parties
LAAC works with third parties to achieve our mutual goals – for example if you were to run the London Marathon, fundraising for us, we would need to liaise with their organisation and share your data. As and when we share your data, you will be informed of the details. As such this section does not list the various third parties but rather the conditions under which the sharing takes place. The parties acknowledge that LAAC is the data controller and the third party is the data processor in relation to any shared data. The third party will process personal data only in accordance with LAAC’s written instructions.
LAAC shall ensure it has all necessary rights and consents to process data, including supply of the privacy notice to the data subject, and to disclose data in accordance with the data protection legislation. Both parties shall implement appropriate technical and organisational measures to ensure a level of security appropriate to protect the data.
4. Social Media
Currently London’s Air Ambulance Charity maintains a presence on the following third-party platforms, which only act as data processors on our behalf: Facebook, Instagram, Twitter, LinkedIn, Hootsuite. The third-party platform will be data processors for us and will process your data in line with their individual privacy and cookie policies. When you interact with us on a social media platform, we may obtain personal information. The information we receive will depend on the privacy preferences you have set on the platform and the privacy policy of that platform. To change your settings with any social media company, please refer to their privacy notice.
We do not routinely use social media to profile supporters. Messages received by us from you through social media will be responded to according to our supporter journey protocols. If we were to determine that your social media data is relevant, you would be immediately informed as to why we have decided to do this. Analysis of posts to determine trends of support, opinion and any other matter of relevance to optimising the activity of LAAC to achieve our mutual goals would not be relevant as Data Processing of a Data Subject, as the matter will be held and engaged with only as aggregate information.