Privacy Policy

At Hospital Rooms we value your privacy and the personal information that we hold. The purpose of this statement is to be clear and transparent about how Hospital Rooms uses your personal information, whether you are working with us, interested in volunteering, making a donation or just browsing our website.

Who are Hospital Rooms?

Hospital Rooms commission world class artists to work with mental health patients, staff and NHS Trusts to radically transform locked and secure mental health units with museum quality and compliant art.

Hospital Rooms is a registered charity in England and Wales: 1168101.

Information we collect and why we use it 

Your ‘personal information’ is information that can be used to identify you. This can include your name, email address, postal address, telephone number, date of birth and credit/debit card details. Hospital Rooms collects, stores and handles personal information for a variety of purposes, including to manage our volunteers, to process donations made to us, to engage with our supporters and to provide our services to the public.

The following laws apply to Hospital Rooms, as an organisation that collects, stores and handles personal information:

  • the Data Protection Act 1998
  • the General Data Protection Regulation (EU) 2016/679
  • the Privacy and Electronic Communications (EC Directive) Regulations 2003

We will handle your information in accordance with these laws.

Changes to this Privacy Statement

As the service we provide changes, we may need to alter this Privacy Statement. If you have any queries about this statement please contact us:

How we use personal information

Making a Donation

When you donate money to Hospital Rooms via the Total Giving portal on our website we need to collect and use certain information about you in order to process your donation. This could include your name, email address, postal address, telephone or mobile number, bank details, taxpayer status (to understand if we can claim Gift Aid), date of birth and history of previous donations. We may also use the personal information you have provided, and information about you gathered from publically available sources (for example, details of your affiliation with other charities or companies), for research purposes. There is more information on this below.

When you make a donation via the Hospital Rooms website your data is stored on a secure server and processed by our payment service providers, Stripe or PayPal. They provide secure payment gateways – it uses internationally recognised encryption standards and security methods to keep your data safe.

If you have donated to Hospital Rooms via an online fundraising platform, such as Virgin Money Giving or JustGiving, they will pass your information onto us to allow us to record and process your donation. We will contact you to confirm that we have received your donation and to see whether you would like to keep in touch in the future. Make sure you read the fundraising platform’s own privacy policy, as that will tell you how they use your information for their own purposes.

As a charity that relies on donations, it is important that Hospital Rooms keeps the public updated on our vital work and campaigns. We also need to understand how we can best attract and communicate with new and existing supporters, in order to target our resources effectively. These are examples of Hospital Rooms’ ‘legitimate interests’ and are our lawful basis for using the personal information that you provide to us to:

  • Contact you by post to update you on our vital work and campaigns (from time to time these updates may include requests for financial support; you can let us know that you no don’t want to hear from us anymore at any time – see the ‘Keeping in Touch’ section of this Privacy Statement);
  • Invite you to participate in surveys or research (on a voluntary basis);
  • Carry out research into how we can better engage with and attract new supporters;
  • Carry out research into how we can better communicate with new and existing supporters;
  • Keep a record of your relationship with us; and
  • Keep in touch in relation to any legacy pledges you have made to Hospital Rooms


We are always looking to improve how we talk to you and the information we provide through our website and communications. To do this we sometimes use profiling and screening methods so that we can better understand our supporters, your preferences and needs to provide a better experience for you.

We may carry out targeted fundraising activities using profiling techniques based on the information that we hold about you. If our research identifies that you may be willing and able to support us, we may gather additional information about you, such as professional history, affiliation with other charities and companies, trusteeships or club and livery membership, using publicly available sources. These sources could include Companies House, company websites, Who’s Who, Debretts, LinkedIn, Charity Commission website and recent press coverage.

You can of course opt out of this activity at any time. To do this, email with the subject line ‘Please stop analysis of my data’ or by contacting us at Hospital Rooms, Pillbox 3.08, 115 Coventry Road, E2 6GG, or by email:

Where we store your information

Hospital Rooms operates across the UK. This jurisdiction is on the European Commission’s “safe” list of countries for transferring personal data. We use ‘cloud-based’ applications provided by external suppliers to collect, store and handle some types of personal information. These suppliers (e.g. Google) may be based outside of the EEA. Where this is the case, we ask suppliers to provide evidence that they have the appropriate measures in place to ensure that your personal information is kept safe.

Security safeguards

Hospital Rooms uses various technical and organisational measures to keep your data safe. Electronic data and databases are stored on secure computer systems and we control who has access to information, using both physical and electronic means. Although we do our best to keep your information safe, the transmission of information over the internet is never completely secure, so please bear this in mind when you share information with us via our website.

Any debit or credit card details which we receive on our website are passed securely to Stripe, our payment processing partner, according to the Payment Card Industry Security Standards.

How long we keep your personal information for

We only keep your personal information for as long as required, depending on what it was collected for, and in accordance with legal requirements and tax and accounting rules.

If you have told us that you don’t want to be contacted by Hospital Rooms, we will remove your details from our marketing database. 


We will only contact you about our work and how you can support Hospital Rooms by phone and email if you have agreed for us to contact you in this manner. However, if you have provided us with your postal address we may send you information about our work and how you can support Hospital Rooms by mail unless you have told us that you would prefer not to hear from us in that way.

You can update your choices or stop us sending you these communications at any time by contacting or clicking the unsubscribe link at the bottom of the relevant communication.


’Cookie’ is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website.

They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you. 

How do we use cookies?

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.  

The cookies we use

We use the categorisation set out by the International Chamber of Commerce in their UK Cookie Guide.

We use all four categories of cookies:

  • Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account.
  • Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
  • Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
  • Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such if you visit the Hospital Rooms website you may then be more likely to see adverts about Hospital Rooms’ work on other websites as your browsing suggests that this is an area of interest.

No cookies, please

You can opt out of all our cookies (except the strictly necessary ones). But, if you choose to refuse all cookies, our website may not function for you as we would like it to.

If you have any questions about how we use cookies, please contact us: