At St Richard’s Hospice we take your privacy very seriously and are committed to protecting your personal information.
When you request information from St Richard’s Hospice; sign up to any of our services; are referred for care; apply for a job or support or buy things from us, St Richard’s Hospice will obtain information about you.
As a charitable organisation we also hold and process data as required by regulatory bodies such as the Charities Commission. This can include personal information relating to enquiries or complaints about us; processing financial transactions, maintaining our accounts and prevention of fraud; administering Gift Aid claims and anonymised details for measuring equality and diversity of our workforce.
We have a legal duty under the Data Protection Act to prevent your information falling into the wrong hands. We must also ensure that the data we hold is accurate, adequate, relevant and not excessive.
Normally the only information we hold comes directly from you. Whenever we collect information from you, we will make it clear which information is required in order to provide you with the information, service or goods you need. You do not have to provide us with any additional information unless you choose to. We store your information securely on our computer system, we restrict access to those who have a need to know, and we train our staff in handling the information securely.
The Data Protection Officer
St Richard’s Hospice
Wildwood Drive, Worcester
St Richard’s Hospice is a charitable company with registered company number 01850502 and registered charity number 515668.
This privacy notice provides details about:
The personal data we collect and how we use it
The information we collect and use
Why we share information about you
How long we keep information about you
How we keep your data safe and who has access to it
Keeping your information up to date
Your right to know what we know about you, make changes or ask us to stop using your data
1. The personal data we collect and how we use it
2. The information we collect and use
When you give it to us directly:
You may give us your information for a variety of reasons including in order to access our services, sign up for one of our events or activities, apply for a job or volunteer role, make a donation, fund raise for us, purchase our products or communicate with us.
When you give it to us indirectly:
CCTV is used in our shops, warehouse and at the hospice at Wildwood Drive. CCTV is used for the purposes of crime prevention and the protection of staff and would be viewed only by exception in relation to any incident involving staff, patients, relatives, visitors or volunteers. Access to view is restricted to key individuals.
When you give permission to other organisations to share
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our fundraising methods, products and services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:
Third party organisations
You may have provided permission for a company or other organisation to share your data with third parties, including charities. This could be when you buy a product or service, register for an online competition or sign up with a comparison site.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
Conversion tracking helps us measure the return on investment of Facebook Ads by reporting on the actions that people take after viewing those ads. We create pixels that track conversions, add them to the pages of our website where the conversions will happen and then track these conversions back to ads we are running on Facebook. No personal information is contained in or collected as a result of using these cookies or pixels. You can opt out by visiting http://optout.aboutads.info
Information available publicly
This may include information found in places such as Companies House and information that has been published in articles/ newspapers.
When we collect it as you use our websites or apps
When you fill in forms on our website we will record your name, email address and any other details you have entered so that we may contact you directly to respond to your enquiry. This data will be deleted from our website after 30 days.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device
3. Why we share information about you
We understand that sharing information is a sensitive topic. We will never sell your information and are committed to being transparent with you about where we legally share information, the reason why and who with. The list below provides an overview of what information is shared and with whom.
Personal details are shared with designated mailing houses for the purposes of sending printed communications.
Email addresses with providers of email marketing platforms where you have agreed to receive information from us via these channels eg Mailchimp.
Information about the use of IT systems is shared with technical suppliers for the purposes of support and system administration.
Limited information about your digital identity is used to provide statistical information about the use of our IT systems including website and social media pages.
4. How long we keep information about you
We only keep information for as long as we are allowed to in accordance with other legislation or relevant regulations. Once we no longer need to keep your information we remove it from our systems or securely dispose of it and we do this at the end of each financial year.
5. How we keep your data safe and who has access to it
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collect or have access to.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
6. Keeping your information up to date
Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as described above.
We really appreciate it if you let us know if your contact details change. Please contact the Database Manager via firstname.lastname@example.org
7.Your right to know what we know about you, make changes or ask us to stop using your data
The right to be informed – you have the right to be told about how and when your personal information will be used. Our aim is that this notice, in conjunction with statements on other materials, provides a clear and transparent description of how your information will be used.
Right of access – you have the right to request a copy of the information that we hold about you (this is also known as a ‘Subject Access Request’).
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. You should be aware we are required to keep most information for a minimum period of time.
Right to restriction of processing – where certain conditions apply you have the right to restrict our processing of your information.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing including profiling. You have the right to ensure decisions about you are not automatically made by a system or technology.
You have the right to a copy of all the information we hold about you (apart from a very few things which we may be obliged to withhold because they concern other people as well as you). To obtain a copy, please write to the Data Protection Officer at St Richard’s Hospice, Wildwood Drive, Worcester WR5 2QT or email email@example.com
We aim to reply as promptly as we can and, in any case, within the legal maximum of one calendar month.
You can contact us at any time to make changes or ask us to stop using your data. Please contact the Data Protection Officer, details as above.
If you feel your requests are not being appropriately dealt with then you can register your concern with the UK Information Commissioner’s Office. Details on how to do so can be found here on their website (https://ico.org.uk/concerns) or by calling 0303 123 1113.
Notification of changes
This statement may change from time to time, for example, if the law around information changes or for operational purposes. We advise you to visit this page regularly to keep up to date with any changes.