Privacy policy

This section applies to individuals who are receiving or have in the past received our clinical services, as well as individuals who have been referred to us or have enquired about our clinical services.

Types of information
If you wish to make use of our clinical services we will ask you to provide your name, address, date of birth, contact details including email and telephone, next of kin and family information, your doctor’s contact details and the details of all professionals involved with your care

Certain categories of personal information are more sensitive such as health information, racial or ethnic origin, sexual orientation, political opinions, genetics, biometrics, religious beliefs or other beliefs of a similar nature (these are called special category data). We only collect special category data where there is a need to do so or with your consent in order to provide you with the best, most personalized care. Before collecting any sensitive personal information we will make it clear to you what information we are collecting and the purposes for collecting it.

Sources of your information
We may obtain information about you directly from you, a loved one, a family member or your legal guardian. Information concerning your health or that is required to provide you with health and social care services may also be obtained directly or indirectly from your doctor, healthcare team or from the NHS.

Purposes of processing your information
Our purpose for collecting this information is so we can provide you with the best personalized, safe and effective clinical service and to comply with other clinical reporting and legal requirements.

The legal basis for processing your information
We will rely on several lawful grounds for processing your information and will seek your consent when we feel this is appropriate or when required by law to do so.

Who we share information with
We will share your information with your GP and your health care team and the emergency services in order to provide the best safe and effective care when you utilize our clinical services as well as for statistical reporting requirements. Your information will only be shared under strict guidelines to protect your privacy and your right to confidentiality. Where possible we will minimise the amount of information shared or anonymise records so as not to identify you as an individual. We will also need to share your information when required by law, regulation or codes of practice.

If you are a patient or their family or loved one, we will not share your information with our fundraising team unless you specifically ask us to, and that will only be your contact details.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access, disclosure, damage or loss we have put in place suitable physical, electronic and managerial procedures to safeguard your information. The personal data in our secure databases are only accessible to staff and volunteers who need to access it as an essential part of their role.

Keeping your information
We keep your personal information only for as long as it is necessary and for compliance purposes. Where your information is no longer required we will ensure it is disposed of in a secure manner.

Types of information
For our fundraising purposes, we will need to process information such as your name, address, e-mail and telephone number. Where relevant we will also need to process other information such as your credit/debit card details, bank account details, amounts of donations and standing orders, Gift Aid declarations, IP address, participation in events, lotteries and raffles, and other relevant information you may provide to us. We also hold records of our communications with you and your communication preferences.

Sources of Information
We collect personal information about you when you ask about our activities, register for an event, buy raffle tickets or participate in a lottery or prize draw, make a donation or debit/credit card payment, sign a Gift Aid form or when you otherwise give us your personal information.
We also obtain information about you from other sources such as Virgin Money Giving, Just Giving and Funeral Directors who pass on donations you make to us, as well as from social media when you interact with us on these platforms.

Purpose of processing your information

Our purposes for collecting your information are:

• to provide you with the information, support, services, or products you have requested
• to process donations and payments we have received from you
• to claim Gift Aid on your donations
• to fulfil sales made online or through our shops
• to process your entry in our raffles, lotteries or prize draws
• to register and administer your participation in events for which you have registered
• to keep a record of your relationship with us and for internal administrative purposes
• to carry out statistical analysis and research in order to help us to understand how we are performing and how we can improve our services
• for fraud prevention, credit risk reduction or otherwise as required by law or regulation
• we may also use your personal information for other purposes which we specifically notify you about and, where appropriate, obtain your consent.

The lawful basis for processing your information

Direct Marketing

• When we write to you by post we rely on the legitimate interest lawful basis for processing your information – that is, we believe that you have an interest in seeing the hospice continue to flourish and to be there for the families that need us, and we have an interest in staying in touch with you and securing your ongoing support. On the same basis, if you have given us your telephone number we may also occasionally use the phone to call you.
• For email and SMS (text messaging), we will only contact you by these means if you have given us explicit permission to do so. Our lawful basis for processing this information is your consent.
• If you ever wish to stop hearing from us or change the type of communications you receive from us you can do so at any time by completing the supporter preference form.

Lawful basis: Legitimate Interest
We rely on our legitimate interest to process your information for matters of a non-marketing nature for example managing Gift Aid, management of your donations and regular giving payments, thanking you for your support, to keep your information up-to-date, to answer your questions, queries or requests, for financial and trend analysis.

Lawful basis: Fulfilment of a Contract
When we send you the items you have ordered through eBay, when you play our lottery or enter a raffle, the lawful basis for processing your information is the necessity to fulfil a contract.

Lawful basis: Legal Obligation
We have a legal obligation to process your information when required by law, for example for the purpose of fraud prevention or money laundering.

Who do we share your information with
Information about our supporters is held securely on our central communication database. This is a Customer Relationship Management software package called Harlequin where we store information such as contact details, donations amounts, Gift Aid declarations, events participation and other details about your interactions with the hospice. Access to this secure database is restricted to appropriately trained staff and volunteers.

We also need to share your information with trusted third parties who provide services to us such as email delivery platforms, external lottery, raffle or event management services and a range of online fundraising and sponsorship platforms. We have contracts in place with all these trusted organisations and they are only allowed to process your information in strict compliance with our instructions.

We will also share your information with HMRC to claim Gift Aid and when required by law or regulation to do so.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, loss, damage or destruction we have put in place suitable physical, electronic and managerial procedures to safeguard your information. However no data transmission over the Internet is 100% secure, therefore whilst we try to protect your personal information we cannot guarantee the security of any information you transmit to us over the Internet and you do so at your own risk.

If you use a credit or debit card to make a donation or payment we will ensure that processing is done in accordance with the Payment Card Industry Data Security Standard. You can found out more about this at: https://www.pcisecuritystandards.org/pci_security

Keeping your information
We keep your personal information only for as long as it is necessary and for compliance purposes. Where your information is no longer required we will ensure it is disposed of in a secure manner.

This section applies to volunteers who are donating their time to support our work or have done so in the past.

It also applies to individuals who are or were employed by Skanda Vale Hospice as well as contractors, agency staff, freelance and bank staff. It also includes individuals who have expressed an interest in working for us but were unsuccessful or chose not to pursue their application.

Employees and volunteers may also choose to be supporters or donors. In this case, their contact details only will be available to the fundraising team and they will be included in our central database as supporters (please also see the Supporters section).

Types of Information
We process the information you provide in the application form and/or in your CV, this may include sensitive details such as race, ethnicity, and sexual orientation. Information of a sensitive nature may also be disclosed to us following a DBS (Disclosure and Barring Service) check or Occupational Health Screening.

Sources of Information
Information is obtained directly from your application form and CV. We also contact your referees and may obtain information from any necessary DBS checks and Occupational Health Screening.

Personal information may also be obtained for managerial purposes throughout the course of employment or volunteering at the hospice and kept on personnel files, for example, information from one-to-one’s, performance management and appraisals, on occasions health and disability information.

Purpose of Processing your information
Any information collected or requested will only be used for the purpose of recruiting, management and dismissal of employees or volunteers. Some examples of processing activities relating to staff are salaries, pensions, insurance, payroll giving, expenses, training, appraisals, discipline, promotion, illness and return to work. Personal and sensitive information will also be used for statistical reporting but only in an anonymised form to protect and respect your right to privacy.

The lawful basis for processing your information
The processing of personal details directly for employment purposes is necessary for the performance of the employment contract we have with our employees. We will rely on our legitimate interest to process personal information about employees and volunteers for purposes that are not directly related to their employment such as for appraisals and performance reviews, redeployment or restructuring purposes. Special category data will be processed if necessary for assessing an employee’s working capacity (under article 9 (2) (h) of the General Data Protection Regulation).

There are certain types of information that we must process to comply with employment laws and other regulatory requirements. Processing for these lawful requirements will occur under our legal obligation to comply with such laws.

Who do we share your information with
Information relating to the employment of staff will be shared with trusted third parties who provide us with services relating to the management of employees, for example for the payment of salaries, pensions insurance and tax. Some information will be shared with Occupational Health professionals for the purpose of determining your ability to work and undertake specific tasks.

At all times data minimisation will apply and only the necessary information will be shared to address the purposes required.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access, disclosure, damage or loss we have put in place suitable physical, electronic and managerial procedures to safeguard your information.

Keeping your information
We keep your personal information only for as long as it is necessary and for compliance purposes. Where your information is no longer required we will ensure it is disposed of in a secure manner.