At Hospice UK we are committed to protecting and respecting your privacy. This Policy explains when and why we collect personal information, the rights of individuals in relation to personal data as well as general approaches to, and standards of, safeguarding privacy adopted by Hospice UK.
What's on this page
- Who are we?
- How do we collect information from you?
- What information is collected from you?
- How is your information used?
- Who has access to your information?
- Your choices
- Security precautions in place
- How can you access information we have about you?
- Profiling and data matching
- Other websites
- 18 or under?
- Transferring your information outside of Europe
- Review of this policy
- Further Information
Who are we?
We are Hospice UK, the charity for hospice care in the UK, working closely with our members to support their work and to advocate for and raise awareness of hospice care. Hospice UK is a registered charity (no. 1014851 in England and Wales, and no. SC041112 in Scotland) and company limited by guarantee (no. 2751549).
The registered address is Hospice House, 34-44 Britannia Street, London, WC1X 9JG. The Hospice UK Group comprises Hospice UK and its wholly owned trading subsidiary Help the Hospices Trading Limited.
For the purpose of the UK's Data Protection Acts and Regulation (EU) 2016/679 (General Data Protection Regulation ) (which together we will call “Data Protection Rules”), the data controller is Hospice UK. The information you provide will be held in accordance with Data Protection Rules and may be used by Hospice UK and its agents to supply any services which you have requested or products you have ordered.
How do we collect information from you?
We obtain information about you when you use our website, for example when you register for one of our networks/communities or to receive one of our newsletters, when you contact us to make a donation, or enquire about our services and products.
What information is collected from you?
Hospice UK will only collect personal data that is relevant to the carrying out of its legitimate purposes and function.
Examples of the information we collect might include your contact details and information regarding your activity relating to our services, such as web statistics.
If you make a donation online or purchase something from us, your card information is not held by us; it is collected by our third party payments processors, who specialise in the secure online capture and processing of credit/debit card transactions. If you are accessing any of our services as a hospice or palliative care professional we may also collect information such as your job title and the organisation you work for.
How is your information used?
We may use your information to:
- process a donation that you have made;
- process orders that you have submitted;
- to carry out our obligations arising from any contracts made between you and us;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- ensure staff and volunteers have the information they need to carry out our work;
- send you communications which you have requested and which may be of interest to you; these may include information about campaigns, appeals, other fundraising, and professional topics;
- process a grant or job application;
- ensure staff and volunteers have the information they need to carry out our work.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract between you and us.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for their marketing purposes.
We may pass your information on to third party service providers working on our behalf, where this is necessary for them to complete tasks and provide or fulfil services to you on our behalf. We will only pass on such information as is necessary for them to complete that work. Where data is passed to a third party for processing, Hospice UK will ensure that a written contract is in place that states that the agent will:
- process the data transferred only on the express instructions of Hospice UK;
- ensure data is used in full compliance with the Data Protection Rules; and
- implement appropriate security measures to protect the information transferred.
Any request for data based on a legal requirement e.g. from police or other bodies, must, where possible, be put in writing and will be considered by Hospice UK's Data Officer (who may seek independent legal advice) before data is disclosed.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive communications from us about the vital work we do and our exciting services and products , then you can select this choice by ticking the relevant box(es) on the form on which we collect your information.
We will not contact you for fundraising marketing purposes by email unless you have given your prior consent for us to do so. We will not contact you for fundraising marketing purposes by post if you have indicated that you do not wish to be contacted.
You can change your communication preferences at any time by emailing firstname.lastname@example.org, or by contacting us on 020 7520 8200.
If you are an employee or trustee of a hospice or other organisation which is a member or subscriber of Hospice UK then we may contact you, using your work email, address or telephone number, to provide you with information which we believe is relevant to your role in relation to your organisational membership.
If you do not wish to receive such information you can opt out of receiving it at any time by emailing email@example.com or by contacting us on 020 7520 8200.
Security precautions in place
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Hospice UK employees and representatives will be responsible for ensuring that all proper and appropriate data care procedures are fully and conscientiously followed.
Non-sensitive details (your email address etc.) are transmitted over the internet, and this can never be guaranteed to be 100% secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use appropriate procedures and security features to try to prevent unauthorised access.
Data no longer required for the legitimate purposes of Hospice UK will be regularly removed. A clear rationale will be supplied for personal data to be kept beyond seven years.
All Hospice UK staff and representatives (including volunteers) have a duty to protect individuals' data from accidental disclosure and are required to comply with the following obligations:
- not to give their passwords to other people, who will then have access to the data they are entitled to view;
- not to reuse or recycle reports that contain personal data;
- to take care to ensure that data is not left accessible on laptops or in files either in or out of the office, where these can be accessed by unauthorised personnel.
How can you access information we have about you?
We will strive to ensure that data collected is as accurate as possible. If you would like to ask for a copy of the data we hold on you please email firstname.lastname@example.org or ring 020 7520 8200. We may charge an administrative fee of £10 for providing this information.
Profiling and data matching
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively.
We may also use your personal information to detect and reduce fraud and credit risk. We are obligated to keep your data accurate, and reserve the right to correct any inaccurate/incomplete data we have.
A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer's hard disk so that the website can remember who you are.
We provide a tool called PopNAT (Population-based needs assessment tool) that has been created to support hospices, local decision makers and other service providers across health and social care to plan for the future, identify unmet need and to innovate services based on intelligence about the end of life and palliative care needs of the local population.
When you use PopNAT we do not know who you are. We do know your IP address. It is sometimes possible to identify a person from their IP address, but we do not and will not attempt to do this.
We log users’ actions so that we can improve the service and fix errors. Errors can sometimes occur because of a particular sequence of actions; by keeping the data we improve our chances of spotting such sequences. We keep such data for up to twelve weeks after which time it is unlikely to assist in error fixing, and it is either deleted or the IP address anonymised. After this time we no longer have your IP address.
Hospice UK often provides links to, and utilises websites run by other organisations. We encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from Hospice UK.
18 or under?
We are concerned to protect the privacy of children aged 18 or under. If you are aged 18 or under‚ please make sure you have your parent/guardian's permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers.
Review of this policy
Last update: 23 May 2018