Winchester Hospice, Privacy Notice

This Privacy Notice sets out how Winchester Hospice aims to repay the trust you have shown by sharing your personal data with the charity.

The Privacy Notice in brief.

It’s important that you read the full Privacy Notice to understand what information we hold, how we may use it, and what your rights are – but if you don’t have time to read it all now, here is a short summary:

  •      We collect information that is either personal data (such as names, addresses, telephone numbers) or non-personal data (such as your Internet Protocol (IP) address, web pages accessed etc.)

  •         We collect information about our supporters, donors, fundraisers, volunteers and employees.

  •        We collect information to provide services or goods, to provide information, to fundraise, for administration, research, profiling, analysis, and for the prevention/detection of crime.

  •         We only collect the information that  is necessary to our aims, which includes providing the best possible service.

  •        We do our very best to keep personal information secure.

  •         We never sell your data, and we will never share it with another company or charity for marketing purposes.

  •         We only share data where we are required by law, or with carefully selected trusted suppliers who do work for us. All our suppliers are required by their contract to treat your data as carefully as we would, to only use it as instructed, and to allow us to check that they do this.

These are the basics but don't forget to come back later and read the full Privacy Notice (below), so you have all the details you need.

Winchester Hospice Privacy Notice

Winchester  Hospice promises to respect the personal information you provide to us. We wouldn’t want to use it in a way that you won’t expect, so our Privacy Notice explains how we protect your privacy and how you can control how we use your personal information.

If you want to change the way in which we use your data or if you have a question about how your personal information is used, please contact us using any of the methods below:

Phone: Monday to Friday 830am to 430pm – 01962 828353

Who we are:

In this Privacy Notice, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to the charity Winchester Hospice Fundraising Charity (Also known as Winchester Hospice) - Registered Charity number 1180948.

What personal information do we hold about you?

We only ask you to supply information that we need in order to provide the service you have requested. We will normally ask you to provide us with:

  •         Your name

  •          Your contact details

  •          But we may request other information where it’s appropriate and relevant, for example:

  •          Your bank details

  •          Your reasons for supporting the Winchester Hospice, i.e. if you or a family has been in our care

  •          Your profession

  •          How you would like us to contact you

  •          Age or date of birth, where relevant to your participation in an event or activity

  •          Accessibility or medical information where relevant to your participation in an event or activity

  •          Details of any accident or incident you may have been involved in while on our premises or while taking part in one of our events or activities

Where we collect your personal information from:

We collect personal information about you in several ways:

  •          via our website when you support us through making a donation; becoming a volunteer; applying for or taking part in, organising or attending a fundraising event; registering to take part in other types of non-fundraising events that we hold; joining a campaign, or pledging a gift in your will.

  •          when you contact us by mail, phone, email or live chat.

  •          when you have used a social media platform to contact us – Facebook, Twitter, LinkedIn, Instagram

  •          via our local community groups.

  •          via an accident and incident form when you have been involved in an accident or incident on one of our premises or when attending one of our events or activities.

We may collect your personal information from other organisations and sources. For example, if you take part in an event run by another organisation with which we partner, such as the London Marathon; when you raise funds via Just Giving, Give As You Live or similar websites; or through social media platforms, e.g. Facebook, Twitter, LinkedIn,  Instagram

When providing information to us via these channels, you should check these companies’ privacy policies and settings to understand how they use your personal information.

How we use your personal information

Lawful grounds for processing your information.

We appreciate you have provided us your personal information and we respect the trust that this represents, there will be times when we will need to use and share your personal data. The Law says that we must use one of the following reasons to do so:

•             Contract – your personal information is processed in order to fulfil a contractual or potential contractual arrangement.

•             Consent – where you agree to us using your information e.g. to receive certain digital information from us.

•             Legitimate interest – where we use your data in a way that we believe you would expect us to because of our relationship e.g. to monitor and improve our services. In each case where we use your data based on our legitimate interests, we carefully balance your rights and expectations to ensure that processing is fair to you.

•             Legal obligation – where there is a statutory or other legal requirement to process and share the information e.g. gift aid returns.

If we are processing special categories of sensitive personal information about you (for example information you share with us regarding your health) then the following grounds for processing also apply:

  •     Explicit consent

  •     Necessary for the establishment, exercise or defense of legal claims.

Below is a list of the ways that we may use your personal information, and which of the reasons described above we rely on to do so. Where we list legitimate interest as a reason, we also describe below what we believe these legitimate interests are:

  •       Handling the administration of your gift or donation when received by, cash, cheque, credit/debit card, direct debit, standing order. - Legitimate interest of administering gifts and donations.

  •       Administer Gift Aid and Gift Aid declaration forms. – Legal obligation.

  •     Keep you informed of fundraising opportunities, including upcoming campaigns and events. – Consent if we send electronic communications (email, fax, SMS, social media) to individuals. Otherwise, our legitimate interest of promoting the Hospices work with you (unless you have told us you do not want to receive marketing materials from us).

  •     Assess your ability for gift giving. – Legal obligation

  •      To keep a record of your relationship with us – Legitimate interest of maintaining a list of supporters and their involvement or legal obligation for Gift Aid purposes.

  •   Providing you with information and requests on issues that are important to people affected by end of life and palliative care. – Consent

  •     Recording matters relating to your health, e.g. to accommodate a disability – Explicit consent

  •     Recorded matters relating to your health where we have a legal obligation to do do, eg. Keeping an accident log – Necessary for the establishment, exercise or defense of legal claims.

How we use your personal information for marketing and fundraising.

We only use your personal information for marketing where you have given us permission to do so, or you have provided permission to other organisations to allow us to market to you, for example, via Facebook or Just Giving.

Like all organisations we rely on marketing to help support the work we do and by using the information you provide to us we are able to contact you with specific marketing messages that we feel will be appropriate to you. Depending on the permission you have given us or another organisation this may be by post, email, telephone, or social media.

To assist us in our marketing, in addition to the data that you provide to us, we may also obtain data from trusted third parties to help us understand what you might be interested in. This ‘profiling’ information is produced from a variety of sources, including publicly available data (such as the electoral roll) or from sources such as surveys and polls where you have given your permission for your data to be shared. We use profiling to determine whether you would be interested in receiving marketing and fundraising information from us concerning Winchester Hospice.

We understand that our supporter’s circumstances change and you can easily withdraw the permissions you have given us, at any time either by using our contact details in this policy.

Who we share your data with

We do not share or sell your data to any other charity or company for marketing purposes.

However, there are some situations where we use trusted suppliers to help us with administration of the services you have asked us to supply to you for example:

  •               agencies who handle your donations

  •               companies who deliver bespoke events for us or who organise events in which we purchase charity places (e.g. the London Marathon)

  •                  as and when required we will share accident and incident information with the Health and Safety Executive, our insurers and our solicitors.

Under some circumstances we may be required to disclose or share your information without your consent, for example if we are required by the police, the courts or for other legal reasons.

How we keep your personal information up to date

Winchester Hospice has a legal obligation under data protection legislation to keep the personal information it collects accurate and up to date. Among other things, it helps us ensure that we do not contact you with inappropriate information and marketing messages and also prevents us from wasting valuable funds on print and postage. We keep your information accurate as follows:

  •          By giving you the opportunity at any time to contact us to correct or change your information.

How we keep your personal information safe

We take our obligations to keep your personal data safe and secure very seriously.

Within Winchester Hospice, access to your personal information is strictly controlled on a ‘need to know’ basis. Staff members and our nominated volunteers are only allowed access to your personal data if they have been sufficiently trained in data handling.

All personal data sent to our trusted suppliers is encrypted

How long we keep your personal information

We keep your personal information in line with our data retention policy.

  •           In certain circumstances we have a statutory obligation to keep your personal information for a set period of time (normally six-seven years) and this mainly concerns financial information regarding your donations or Gift Aid contributions.

Your rights

You have the following rights under data protection law:

  •              The right to request a copy of your information that we hold about you. If  you would like a copy of some or all of your personal information, please email or write to us using the contact details in this policy – we do not apply a charge for providing you with this information although we may need to request proof of identity from you.

  •               The right of rectification. you have the right to have your information rectified if that information is inaccurate or incomplete.

  •               The right to object. You have to object to our processing of your personal information in certain circumstances.

  •               The right of restriction. You have the right to request that we restrict the processing of your personal information.

  •               The right to data portability. You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.

  •               The right to withdraw consent. You have the right to withdraw your consent to our processing activities (based on that consent) at any time. Please note that the lawfulness of historic processing based on your consent will not be retrospectively affected by your withdrawal of consent.

  •               The right to complain. You have the general right to complain to us (in the first instance) and to the information Commissioners Office (if you are not satisfied by our response) if you have any concerns about how we hold and process your personal information.

Changes to this Privacy Notice

We keep our Privacy Notice under regular review and will notify you of any substantial changes. We last updated our Privacy Notice on 21 February 2019.