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.
1. Who we are
Winchester Hospice Fundraising Charity, 1180948
Address: Fundraising Office, Ashley Building, Royal Hampshire County Hospital, Romsey Road, Winchester SO22 5DG
Email address for data protection enquiries: winchester.hospice@hhft.nhs.uk
Telephone number: 01962 828 353
We are the data controller, meaning we determine how and why personal data is processed.
2. Types of personal information we collect
We may collect and process the following categories depending on your relationship with us:
- Supporters, donors, community partners: Name, contact details, communication preferences, donation history, Gift Aid details, payment information, event participation records, interests.
- Patients, family members, and referrers: Identity and contact details, health-related or other special category data when necessary for care or safeguarding.
- Staff and volunteers: Identity, contact information, DBS data, references, HR records, right-to-work information.
- Website users: IP address, browser data, cookies, analytics, contact form submissions.
3. How we collect personal information
We collect data directly from you, via referrals, through fundraising platforms, partner organisations, our website and analytics tools, and publicly available sources.
4. Our lawful bases for processing
We rely on one or more lawful bases under UK GDPR: Consent, Contract, Legal obligation, Vital interests, Public task, Legitimate interests. Special category data is processed under the additional conditions permitted by law.
5. How we use personal information
We use data to:
- Process donations and Gift Aid
- Provide fundraising updates and marketing
- Support hospice care
- Recruit and manage staff/volunteers
- Maintain financial records and comply with regulations
6. Who we share information with
We may share data with NHS partners, fundraising platforms, HMRC, IT providers, professional advisers, and regulators.
7. International transfers
If data is transferred outside the UK, we ensure approved safeguards are in place.
8. Data retention
We retain personal data only as long as it is genuinely needed for the purpose we collected it for.
In respect of Gift Aid declarations, we must retain those for six years after the accounting period that they relate to.
9. Your data protection rights
You have rights to access, rectify, erase, restrict processing, data portability, object to processing, and rights regarding automated decision-making.
10. How we protect personal information
Security measures include secure IT systems, encryption, role-based access, training, and audits.
11. Cookies
Our website uses cookies for essential functions and analytics. See our Cookie Notice for more details.
12. Complaints
If you have concerns, contact us. The details are below:
Email: winchester.hospice@hhft.nhs.uk
Post: Winchester Hospice Fundraising Charity, Ashley Wing, Royal Hampshire County Hospital, Romsey Road, Winchester, SO22 5DG
Phone: 01962 825344
You may also contact the Information Commissioner’s Office: https://ico.org.uk
13. Updates to this policy
We may update this Privacy Policy to reflect legal or operational changes.
14. Approval
This policy was approved by the Board of Trustees on: 15 APRIL 2026
Signed on behalf of the Board of Trustees:
Nick Vaughan
Chair of Trustees