We want everyone who supports us, or who comes to us for support, to feel confident and comfortable with how their personal information will be looked after or used. We are committed to treating you with respect and openness as outlined in our hospice values, and as part of this commitment to you, we have also appointed a Data Protection Officer whose role it is to monitor the hospice’s compliance with data protection legislation.
Who we are
What information we may collect and how we use it
– Care and support services
– Working for us
– Volunteering with us
The legal basis for processing your personal data
Keeping your information safe
How long we keep your information
Sharing your information
Profiling: making our work more unique to you
How to Contact us
Changes to this Privacy Notice
Nightingale House Hospice is a registered charity that strives to provide high standards of Specialist Palliative Care for patients with life-limiting illnesses in North East Wales and the border area, whilst at the same time, supporting their families and friends in a caring setting.
We may collect personal information about you when you take part in one of our fundraising events or challenges, organise a fundraising event yourself, make a donation, play our lottery or raffles, buy or donate items to our shops, use any of our clinical services, apply to work or volunteer with us or use a third party online donation facility or events platform, such as JustGiving or Ticket Tailor, via our website.
We are registered with the Information Commissioner’s Office and our registration number is Z7435017.
If you are referred to one of our clinical services, including bereavement support, we will also collect data from you so that we can provide you with treatment and support. This will include information such as your name, age, address, gender, and possibly sensitive personal information concerning your health and wellbeing, ethnic origin, sex life, and religious views. In order to provide complete care, we may also collect some information about family members and carers.
If you stay or visit our premises, such as our Inpatient Unit, we may collect your image on a Close Circuit Television (CCTV). It may also be necessary to take still images of you for medical purposes, such as in the case of pressure ulcers.
We also may receive information about our patients and their families and carers from other healthcare providers who are involved in their treatment.
We will not use your information for other purposes without your permission including the sharing of your data with our fundraising and marketing teams, unless you specify this.
If you support the Hospice in raising funds, we may collect your contact information, including email addresses and telephone numbers for administration purposes and so we can contact you in the future. This will include how you would prefer to be contacted, i.e. by post, email, etc., and also the types of activities you are interested in.
We may also collect your financial information such as your debit / credit card or bank details so that we can process payments and donations. Your date of birth, whether you are a UK taxpayer, details of your donations including Gift Aid and any relevant information required for events i.e. your t-shirt size, medical conditions, dietary requirements or emergency contact details.
If your child enters any events, for example, a fun run, then their basic personal details and any relevant information will also be retained on our systems however, we would never directly contact them as all contact, would be made via yourself.
If you sponsor an individual who is raising money for the hospice and your contact details are captured on, for example, a sponsorship form we will retain these details in line with statutory requirements. However, we will not use these details to contact you about any future fundraising activity, unless you have previously consented for us to do so. We would also never pass on your details to other third parties.
If you join our lottery we will collect your contact information, including your telephone number and bank details in order that a standing order may be set up. Following receipt of your completed application form, we may contact you by telephone to confirm the details. We may also, in the future, send you raffle tickets for draws that we think you may be interested in supporting. If you would prefer not to receive these raffle tickets please contact us so we may update our records accordingly.
If you apply for or take a job with us, we will store your contact information, bank details, and keep records of your employment history. You may appear in still images or video footage using Closed Circuit Television (CCTV) that is used on our hospice site for security purposes. We sometimes use photos and video footage to promote and celebrate the work that we do, for which we ask your consent as staff members. This consent can be withdrawn by you at any time.
If you apply for a volunteering role with us, we will store your contact information and any other information you have given us as part of your application, including emergency contact details and details of the type of volunteering in which you are interested in and your availability. You may appear in still images or video footage using Closed Circuit Television (CCTV) that is used on our hospice site for security purposes. We use photos and video footage to promote and celebrate the work that we do for which we ask your consent as volunteers. This consent can be withdrawn by you at any time.
Were we are processing your personal information for the purpose of providing healthcare to you then we will rely on data protection legislation’ statutory powers. These allow us to process health and social care information for the treatment of patients and the management of services.
As a charity, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the hospice has a legitimate interest in processing your information in this way to help us achieve our vision of supporting patients with life-limited illnesses, ensuring that they, and their families and carers, get the support and respect they need.
Whenever we process your personal information under this lawful basis, we make sure that we take into account your rights and interests. Where we consider that these rights will be disadvantaged in any way we will look for another lawful basis, which may include seeking your consent.
In some cases, we may also process your personal information because we need to use it in order to fulfil a contract with you (for example, you have registered to join the lottery or you have signed up to Gift Aid with our retail outlets).
Where they are no relevant statutory powers, we will only use your personal information where we have your consent to do so, for example, where we wish to contact you by email.
Please note, that where we have obtained your consent to process your personal data, you have the right to withdraw that consent at any time.
We take looking after your information very seriously. We have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
We only use third party service providers where we are satisfied that the security they provide for your personal data is at least as stringent as we use ourselves and we ensure that robust contracts in place.
We screen our data to ensure it is kept up to date and enable us to be more efficient by targeting based on your interests or likely interests. On occasion, we may improve the quality and accuracy of the information you have provided such as your contact details by checking against publicly available sources. This helps us ensure our records are fully up-to-date and to avoid miss-directing communications. However, we would really appreciate it if you could let us know if your contact details change.
We will only keep your information as is reasonable and necessary for the relevant activity, however there will be occasions where we are required to keep your information to fulfil statutory obligations (for example, the collection of Gift Aid or the retention of medical records).
We are required by law to share certain records with external agencies on activities such as an investigation of a complaint, administer a gift in a Will or HMRC audits.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor will we sell any information about your web browsing activity.
We will share your information with our third party service providers who we contract to carry out certain tasks on our behalf. However, we only disclose relevant personal information that is necessary to deliver the service and we ensure we have a robust data processing contract in place to control how they manage the data they may collect or have access to. We currently use third party service providers for the following services:
- To post our supporter newsletter, gift aid mailings and event mailings
- For IT support
- To host our lottery and finance databases
- For disposal of our confidential waste
If you would like further details regarding which specific companies we use, please contact us and we will be happy to send you the details.
If you use our website, we will store data about your internet browser, I.P. address, the timings of your visits, and a record of which pages you looked at. We do this using Google Analytics; this does not identify you personally, although potentially your IP address could be linked back to you or your location.
Our website uses what is known as ‘cookies’. Our cookies are not sinister – they are simply small files, placed on your computer by your browser, to help us provide a better service. We do this to help us understand things such as how many people visit the various parts of our website. Our cookies do not identify you personally.
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over any other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. You should exercise caution and look for the privacy statement applicable to that website.
You might also provide us with feedback or information about your experience of our services or fundraising activities that we may use to improve them or for marketing purposes. We do not identify you when we use your information in this way.
We want to improve how we talk to you and the information we provide through our website, services, products and information. To do this we sometimes use profiling and screening methods so that we can better understand our supporters, your preferences and needs to better provide a better experience for you.
We may carry out targeted fundraising activities using profiling techniques based on the information that we hold about you and sometimes information that is available in the public domain. We do not use any third party organisations to carry this out on our behalf.
We will only contact you about our work and how you can continue to support the hospice by phone, email or text message if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address, we may send you information, such as our newsletter, by mail unless you have told us that you would prefer not to hear from us in this way.
If you would prefer not to receive updates from us or you would like to stipulate how we should get in touch with you, please contact us to let us know and we will update our records accordingly.
You have various rights in respect of the personal information we hold about you, including:
- Access to your personal information: You have the right to receive a copy of the personal data that we hold about you (this includes health records). We will require proof of identity and proof of authority if the request comes from someone other than the person whose data we are asked to provide. This will ensure we only provide information to the correct person. We normally expect to respond to requests within one calendar month of receiving them. You may request the data in printed or electronic format (pdf) but we will discuss this with you at the time.
- Right to object: You have the right to ask us not to process your information where we are relying on legitimate interests and there is something about your particular situation which makes you want to object to processing on that ground.
- Consent: You have the right to withdraw consent to direct marketing (including profiling related to direct marketing). You can exercise this right at any time and can ask us to update your preferences.
- Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
- Erasure: You can ask us to delete your personal information where you have withdrawn consent or where we have no lawful basis to process it.
If you wish to exercise any of these rights or make a complaint, you can contact our Data Protection Officer. If you feel that we have not dealt with your complaint satisfactorily, you can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, their details can be found at www.ico.org.uk.
If you would like to contact our Data Protection Officer with any concerns or queries you may have in relation to any of the information included in this policy, then please do not hesitate to contact Catherine using the details below.
Mrs Catherine Hughes
Nightingale House Hospice
Tel: 01978 316800 Ext 315
Privacy laws and practice are constantly developing and we aim to meet high standards. Our policies and procedures are, therefore, under continual review. We may, from time to time, update our security and privacy policies. If we want to make any significant changes in how we will use your personal data, we will contact you directly and, if required, seek your consent.
This Privacy Notice is reviewed regularly so we suggest that you check this page periodically to see our latest version. This notice is effective from July 2018.