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Privacy

Peace Hospice Care (PHC) takes your privacy extremely seriously. This policy sets out how we collect and process any personal data you may provide to us when you sign up to charity events, become a donor, and when you use our website www.peacehospicecare.org.uk

For information on how we use patient data, please refer to the document Your healthcare record - How we use your information

This policy applies where PHC (referred to as “we”, “us” or “our” in this privacy notice) identify as the data controller and where we are responsible for your personal data.

Contacting us

PHC has appointed a Data Protection Officer, who will be responsible for privacy matters and the protection of personal data we hold as an organisation, their details are below:

Name: Darren Kewley
Email address: dpo@peacehospicecare.co.uk                
Telephone number: 01923 330 330

PHC is registered in England and Wales registration number 02604892, our registered office is Peace Hospice Care, Peace Drive, Watford, Herts, WD17 3PH. Our registered number with the ICO is Z4652547 and our registered charity number is 1002878.

Making complaints

If you are unhappy with the way we collect or process your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) who are the UK’s supervisory authority for data protection.

Complaints and concerns can be lodged with the ICO via this link: https://ico.org.uk/concerns/

We kindly ask that before any complaints are lodged with the ICO, that you contact us first to try and resolve any issues you may have.

1. What data do we collect?

Personal information we may collect from you and process includes:

  • Identity and contact info – such as your name, date of birth, address, email addresses, phone numbers and photographs
  • Payment data – credit card or direct debit details when you become a donor to our organisation and whether you are a UK taxpayer in order for us to claim Gift Aid on your donation
  • Cookies and IP address information - when you use our website
  • CCTV footage – from CCTV systems in place at PHC locations
     

Special Category Data

Under the General Data Protection Regulation/Data Protection Act (2018), special category data is data which includes information about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

PHC does not collect sensitive personal data as part of the scope of this Privacy Policy. However, our hospice and care services will collect such data as part of the delivery of patient care. Our lawful purposes and conditions for obtaining and processing this data are set out in section 5. For information on how we use sensitive personal data, please refer to the document Your healthcare record - How we use your information

How do we use your personal data?

We will only use your personal data for the following reasons:

  • To help raise funds for our charity
  • To administer your donation and claim Gift Aid
  • To inform donors and potential donors about news, events, and fundraising efforts
  • To sign you up for any events we may be organising
  • To on-board volunteers
  • To manage our relationship with you

2. How do we obtain your data?

We obtain your personal data via several ways:

  • Via paper and online forms when you sign up to be a supporter or volunteer, sign up to our digital marketing or to attend one of our events
  • When you use our website https://www.peacehospicecare.org.uk/

3. Our lawful purposes for collecting and processing your information

We have identified that we will use your information for the following reasons:

  • With your explicit consent
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

Where we rely on consent as a lawful purpose for processing your personal data, you have the right to withdraw consent (where legally applicable) at any time by contacting our Data Protection Officer.

4. Who do we share your information with?

We may need to share your information with third-parties to provide you with our services or to help us raise funds for our charity, these third parties include:

  • Services providers who host our website and systems
  • Payment card providers who handle transactions on our behalf (for donors)
  • Third-party marketing organisations we work with when you sign-up to our marketing as a charity

5. International transfers

Where possible, we ensure that your data is stored within the European Economic Area (EEA), however some of our storage locations and service providers may be hosted outside of the EEA. When we do need to transfer your personal data out of the EEA, we ensure one of the following safeguards are in place to provide a similar level of security of your data: 

  • Your personal data has been transferred to a country that has been deemed to provide an adequate level of protection for personal data by the Information Commissioner; or
  • The hosting environment we use has specific contracts, codes of conduct or certification mechanisms in-place.

If none of these safeguards are available, we will only transfer your data with your explicit consent – which can be removed at any time by contacting us.

Please contact our Data Protection Officer if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

6. Retention periods

Your personal information will be retained in accordance with our data retention policy which categorises all the data assets held by us and specifies the appropriate retention period for each data asset. 

These periods are based on the requirements to keep the data for as long as necessary to fulfil the purpose for which it was collected, to meet any legal requirements or to satisfy any reporting, accounting, or contractual needs.

Please contact our Data Protection Officer if you would like further information on our retention periods.

7. Your rights

Under the General Data Protection Regulation/Data Protection Act (2018), you have certain rights regarding your personal data, these include the right to:

  • Request access to your personal data
  • Request correction of your personal data
  • Request erasure of your personal data
  • Object to processing of your personal data
  • Request restriction of processing your personal data
  • Request transfer of your personal data
  • Withdraw consent

You may exercise any of these rights by raising a subject access request with us. You can do this by contacting our Data Protection Officer.

We will not charge you for making a request and we will make all reasonable efforts to respond to you within 30 days. Sometimes it may take longer than 30 days to gather all the information we may hold on you, in this situation we will keep you always updated.

You can instruct us at any time to stop processing your personal data for the purposes of marketing.

We may refuse your request or withhold any personal information that you request if there is an overriding legal reason for us to do so.

8. Information security

PHC takes the security of your information extremely seriously. To protect your data, we implement a risk-based approach to adopt the strongest organisational and technical controls to protect the confidentiality, integrity and availability of your data.

9. Website and Cookies

The only website this privacy policy applies to is Peace Hospice Care’s website. If you use links to any other website from the Hospice’s website, then you will need to read their privacy policy. We take no responsibility (legal or otherwise) for the content of their websites.

Cookies

Our website uses cookies to track the use of it. This allows us to better understand patterns on our website and how we can develop and improve it, as well as analysing the traffic on our site for marketing or advertising purposes.

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

The cookies we use:

Forms related cookies:

When you submit data to us through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

Site preferences cookies:

To provide you with a great experience on our websites, we provide the functionality to set your preferences for how this site runs when you use it. To remember your preferences, we need to set cookies so that this information can be recalled whenever you interact with a page to meet your preferences.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics, which is an analytics solution on the web, for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content. We might also use Google Analytics, which is a similar service, to ensure we have the best information possible to improve our service.

For more information on Google Analytics cookies, see their official web page.

From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features, these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.

Managing Cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The method for doing so differs with each browser, the following guides for the most common internet browsers detail the processes for doing this:

Blocking cookies may impact your experience on our website as you may not be able to make full use of the features on it.

10. Information in other formats

If you would like this notice in another format (for example: audio, large print, braille) please contact our Data Protection Officer via the email address above).

11. Equality Impact

   

Yes/No

Comments

1.

Does the policy/guidance affect one group less or more favourably than another based on:

   
 

Race

No

 
 

Ethnic origins (including gypsies and travellers)

No

 
 

Nationality

No

 
 

Gender

No

 
 

Culture

No

 
 

Religion or belief

No

 
 

Sexual orientation including lesbian, gay and bisexual people

No

 
 

Age

No

 
 

Disability - learning disabilities, physical disability, sensory impairment and mental health problems

No

 
 

Marriage & Civil partnership

No

 
 

Pregnancy & maternity

No

 

2.

Is there any evidence that some groups are affected differently?

No

 

3.

If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable?

No

 

4.

Is the impact of the policy/guidance likely to be negative?

No

 

5.

If so can the impact be avoided?

N/A

 

6.

What alternatives are there to achieving the policy/guidance without the impact?

N/A

 

7.

Can we reduce the impact by taking different action?

N/A

 

If you have identified a potential discriminatory impact of this procedural document, please refer it to the Chief Executive together with any suggestions as to the action required to avoid/reduce this impact.

For advice in respect of answering the above questions, please contact the HR Team.