OF Rotherham Hospice
Our registered charity number is 700356.
Our commitment to you
We are committed to protecting and respecting your privacy, and we take your privacy very seriously.
To enable us to undertake our charitable objectives we collect and use personal information about individuals. We recognise the trust placed in us by individuals whose information we use. This policy (together with any other documents referred to in it) sets out the basis on how any personal data we collect from you, or that you provide to us, or that we obtain about you will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
This notice applies to the public including our supporters, contractors, and other customers.
We have a separate privacy notice for our Patient and Families, employees, volunteers, and job applicants.
This privacy notice provides details about:
- Your data protection rights as an individual
- The information we collect and use
- Why do we share information about you
- How long we keep information about you
Your data protection rights
You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all the information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise, or defend our legal rights.
You have the right to be informed about how we use the data you provide. We will try to be as transparent as possible in our interactions with you. Any time you give us personal information you have a right to be informed about why we need it and how we will use it. You can find most of the information you need in this Privacy Notice.
You have the right of access to any of the personal data that we hold about you. You can contact us at any time to gain information about what data we hold about you and why we hold it.
If you make a formal request, we will respond to acknowledge your request and will first require you to prove your identity. We may also ask you for information about any specific information you are seeking to help us make sure we meet your request fully and speed up the process.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
We will provide you with the information that you are entitled to as soon as possible and without unreasonable delay and at the latest within one month of your identity being verified by us.
In exceptional cases, we may extend the period of compliance by a further two months if the request (s) are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.
In most circumstances, there will be no charge for this right of this access.
You have the right to have any personal data we hold corrected at any time if you believe it to be inaccurate e.g. the spelling of your name or your contact information.
You also have the right to ask for our processing of your personal data to be restricted. For example, if you are contesting the accuracy of data we are using about you. In such cases, we will restrict our processing while we verify the accuracy of the data that we hold.
You can also ask for certain information about you to be deleted. For example, if you are moving out of the area.
In certain cases, we will be unable to delete your information if there are statutory grounds to retain it (i.e. HMRC or other legal requirements).
You have the right to data portability where processing is automated, although we don’t currently carry out any such processing. If we do in the future, you can make a request and this data can be exported from our systems for you.
You have the right to ask us not to process your personal data for marketing or profiling purposes. We will ask for your consent at the time of collecting your data if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.
You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting either the Data Protection Lead or our Caldicott Guardian by email at email@example.com or alternatively at the following address:
Rotherham Hospice Broom Road Rotherham South Yorkshire S60 2SW
Lawful basis for processing
We must have a lawful basis for processing your information; this will vary on the circumstances of why we process and how we use your information, but typical examples include:
- the activities are within our legitimate interests as a charity that provides hospice care,
- the processing is necessary for compliance with a legal obligation to which we are subject e.g. we must provide certain contact information and other details about our services to HMRC and the Charities Commission,
- the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law,
- the processing is necessary for a contract we have with the individual, or because they have asked you to take specific steps before entering into a contract,
- you have given consent for us to process the information e.g. in relation to certain support and fundraising events or in relation to certain marketing activities,
- to protect vital interests e.g. the processing is necessary to protect someone’s life.
If we process any special categories of information i.e. information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, processing of genetic or biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation, we must have a further lawful basis for the processing.
This may include:
- you give us your explicit consent to do so
- the processing is necessary to protect your vital interests or someone else’s vital interests, e.g. where the data subject is physically or legally incapable of giving consent
- the processing is necessary for the establishment, exercise or defense of legal claims or whenever courts are acting in their judicial capacity
- the processing is necessary for: reasons of substantial public interest, for the purposes of preventive or occupational medicine, for the assessment of the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment, or the management of health or social care systems and services based on legislation or pursuant to contract with a health professional and subject to the conditions and safeguards.
What information do we collect?
It is important to us that we inform you about the information we collect and why we collect it. The information we collect and the reason for collecting it are different for different groups of individuals.
Information can be classed as ‘Regular’ such as your name and address or ‘Sensitive’ such as details about your health. The list below provides an overview of the types of information we collect and why.
We process information as follows:
For Fundraising and to promote the interests of the charity
The generosity of individuals and organisations is essential to funding the vital work we undertake, and we view you as part of the Rotherham Hospice.
We conduct a range of fundraising and marketing activities in relation to:
- Our cause, campaigns, and projects
- Events and challenges
- Retail shops and special offers
We promote our activities through a range of methods and channels, including online and social media platforms. We use personal information to thank you for supporting us and to provide you with further communications about our activities according to your preferences and interests.
We also ask if you are able to Gift Aid your donations and we will keep information specifically for this reason, as required by HMRC.
You can update your preferences at any point by contacting us via the details above. Regular activities
Trade and Generating Income
Our shops have a key role in raising income to support our work as a charity. We will collect and hold personal information to support:
Collection of donations Delivering purchases Enabling online orders Digital Identities and Cookies
Where appropriate we use technology to support and assist us in undertaking our work. We collect information that enables us to manage and secure technology and provide insight about its use as follows:
Cookies that analyse visitors to our website and social media pages Cookies that provide social media adverts tailored to you
Device information about users of our Wi-Fi and other systems
Social media advertising programmes e.g. Facebook Custom Audience
Details on how you can manage your cookie settings can be found on our website CCTV systems
Rotherham Hospice operates a Closed-Circuit Television (CCTV) surveillance system (“the system”) throughout the Rotherham Hospice premises and in some shops, with images being monitored and recorded. The system is owned, operated, and managed by Rotherham Hospice. It is used for maintaining public safety, the security of property and premises, and for the detection, prevention, and investigating of crime. Where appropriate, in exceptional cases, it may also be used to monitor staff when carrying out work duties. Disclosure of recorded material will only be made to third parties in accordance with the purposes of the system and in compliance with Data Protection legislation.
We do not collect more information than we need to fulfill our stated purposes and will not retain it for longer than is necessary.
Data will be stored in a range of different places, for example in our management systems and in other IT systems (including the email system).
Access to view recorded images is restricted to key individuals. Administration and Governance
As a charitable organisation we also hold and process data as required by regulatory bodies such as the Charities Commission. This can include personal information relating to:
- Inquiries or complaints about us.
- Processing financial transactions, maintaining our accounts, and prevention of fraud.
- Administering Gift Aid claims.
- Anonymised details for measuring equality and diversity of our workforce Sensitive Information
We do process sensitive information about individuals in a limited manner as follows: To ensure your health and wellbeing in the workplace or at an event.
As part of monitoring equality and diversity in accordance with existing legislation.
Why we may share information about you
We understand that sharing information is a sensitive topic. We will never sell your information and are committed to being transparent with you about where we legally share information, the reason why, and who with.
Your information may be shared internally, including with members of the fundraising, HR, and managers, and IT staff if access to the data is necessary for legitimate purposes, i.e. in the event of a complaint about the performance of roles.
This sharing may include:
- Personal and financial information for the purposes of payroll and pension management with designated suppliers
- Personal information with professional bodies and regulators in accordance with our statutory obligations.
- Anonymised statistical information about training and equality monitoring is shared with public authorities who commission our services
- Personal and financial details about donations for Gift Aid claims, audits, and anti-fraud legislation are shared with HMRC
- Personal details are shared with designated mailing houses for the purposes of sending printed communications
- Email addresses with providers of social media and email marketing platforms where you have agreed to receive information from us via these channels
- Information about the use of IT systems is shared with technical suppliers for the purposes of support and system administration.
Limited information about your digital identity is used to provide statistical information about the use of our IT systems including website and social media pages.
The National Data Opt-Out – Your Rights
The national data opt-out is a service that allows individuals to opt-out from the use of their data for research or planning purposes. If you do choose to opt-out, your confidential patient information will still be used to support your individual care. You can find out more, and be able to access the system to view, set or change your opt-out setting, by clicking here: https://www.nhs.uk/your-nhs-data-matters/
How long we keep information about you
We only keep information for as long as necessary in accordance with legislation or relevant regulations. Once we no longer need to keep your information we remove it from our systems or securely dispose of it and we do this at the end of each financial year.
Notification of changes
This statement may change from time to time, for example, if the law around information changes or for operational purposes. We advise you to visit this page regularly to keep up to date with any changes.
Rotherham Hospice tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading, or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive details of all aspects of Rotherham Hospice’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to firstname.lastname@example.org
If you believe that Rotherham Hospice has not complied with your data protection rights, you can complain to the Information Commissioner’s Office, their address is Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by calling 0303 123 1113.
* Data Protection Requirements means the Data Protection Act 2018, the General Data Protection Regulations, the Regulation of Investigatory Powers Act 2000, the Telecommunications (Lawful Business Practice)(Interception of Communications) Regulations 2000 (SI 2000/2699), the Electronic Communications Data Protection Directive 2002/58/EC, the Privacy and Electronic Communications (EC Directive) Regulations 2003, the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011 and all other applicable laws and regulations relating to the processing of personal data and privacy in any applicable jurisdiction as amended and replaced, including where applicable the guidance and codes of practice issued by the UK Information Commissioner or such other relevant data protection authority.