Privacy Policy | St Roccos Hospice

Confidentiality policy

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Data Protection policy

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Information Sharing policy

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St. Rocco’s Hospice is committed to protecting your privacy. This privacy notice sets out how we collect, use and protect the personal information you provide to us, whether online, via phone, email, in letters or in person.

When you provide or we collect information by which you can be identified, then it will only be used in accordance with this privacy notice and all applicable laws concerning data protection of personal information.

We also explain your rights and how to contact us.

The quality of our relationship with supporters of all types is crucial to our ongoing success and we aim to work in partnership with you. Key to this is giving you the ability to direct how we use your information and how we communicate with you. This privacy statement aims to tell you what we will do with your information and to give you the opportunity to opt-out of the use of your data in this manner should you not consent.

This notice explains:

Who we are
What information we may collect about you
How we may use this information
How this information is stored
How long we keep your information
Whether we disclose this information to anyone else
Your choices regarding the information you provide to us
Your rights
How to Contact us
Changes to this Privacy Notice

By providing us with any personal data, using our website, supporting or volunteering for us, you consent to our collection, use and disclosure of the information you provide in the ways set out in this notice.

Who we are

Within the context of this notice ‘we’, ‘us’ and ‘our’ refers to:

St. Rocco’s Hospice, which is a charitable company registered in England and Wales as a company limited by guarantee under company number 1565543 and with charity registration number 511592.
St. Rocco’s Shops Limited, a subsidiary of St. Rocco’s Hospice. It is registered in England and Wales under company number 2484944.
St. Rocco’s Promotions, a subsidiary of St. Rocco’s Hospice which operates the St. Rocco’s Hospice Lottery. It is registered in England and Wales under the company number 03034626.

The registered office for these companies is: Lockton Lane, Bewsey, Warrington WA5 0BW.

St. Rocco’s Promotions is the data controller in respect of the Lottery. St. Rocco’s Shops is the data controller in respect of Gift Aid associated with our shops. St Rocco’s Hospice is the data controller in respect of all personal data collected on this Website and is also the data controller in respect of all other personal data collected.

Data controllers are legally responsible for ensuring that personal data they obtain is processed in full compliance with the Data Protection Act 2018.

This Privacy Notice may be updated so you may wish to check it each time you submit personal information to the Hospice. The date of the most recent revisions will appear on this page.

If you do not agree to the processing of your data according to this notice, please let us know by letter or email to enquiries@stroccos.org.uk. If material changes are made to this Privacy Notice we will notify you by placing a prominent notice on the website.

This notice is effective from February 2018.

What information we may collect about you

We may collect personal information about you when you take part in one of our fundraising events or challenges, make a donation, play our lottery or raffles, buy items in our shops, apply to work or volunteer with us or use our website. If you are referred to one of our clinical services we will collect data from you and may also receive it from other healthcare providers. Our current lawful basis for collecting personal information is contained within Schedules 2 and 3 to the Data Protection Act (2018).

Care and support services – separation of data

If you, a relative, or friend are cared for or supported by St. Rocco’s Hospice, the personal and/or sensitive personal information you provide to us will be used only for the purposes of providing you with services, or training or monitoring the quality of our services. St. Rocco’s will not disclose your personal information to any third party without your consent, except to (i) healthcare professionals and organisations involved in the provision of care and (ii) exceptionally, to professional bodies or otherwise as required by law, regulation or codes of practice.

If you use our clinical services we will need to collect 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 on or visit our premises, such as our Inpatient Unit, we may collect your image on 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 receive data about our patients and their families and carers from other healthcare providers.

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.

For Fundraising, shops or lottery this information might include:

Name and contact information including postal address, telephone numbers and email address.
Information such as your date of birth, the fundraising events, volunteering opportunities or activities you are interested in and your personal contact preferences.
Financial information such as your debit/credit card or bank details so that we can process payments and donations.
Whether you are a UK taxpayer, so that we can claim Gift Aid on your donations.
Information about donations you have made to St. Rocco’s Hospice and communications to and from you.
How you heard about us and your reasons for supporting us.
Event based information (e.g. your t-shirt size, medical conditions or dietary requirements).

Working for us

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 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.

Volunteering with us

If you apply for a volunteering role with 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 you have given us regarding the area of volunteering in which you are interested 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.

Using our website & how we use cookies

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.

Our website uses what are 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.

We also use a social media plugin to enable visitors to share pages more easily on social networks and to do this effectively it needs to use cookies.

You can switch off cookies in your browser preferences but doing so may result in a loss of functionality when using our website. To see how we use cookies, and what they are please see our Cookies policy page. This page also includes instructions on how to disable cookies if you don't want them to be used.

By using our website and services you agree to be bound by the terms of this statement.

Links to other websites

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 that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

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 information in this way.

How we may use your information

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

to provide you with services, products or information you have requested
to provide further information about our work, services, activities or products
to provide information about other ways you can support St. Rocco’s Hospice
to communicate volunteering opportunities
to process donations or payments we have received from you
to administer your lottery account
to request direct debit payments for your lottery subscription
to further our charitable aims, including for fundraising activities
to fulfil sales made online or through our shops
to invite voluntary participation in research or surveys
to identify people who may have the means to support us with larger donations, either now or in the future (including by mentioning St. Rocco’s Hospice in their Wills) – this may include building a profile of you by using our existing data
to register and administer your participation in events for which you have registered;
to analyse and improve our work, services, activities, products or information (including our website) or for our internal records
to use IP addresses and monitor website traffic
for administration purposes (e.g. contact about an event you have registered for);
to process your application for a job or volunteer role with us
for fraud prevention, credit risk reduction or otherwise as required by law or regulation.
for internal record keeping for Gift Aid claims and auditing purposes
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; for example, the Post Office’s National Change of Address database. This helps us ensure our records are fully up-to-date and to avoid mis-directing communications. We really appreciate it if you let us know if your contact details change.

The Legal basis for processing your Personal Data

The legal basis for the collection and processing of your personal data is:

That it is necessary to fulfil the contract that you are going to enter into or have entered into with St. Rocco’s Hospice, St. Rocco’s Shops or St. Rocco’s Promotions
That you have given your consent and/or
legitimate interests. That it is necessary for the legitimate interests of St. Rocco’s Hospice / St. Rocco’s Shops/ St. Rocco’s Promotions and does not prejudice or harm your rights and freedom. This may occur where, for example, we are required by law to keep records on certain activities such as financial donations and clinical contacts or for HMRC audit or other legal reasons.

Where we have required and obtained your consent to process your personal data, you have the right to withdraw that consent at any time. If you do, it will not affect the lawfulness of any processing for which we had consent prior to your withdrawing it.

How your information is stored

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Personal data in our databases is only accessible by appropriately trained staff and volunteers who need to access your personal data as an essential part of their role. All access is tracked through individual login credentials. We take the security of personal data seriously. We employ security technology, including firewalls, and encryption to safeguard personal data and have procedures in place to ensure that our paper and computer systems and databases are protected against unauthorised disclosure, use, loss and damage.

Processing of credit card payments by St. Rocco’s Hospice is in line with PCI-DSS (Payment Card Industry Data Security Standard).

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. [we will have links to the providers for the various areas e.g. lottery, fundraising, volunteers,]

How long we keep your information

We will not keep your information longer than is necessary. It is kept in line with national guidelines or requirements according to the purpose for which it is collected.

Whether we disclose this information to anyone else

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

We keep your data safe and only share it when we are required to by law or we are using other companies’ services - for example:

with the mailing house who send out our supporter newsletter
with a data cleansing company to ensure the information we hold is up to date
with the company who sign new players to our lottery
with the company who process Gift Aid in our shops.
With HMRC for Gift Aid claims
With the Gambling Commission if required by them to do so

Any company whose services we use in this way are required to treat your data as carefully as we do and use it only in the course of the work they are doing for us. We always use secure encryption when your data is transferred to or from them.

See here [link to page with 3^rd party providers list] to see the companies that we currently use.

Your choices regarding the information you provide to us

You and any other person whose personal data you have provided to us can change your/their mind about whether you wish to receive information at any time.

You can change your preferences by using any of the methods shown below (see the section ‘Updating and correcting personal data’) or by following the instructions with each communication you/they receive.

You can update or correct your personal data by contacting us and asking us to do it for you (see the section ‘How to contact us’ below). Please include your name, address and/or email address when you contact us as this helps us to ensure that we accept amendments only from the correct person.

We encourage you to update promptly your personal data if it changes. If you are providing updates or corrections about another person, we may require you to provide us with proof that you are authorised to provide that information to us.

Your Rights

You have a number of legal rights in respect of your personal data. These include:

The right to receive a copy of the personal data that we hold about you. The same right applies to any other person whose personal data you provide to us. 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 28 days of receiving them. You may request the data in printed or electronic format (Normally csv or pdf) but we will discuss this with you at the time. Requests for Access should be addressed to the Subject Access Request Manager using the contact details below.
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. See How to Contact Us for details.
The right to withdraw consent to other processing. Where the only legal basis for our processing your personal data is that we have your consent to do so, you may withdraw your consent to that processing at any time and we will have to stop processing your personal data. Please note, this will only affect a new activity and does not mean that processing carried out before you withdrew your consent is unlawful.
If you consider any of your personal data is inaccurate, you can contact us to do it for you (see How to Contact Us for details).
In limited circumstances you may be able to require us to restrict our processing of your personal data. For example, if you consider what we hold is inaccurate and we disagree, the processing may be restricted until the accuracy has been verified.
Where we have no lawful basis for holding onto your personal data you are entitled to require us to delete it.
In limited circumstances you may be entitled to have the personal data you have provided to us sent electronically to you for you to provide to another organisation.

If you have any concerns or complaints about how we are handling your data please do not hesitate to get in touch by (see How to contact us). You can also contact the Information Commissioner’s Office and can find information on how to do this at www.ico.org.uk.

How to Contact Us

Website: Go to our Website and contact us (www.stroccos.org.uk/)

Email: Send us an email to our data protection officer at enquiries@stroccos.org.uk

Mail: Write to us at: St. Rocco’s Hospice, Lockton Lane, Bewsey, Warrington WA5 0BW

Phone: 01925 575780

Changes to this Privacy Policy

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.