Privacy Notice for our supporters

Privacy Notice for our supporters

Introduction

The Hospice of the Good Shepherd is a charity that is part of the community we serve.   Without our supporters, we could not carry on with the work we do, which is very much valued by the patients and their families that we care for, and the local community.  We take our responsibilities very seriously with regard to the personal data that we store.  We promise to keep this safe and secure and only use it for the purpose for which it was collected, at no time would we share you data with any other charity and we would not anything with the data that wouldn’t reasonably be expected.

Data protection principles

Under the GDPR, there are six data protection principles that HGS must comply with. These provide that the personal information we hold about you must be:

  1. Processed lawfully, fairly and in a transparent manner.
  2. Collected only for legitimate purposes that have been clearly explained to you and not further processed in a way that is incompatible with those purposes.
  3. Adequate, relevant and limited to what is necessary in relation to those purposes.
  4. Accurate and, where necessary, kept up to date.
  5. Kept in a form which permits your identification for no longer than is necessary for those purposes.
  6. Processed in a way that ensures appropriate security of the data.

HGS is responsible for, and must be able to demonstrate compliance with, these principles. This is called accountability.

 

What information will we collect about you?

The information we collect consists of (but is not limited to) name, postal address, email address, telephone and/or mobile number, date of birth if appropriate, bank account details (for lottery players), debit or credit card details.

If you are participating in or attending any of our events, we may ask you for more “sensitive data” such as height and weight and information relating to your health or dietary requirements.

We may also ask you why you have chosen to donate, but this question is never mandatory.

 

How will we use this information?

We mainly collect information from our supporters in order for us to:

  • keep a record of your relationship with us.
  • enable us to record how you would like to hear from us.
  • keep in touch when people have engaged with us on social media, website and other channels
  • provide you with information on our services, products, events and information you have asked for.
  • invite you to take part in one of our events
  • help us to build profiles of our supporters, so we can target our communications more effectively.
  • administer your donations
  • process donations and if you are a tax payer to claim gift on your donations
  • claim gift aid on your behalf, for items purchased from our retail shops
  • If you are a lottery member we will be able to notify if you have won

 

Do we send direct marketing?

We will contact you thank you for making a donation and from time to time send you information to let you know the difference your support makes to our patients and their families.  This may include sending you a newsletter, information about our events, information about our annual raffle, and other ways you may be able to support the Hospice.  Occasionally, we may include information from partner organisations; however we would never pass your personal detail on to them.  We will do our best to make it easy for you to tell us how you would like to hear from us.  All our communications will have an opt-out statement in them.  If you don’t want us to contact you, you can do this via ringing the hospice on 01244 851811 or emailing us fundraising@hospicegs.com

 

Do we sell your details on?

Absolutely not.   We will never sell or share the information belonging to our supporters.  Sometimes we run events in partnership with a third party or another charity.  In order to administer the event we will need to share the information with them.  We will always make it clear to you in advance and will respect your wishes if you decide not to participate.

 

Children’s Data

Occasionally we have reason to collect children’s data.  This might be because they have signed up to an event or have done some fundraising for the Hospice.  If we are aware that the individual is a child, they will be flagged on our database as such and automatically set to no further contact, other than a thank you letter or certificate.  We do not send direct mail to children.

 

How we keep your data safe and who has access to it

Your information is held on our systems, which are maintained and managed securely by the Hospice of the Good Shepherd and Hospice of the Good Shepherd Promotions Ltd.  We ensure that there are technical controls in place to protect your personal details.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

From time to time we may use external companies to collect and /or process data on our behalf.   We do extensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements; especially regarding how they manage the personal data they have collected or have access to.

We may need to disclose your personal data if required, to the police, legal advisers or regulatory bodies.

 

Keeping your information up to date

It is really important to us to be able to keep your information up to date and as accurate as possible.  This is part of our obligation in order to comply with data protection law.  We also like to stay in touch with you.

Where possible we use publicly available sources to keep your records up to date; for example; the Post Office’s National Change of Address database and information provided to use by other organisations as described above.

If you would like to tell us of any changes to your information or change the way we contact you, then please contact us as follows:

Email:                    fundraising@hospicegs.com

Phone:                  01244 851811

Post:                      Hospice of the Good Shepherd, Gordon Lane, Backford, Chester, CH2 4DG

 

Links to and from our website

This site contains links to and from other organisations’ websites. This Privacy Notice, the one you’re reading, only applies to our website.

If you go to another website from this one, read their Privacy Policy to find out what it does with your information.

When you come to our website from another website, we may get personal information about you from the other website.  Please read those privacy policies if you want to know about this.

 

Online information

Visitors to our websites

When someone visits www.hospicegs.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site, to monitor and report on the effectiveness of the site and help us improve it. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

 

Use of cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

 

Our website uses cookies to monitor browsing preferences. If you do allow cookies to be used, we collect and store only the following information about you: the name of the domain from which you access the Internet, the date and time you access our site, and the Internet address of the website from which you linked to our site. We use the information we collect to measure the number of visitors to the different sections of our site, and to help us make our site more useful to visitors.

 

 

Your rights in connection with your personal information

It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes, e.g. you change your home address, during your working relationship with HGS so that our records can be updated. HGS cannot be held responsible for any errors in your personal information in this regard unless you have notified us of the relevant change.

As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:

  • request access to your personal information – this is usually known as making a data subject access request and it enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • request rectification of your personal information – this enables you to have any inaccurate or incomplete personal information we hold about you corrected
  • request the erasure of your personal information – this enables you to ask us to delete or remove your personal information where there’s no compelling reason for its continued processing, e.g. it’s no longer necessary in relation to the purpose for which it was originally collected
  • restrict the processing of your personal information – this enables you to ask us to suspend the processing of your personal information, e.g. if you contest its accuracy and so want us to verify its accuracy
  • object to the processing of your personal information – this enables you to ask us to stop processing your personal information where we are relying on the legitimate interests of the business as our legal basis for processing and there is something relating to your particular situation which makes you decide to object to processing on this ground
  • data portability – this gives you the right to request the transfer of your personal information to another party so that you can reuse it across different services for your own purposes.

If you wish to exercise any of these rights, please contact Caroline Siddall, Director of Income Generation. We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights. This is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it.

Changes to this Privacy Notice

Our Privacy Notice maybe updated from time to time.   If we make any significant changes in the way we treat your personal information we will make this clear on the Hospice of the Good Shepherd website or by contacting you directly.

If you have any questions, concerns or comments about our Privacy Notice, please do not hesitate to contact us by email:  fundraising@hospicegs.com or phone 01244 851811.

By entering our website implies agreement to our Privacy Notice.

Contact

If you have any questions about this privacy notice or how we handle your personal information, please contact Caroline Siddall, Director of Income Generation.