Privacy Notice: Users of our services, our Volunteers,
our Supporters and Donors
This privacy notice is intended to let you know how and why we use the data you provide to us.
Who we are
Harlington Hospice is a registered charity number 1099332 and a company limited by guarantee in England and Wales number 04199504.
Lansdowne House, St Peter’s Way, Harlington, Hayes, Middlesex UB3 5AB
We are committed to protecting your privacy and will use personal data that we collect to comply with all relevant legislation including the General Data Protection Regulation (GDPR)
What data do we collect about you?
If you are a patient, carer, client or user of our services
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. It may also be necessary to take still images of you for medical purposes, such as in the case of pressure ulcers or lymphoedema. We also receive data about our patients and their families and carers from other healthcare providers
Volunteering for us
If you volunteer with us we will collect your name, contact details, emergency contact details, bank details to process out of pocket payments and details of referees to be contacted. We may also collect details to complete a Disclosure and Barring Service check depending on your role, stills images and CCTV footage.
Fundraising or Visiting our Shops
If you support us, for example make a donation, register to fundraise, sign up for an event or buy something from our shops, we may collect your contact details, your credit card details (not stored after payment processed), details of any events you have participated in or attended, the value of your donation or sponsorship, if you are registered for Gift Aid.
Where appropriate we may also collect your date of birth, your bank details for direct debits, information related to health and emergency contact details (e.g. if taking part in an event) and your reasons for supporting Harlington Hospice if you choose to tell us.
Using our Website
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.
Like many other websites, the Hospice website uses ‘cookies’. Cookies are small files stored on your computer that allow websites to recognise you when you visit. They store data about your browsing history but will not identify you as an individual. This helps us to improve our website and deliver a better more personalised service.
Links to other Websites
The Hospice website may include links to other sites, not owned or managed by us. We cannot be held responsible for the privacy of information not managed by us.
How we use the data we collect about you
We may use your information for any of the following depending on our relationship with you:
– When we collect data from patients, carers, clients and their families and carers, we do so in order to provide care to them and protect their wellbeing. We also collect and store it for the purposes of audit, quality control, and incident reporting.
– We collect personal data from our volunteers for administrative purposes and to comply with safeguarding legislation, such as referrals to the Disclosure and Barring Service.
– For our fundraising and retail services we may collect data to provide you with products and services (sometimes as part of a contract), process a donation you have made, to send you newsletters and other communications about our work or to allow you to take part in events.
– We do not carry out any profiling to identify potential donors or to understand donor motivations and preferences.
– We respect your rights of privacy and any information we may hold about you is held in accordance with your data subject access rights under current legislation. In accordance with those rights, you may also at any time request that we update, correct or delete, if possible, any information that we may hold about you and/or no longer use it for direct marketing or fundraising purposes.
By law we are allowed to process your data for one or more of these reasons:
– You have provided consent
– It is in your vital interests (e.g. to provide you with essential health care)
– It is necessary for us to be legally compliant
– There is a legitimate interest to do so in our role as a charity fundraiser
For direct marketing communications we collect data only with your explicit consent, which you may withdraw at any time. We will enable you to record your preferences using tick boxes at various points when we communicate with you.
On correspondence requesting consent from you we will ask what types of communication you would like and how you would like us to stay in touch with you. Please see below further details on what you would expect to receive for each type of communication:
Appeals and Fundraising
- Requests for financial support through mailings such as in memory appeals.
- Updates on new and existing fundraising initiatives.
Hospice Events and Challenges
- Information on a selection of Hospice organised events
- Information on places in challenge events i.e. London Marathon, bespoke walks and bike rides etc.
- Volunteering information including current vacancies
Information about our Services
- Information about various Hospice services both existing and new developments
Hospice News and Publications
- Newsletter mailings and updates
Who has Access to your information?
We will never share, sell, swap or rent your data to third parties for marketing purposes.
We will always store your data securely and confidentially.
However, disclosure may be required by law to, for example, government bodies and law enforcement agencies.
We may share data you provide with trusted third parties, subcontractors and our regulators. We may share patient data with other healthcare providers with the patient’s consent. We may, sometimes, also be legally required to share it with local authorities and our regulator, the Care Quality Commission.
Harlington Hospice provides services on behalf of the NHS. If you are a patient in one of these services information about your health, which is normally confidential, may be used by the NHS, pharmaceutical companies and other organisations such as Local Authorities to plan local services or research new treatments.
Since May 2018, the strict rules about how this data can and cannot be used were strengthened. A national policy which allows patients to opt out of sharing their health information is available to our patients in addition to your existing rights as a data subject under data protection legislation.
If you are happy to continue to share confidential health information for these purposes, you do not need to do anything.
If you do not want your confidential patient information to be used for planning and research, you can find out more, or choose to opt out, securely on line at nhs.uk/your-nhs-data-matters or call 0300 303 5678. You can change your choice at any time.
How we protect and keep your data?
We don’t keep your data for longer than necessary for the purposes for which it is processed. This is in accordance with our Records Management Policy and the requirements of GDPR.
We have security procedures, rules and technical measures to protect your data. Your data will be kept in a secure environment with access restricted to a ‘need to know’ basis.
How do you update your personal data?
We want to make sure that your personal data is accurate and up to date. Please let us know if your details change.
To let us know of any changes:
write to the Office Manager at Harlington Hospice
or contact by phone 020 8759 0453
or by email firstname.lastname@example.org
If you are under the age of 18
In some circumstances we may need to know if you are aged 17 or under and may refuse certain services, products or events unless we have your parent/guardian’s permission.
What rights do I have over my personal data?
You have a right to:
– Access your personal data by making a Subject Access Request
– Rectify, erase or restrict your data where this is justified
– Object to the processing of your data where this is justified
– Data portability – request transfer of data where this is justified
– To lodge a complaint with Harlington Hospice or the primary regulator, the Information Commissioners Office (ICO)
For more information contact the Data Protection Officer (DPO) for Harlington Hospice.
The DPO is also the Office Manager – contact details as above.
This Privacy Notice is correct at the time that it is issued (May 2018). Regulations change from time to time and you will be made aware of updates.
Updated May 2018