Last updated August 2019.
Please read this policy carefully to understand how we collect, use and store your personal data.
St Catherine’s Hospice (Lancashire) Ltd is a charitable company registered in England and Wales with registered company number 01602467 and registered charity number 512186.
We take your privacy very seriously and are committed to protecting your personal information.
This privacy statement explains how we, St Catherine’s (Lancashire) Ltd, and our affiliated trading company St Catherine’s Trading, our lottery company St Catherine’s Promotions and The Mill (St Catherine’s Social Enterprise) may collect and use the information you give us. Herein referred to as St Catherine’s.
If you have any questions regarding our privacy statement, please write to:
The Information Governance Officer
Or for patient privacy concerns download our information sheet What we do with information about you or please contact the Caldicott Guardian.
The contact details are St Catherine’s Hospice, Lostock Lane, Lostock Hall, Preston
PR5 5XU Or call on: 01772 629171.
This statement includes:
- How we collect information
- Where we collect information from
- What personal information we collect
- How we will use your personal information
- Children’s data
- How we keep your data safe and who has access to it
- How we keep your information up-to-date
- Your right to your information
- Changes to this policy
- The Fundraising Preference Service
1.How we collect information
We may collect information about you whenever you interact with us, for example when you:
- Enquire about our events or services, visit our website or donate to us
- Sign up to receive updates on a campaign or our events
- Post content to our website/social media sites (including Facebook)
- Volunteer for us
- Attend a meeting with us and provide us with information about you
- Take part in one of our events (see below) or fundraise on our behalf
- Contact us through the following channels: online, email, phone, SMS, social media or post
We may also receive information about you from third parties or other healthcare providers – but only if you’ve given them permission to share your information.
We may take photographs and/or audiovisual footage during an event and these may be published. Our legal basis for doing this without signed consent is known as legitimate interests. We will however always give you the choice to opt out of having your photograph taken and published. Notices explaining our position are displayed throughout a venue and a compare, where applicable, will communicate those instructions.
2. Where we collect information from
St Catherine’s Hospice may collect information in the following ways:
When information is directly given to us
You may provide your details to us when you request specific information or when make a donation or campaign for us or participate in one of our events. We may work with a professional fundraising agency which will collect this information on our behalf, but we are still responsible for your data.
When information is given to us indirectly
Your information may be shared with us when you use other fundraising sites, and provide your consent to be contacted by St Catherine’s. For example, if you are fundraising for us via Just Giving or Virgin Money. These organisations will have their own privacy policies so please do ensure you understand this when providing your data.
When you have given other organisations permission to share it
You may have provided your details to another organisation that works with St Catherine’s. For example, in order to sign up to the lottery or to purchase tickets for an event. However, when working with other organisations, we work to ensure it’s completely clear to you that your information will be shared with St Catherine’s.
You might give us permission to access information from messaging services like Facebook and Twitter. This will depend on your settings or the privacy policies for the particular social media site.
When you are using our website we collect information
3. What categories of personal information we collect
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example by making a donation, volunteering, registering to fundraise, signing up for an event or campaigning for us, we may collect where relevant:
- Your name
- Your contact details (full address, email address and phone number)
- Your date of birth
- Your bank or credit card details (only if you are paying for an event, buying from our shops or making a donation)
- Your photograph(s)/audio-visual content featuring you
4. How we will use your personal information
We will use your personal information in a number of ways, including for the following:
- To provide you with the services or any information you have requested
- To update you about any changes to our services
- To administer your donation, including Gift Aid processing
- To maintain our organisational records and ensure we have your most up-to-date marketing preferences
- To help us improve our services, campaigns or information-offering
- To analyse and improve the operation of our website
- To invite you to participate in voluntary surveys or research
- To contact you where you have been identified as a contact person for an organisation, such as a school (if we obtain your contact details in this way, we will only use them to contact you in the ways in which you have agreed to be contacted)
- To use for monitoring and contact tracing purposes during a pandemic, as required
- For more information download our information sheet: What we do with information about you.
If you have previously opted-in to receiving communications from us but would now like to opt-out, please write to St Catherine’s Hospice, Lostock Lane, Lostock Hall, Preston, PR55XU or call us on 01772 629171. If you would like to update us on how you receive information from us, please click here to let us know your preferences.
5. Children’s data
While we do not actively collect information from children (under-16s), we appreciate that our supporters are of all ages. Where appropriate, we will always ask for consent from a parent or guardian to collect information about children. All St Catherine’s events will have clear rules on whether or not children can take part and the collection of data will be managed in accordance with each individual event, with appropriate safeguards in place.
6. How do we keep your data safe and who has access to it?
We place great importance on the security of your personal information and will always try to take appropriate precautions to protect it.
We ensure that there are appropriate technical controls in place to protect your personal details. For example, we use encryption technology on our websites and carry out regular security reviews on our network.
We always ensure only authorised personnel have access to your information i.e. St Catherine’s staff, volunteers or contractors and that they are appropriately trained to manage your data.
Despite all of our precautions however, no data transmission over the internet can be guaranteed to be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of any information you disclose to us online, and you must understand that you do so at your own risk. However, any payment card details (such as credit or debit cards) we receive through our website are passed securely to our payment processing providers who meet the required Payment Card Industry (PCI) Security Standards.
7. Who we share your personal data with
We do use external organisations that collect and/or process personal data on our behalf. Before working with these companies we perform rigorous checks to ensure they meet all relevant regulations and legislation. We always implement a contract with our suppliers, which impose robust data protection requirements, including the provisions of this policy, and seek to provide maximum protection to your personal details.
Financial or technical considerations may occasionally lead us to use the services of a supplier based outside the European Economic Area (EEA), which in turn might lead to your personal information being transferred, processed and stored outside the EEA. If these suppliers are based in countries that European Union authorities do not consider provide adequate levels of protection for personal data, we take steps to provide suitable safeguards to protect your personal information, such as entering into the European Commission approved standard contractual clauses.
We may legally be required to disclose your details if required to by the police or for regulatory reasons. We will only ever share your data in other circumstances if we have your consent to do so.
8. How we keep your information up-to-date
Where possible, we try to keep your records up to date; for example, using the Post Office’s National Change of Address database. However, we really appreciate it if you let us know if your contact details change.
9. How long we keep your information for
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of any donations you have made for at least six years.
If you ask us to stop sending you marketing materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Legacy income is vital to sustaining St Catherine’s work. We may keep data you provide to us indefinitely, both to administer legacy gifts and to communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
Where you contribute material to us, e.g. through user generated content or in response to a particular campaign, we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted, unless otherwise stated at the point of collection.
10. Our legal basis for processing your information
Although in many cases we will seek consent to process your personal data, in some instances we may process your information without consent when we are legally allowed to do so. This will only be where it is in our legitimate interests to do so and where we are confident that such processing is not likely to prejudice your legitimate interests or rights and freedoms.
Where we are processing your personal data on the basis of consent that you have given us, you are entitled to withdraw that consent at any time such that we can no longer rely on it as a basis for continuing to process your personal information.
11. What ways we use to contact supporters:
- Email/text marketing: If you provide your email address and/or mobile phone number we may contact you for marketing purposes by email or text message. By subscribing to St Catherine’s emails or opting in to email communication from St Catherine’s you grant us the right to use the email for email marketing.
- Post: If you have provided us with your postal address we may send you our twice yearly newsletter about our work unless you have told us that you would prefer not to receive such information, or we receive a notification from the Fundraising Preference Service (see section 11) that you have requested marketing communications to stop.
- Telephone: If you have provided us with your number it will only be used to contact you in response to an event or an appointment or other administrative purpose. St Catherine’s does not make Direct Marketing calls.
You retain control of how we use your data -it is always your decision as to whether you want to receive information about how we raise funds and the ways you can get involved. In some circumstances we may legally be required to retain your personal information for audit purposes however, this will be discussed with you depending on your requirements.
If you do not want us to use your personal information in these ways please call us on 01772 629171 or email email@example.com.
12. Personalisation and profiling
We may carry out targeted fundraising activity to ensure we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you. For example, by letting you know about fundraising events which are similar to other events you have participated in previously.
In order to do this, we may also use profiling techniques to analyse data which you have volunteered around your interest in St Catherine’s during the course of your relationship with the charity. This will help us tailor our communication so you hear about the areas of our work that are of most interest to you.
13. Your right to your information
- The right to access your personal information
You have the right to request a copy of the information we hold about you. If you want to access your information we will provide a copy of your personal information within 30 days of receiving the written request. A fee is not payable however an administrative charge may apply if the amount of effort exceeds that deemed reasonable.
- The right to edit and update your personal information
The accuracy of your personal information is important to us. You can edit your personal information including your address and contact details at any time.
- The right to request to have your personal information deleted
You have the right to request the deletion of your personal information which we will review on a case by case basis.
- The right to restrict processing of your personal information
You have the right to ‘block’ or suppress processing of your personal data. However, we will continue to store your data but not further process it. We do this by retaining just enough of your personal information so we can ensure that the restriction is respected in the future.
- The right to object
You have the right to object to your personal information being processed for marketing (including profiling) and for research purposes i.e. you have the right to opt out. Each time we send you a marketing communication we will inform you of how you can do this.
Should you wish to exercise these rights please address requests to: St. Catherine’s Hospice, Lostock Lane, Lostock Hall, Preston, PR5 5XU, email firstname.lastname@example.org or call 01772 629171.
Any changes you have requested may take 28 days before they take effect.
If we process your personal information for the exercise or defence of legal claims or we can demonstrate compelling grounds that override your rights and freedoms we may not be able to fulfil your request. However we will contact you to discuss further.
For more information on these rights please read the relevant guidance issued by the ICO here.
14. Complaints Policy
If you would like to raise a concern or make a complaint about how we process your personal data, or about any of the services provided by St. Catherine’s, we encourage you to speak to or write to the manager of the team concerned. For more information please click here.
15. The Fundraising Preference Service
The Fundraising Preference Service (FPS) is a website-based service that can help members of the public control the communications they receive from charities.
By entering your details on the Fundraising Preference Service website, or by calling the helpline on 0300 3033 517, you can choose to stop email, telephone calls, addressed post and/or text messages directed to you personally from a selected charity or charities.
16. Other websites
This Privacy Statement only relates to information that we obtain from you. If you visit a website operated by a third party through a link included on our website your information may be used differently by the operator of the linked website. You are advised to read their Privacy Statement.
17. Changes to this Privacy Statement
This statement may change from time to time. If we make any significant changes to this policy, we will publicise these changes clearly on our website.
Please do revisit this statement each time you consider giving your personal information to St Catherine’s.
All hospice policies are available to read on request.