Who we are
Pembridge Hospice Charity supports people with a life-limiting illness and those close to them. Ensuring they enjoy life, to the fullest.
We are committed to maintaining the trust and confidence of our supporters and anyone who is interested in our work. We care about your personal data and think it is important for you to know how we use your data and how we keep it safe.
- Covers how, when and why we use your information.
- Explains the choices you can make about the way in which we use your information and how you have the right to change your mind at any time.
- Applies to all information held by Pembridge Hospice Charity (part of CLCH Charity, registered charity no.1120231) relating to individuals, whether you are a supporter, volunteer or contractor. It does not cover patient and relative data held for clinical purposes and managed by Pembridge Hospice/CLCH NHS Trust.
This privacy notice is not exhaustive and we are always happy to provide additional information or explanations when needed. Contact the Head of Fundraising by telephone, email or post using the details below
Telephone: 020 8102 5407 Email: email@example.com Address: Data Protection, Pembridge Hospice Charity, St Charles Centre for Health and Wellbeing, London, W10 6DZ
Your data and Pembridge Hospice Charity
What personal information do we collect?
(a) Personal information you provide to us
We collect personal information from you when you ask about our activities, order products and services from us (such as publications and email newsletters), make a donation to us, fundraise on our behalf, or otherwise give us personal information, for example when applying for a volunteer placement.
The personal information we collect will therefore depend on why you are engaging with us. It can include information such as your name, date of birth, email address, postal address, telephone number and credit/debit card details.
When appropriate we may also ask for:
• Information about your health or personal circumstances (for example, when requesting information about our services or if you wish to take part in a high risk event)
• Why you are supporting us. We do not make this question mandatory and only want you to answer it if you are happy doing so.
(b) Extra personal information we generate – analysis of your personal information
We may analyse the personal information you provide to us – for example, your postcode and history of donations and support – to add extra personal information about your possible interests and preferences. We do this so we can contact you with information that we believe will be most relevant to you.
We believe this analysis is necessary for our interests of raising donations to support the beneficiaries of Pembridge Hospice Charity, and that it will not cause undue harm to your privacy. We believe this because:
• the personal information about you has been provided by you, or otherwise generated by your engagement with Pembridge Hospice Charity;
• we have made you aware that we use your personal information in this way at the point you first provided your personal information to us, and
• we directed you to the further detail contained in this Policy should you wish to learn more about how we use your personal information.
(c) Personal information we may also obtain – research data
In a limited number of cases when we are planning a fundraising project (at most once a year), we may also obtain personal information about you, which we call ‘research data’. When we say ‘a fundraising project’, we mean one that will require large donations in order to secure the funding needed to deliver the project. We will obtain data from the following public sources such as the Sunday Times Rich List, Linkedin and Charity Commission. We may use other public sources that are identified as sources of accurate and reliable information.
We obtain this personal information so we can consider your likely interests, preferences and the level of potential support you might provide to Pembridge Hospice Charity. The information also enables us to consider whether to try and learn more about you before contacting you about these specific fundraising projects.
We believe our collection and use of this public personal information about you is necessary for our interests of raising donations to support the special projects of the Pembridge Hospice Charity, and that it will not cause undue harm to your privacy.
We believe this because
• the personal information about you is publicly available from legitimate sources;
• it is limited to the sources outlined above;
• we have made you aware that we undertake this level of research at the point you first provided your personal information to us, and
• we directed you to the further detail contained in this Policy should you wish to learn more about what we information we collect and why we do this.
Additionally, your information may be shared with us by independent event organisations, for example the Royal Parks Half Marathon or fundraising sites like Just Giving. These independent third parties will only do so when you have indicated that you wish to support Pembridge Hospice Charity and with your consent. You should check their privacy policies when you provide your information to understand how they will process your data.
We combine information from these sources with that which you provide to us directly. We also use this information to gain a better understanding of our supporters to improve our fundraising methods, products and services.
Why and how do we use your information and keep it safe?
We do not – and never will – sell or swap your data.
We will use your personal information to:
• Administer your donation or support your fundraising efforts, including the claim of Gift Aid on your donations (as requested by HMRC).
• Provide any information you have requested from us, and direct you to any services that may be relevant.
• Administer your application to volunteer and manage any following volunteering placement.
• Record your involvement with us.
• Let you know about changes to our services or policies.
• Manage your marketing preferences.
• Send you communications about our work and how you can help us, for example, information about our fundraising activities, volunteering and campaigns. You can let us know if you would prefer not to receive these communications at any time by emailing firstname.lastname@example.org, calling us on 020 8102 5407, or writing to us at the address above.
• Investigate and respond to complaints, legal claims or other issues.
• Support us with specific fundraising projects – whether helping us financially, or with other support such as getting involved in our activities.
We may need to share a limited amount of personal information with Pembridge Hospice and CLCH NHS Trust following a donation or if you are attending an event in which we are working in partnership with their staff.
Any information we collect is stored and processed in the UK apart from our e-newsletter service provider which is based in the US and covered by the Privacy Shield Framework.
We will ensure that there are appropriate technical controls in place to protect your personal details and our network is protected and routinely monitored.
We will process your personal data and contact you when it is lawful and fair to do so and in a transparent way. You’ll be contacted as long as you have actively consented to the communication method or via post if you are classified as having a ‘legitimate interest’ to keep you up to date with news, appeals, events, items from our charity shop and how supporters like you are transforming patients’ lives.
Whenever we process your personal data via ‘legitimate interest’ we ensure your rights and interests are not overridden and will not process your personal data if we feel that there is an imbalance.
We invite you to tell us how you want us to communicate, in ways which suit you. We will also include information on how to opt out of future marketing. If you don’t want to hear from us, then we understand. Just contact us at email@example.com or call 020 8102 5407.
If we run an event in partnership with another named organisation then a minimal amount of details may need to be shared for administration purposes to ensure your invite is managed accurately and attendance monitored correctly. We will be very clear what will happen to your data when you register.
We use a company called MailChimp to deliver our e-newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at firstname.lastname@example.org
Data retention – How long do we keep your data?
Personal data is held securely on our CRM database – Access ThankQ – for as long as is deemed reasonable and necessary in accordance to the original purpose it was gathered for. If you would like further information regarding our retention procedure, please contact us at email@example.com or 020 8102 5407.
We do not have access to patient data.
The hospice does sometimes contact patients on our behalf, asking if they would like to hear more from our charity. At no point do we see any patient data. We only contact patients directly if they ‘opt-in’ by returning a permission slip or donation form. Funds are not diverted from patient care for this.
If you are aged 16 or under, please get your parent/guardian’s permission before giving us your personal details. Pembridge Hospice Charity will endeavour not to send direct marketing to anyone under the age of 16 (this will only be possible if a date of birth is provided so it can be marked against the supporters’ profile).
The accuracy of your data and keeping it up to date
We ask that you please let us know when you move house or change your contact details, so we can keep our records up to date. If mail (postal or electronic) addressed to you is returned to us as ‘moved away’ (or something similar) then we may use publicly available sources, such as the Post Office’s National Change of Address database, to double-check and update your details.
While we endeavour to ensure that the information we hold about you is accurate and, where possible, kept up to date, we shall assume that in the absence of evidence to the contrary, the information you provide us with is accurate. Should there be any inaccuracies in the information of which you inform us, or of which we become aware, it shall be promptly rectified by us.
Cookies mean that a website will remember you. Cookies are small text files that sites transfer to your computer (or phone or tablet) to make interacting with a website faster and easier.
The information gathered from cookies help us to: review how our website is being used and therefore help us to improve our website and online services; simplify your ability to navigate through the website; personalise and improve the service offered to you by understanding your preferences and establishing which areas of the website are most relevant to you; know if the website is operating effectively.
In addition, the type of device you are using to access our website and the settings on that device may provide us with information about your device, including its type, what specific device you have, what operating system you use,the device settings, and why a crash may have happened. The operating system provider or the manufacturer of the device will have more details about what information your device makes available to us.
Accessing, updating and deleting your personal information
You are entitled to view, amend, or delete the personal information that we hold.
This includes choosing to opt-out of further communications.
Email your request to firstname.lastname@example.org or call us on 020 8102 5047 to have a chat.
Changes to this policy
This policy was last updated June 2018
© Pembridge Hospice Charity 2018
Pembridge Hospice Charity is part of CLCH NHS Trust Charity, registered charity in England and Wales (1120231)