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Privacy Policy

INTRODUCTION
This website (www.wakefieldhospice.org) is operated by Wakefield Hospice and Wakefield Hospice Trading Ltd. We pride ourselves on being open and transparent with our patients, their families, our supporters, volunteers, staff and anyone else who comes into contact with the Hospice, about how their personal data is stored and used. This includes the processes we adopt when we ask for donations to keep our organisation running.
This Privacy Policy explains what personal data we may collect about you, how we use it, and the steps we take to ensure that it is kept secure. We also explain your rights and how to contact us.

Legal compliance
Unless stated otherwise, Wakefield Hospice is the data controller in respect of all personal data collected by us on this website or otherwise. This means that we are responsible for ensuring that we do so in full compliance with the General Data Protection Regulation, all other related privacy laws and any codes of practice issued by the Fundraising Regulator or the Information Commissioner. Our intention is to be compliant, user friendly and to ensure our supporters only receive information they are interested in.

BY USING THIS WEBSITE AND/OR GIVING PERSONAL DATA TO US YOU INDICATE THAT YOU CONSENT TO US USING YOUR PERSONAL DATA IN ACCORDANCE WITH THIS PRIVACY POLICY
 
HOW TO CONTACT US
Website: www.wakefieldhospice.org
Email: enquiries@wakefieldhospice.co.uk
Phone: 01924 331400
Mail: Wakefield Hospice, Aberford Road, Wakefield, WF1 4TS
 
THE PERSONAL DATA WE COLLECT AND ITS SOURCES
We may obtain personal data face to face, electronically, on paper (such as any form you complete) or verbally (such as during any telephone conversations we have with you).

The personal data we collect
The type and quantity of personal data 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 buying something from our shop, we will usually collect your name and your contact details. Occasionally we may ask for your date of birth, for example, if there is an age restriction on an event or activity you have chosen to take part in (for example, lottery players must be over 16).

Where it is appropriate we may also ask for:
  • Information relating to your health (for example if you are taking part in a high risk event such as one of our 10k or skydives)
  • How you heard about the event/activity/Hospice
  • Why you have decided to donate to us. We understand that you may have private reasons and we only want to know the answer if you are comfortable telling us
  • Your bank or credit card details (these are used for the single transaction only and are destroyed after use)
The information may come to us:
  • Directly from you such as when you make a donation; when you sign up to an event or activity; when you join our lottery; when you sign up as a Gift Aid donor in one of our shops or when you sign up as a volunteer.
  • From another organisation for example, where you use fundraising sites such as Just Giving or Virgin Money Giving to fundraise for Wakefield Hospice. These organisations may share your personal data with us if you allow them to do so.
  • From social media sites or apps. If your settings and preferences allow, we may obtain information (including personal data) from social media services such as Facebook and Twitter.
Information about other people
If you provide personal data to us relating to any person other than yourself, you must ensure before you do so that they understand how their personal data will be used and that you are authorised to disclose it to us, and to consent to its use on their behalf.

WHY WE COLLECT PERSONAL DATA
We collect information for various reasons:
  • We collect and hold information about patients and next of kin to enable us to give you the correct care and treatment and to contact you and your loved ones. The information is held on computer, paper record or both.
  • We collect and hold information about staff and volunteers to communicate and carry out administration, as necessary for your role.
  • We collect and hold information from donors and supporters in order to make better decisions about how we raise and spend funds. As a registered charity, our Hospice relies on the people living in its local community for support – both financially and in kind. By gathering information about our community we can fundraise more efficiently and get the right information to the right people based on what they want to see. Ultimately this means our hospice is able to continue to provide excellent care to those who are dying and to support their families and friends.
  • We automatically collect technical data from visitors to our website to ensure that content from our website is presented in the most effective manner for you and for your computer.
 
IF YOU ARE USING OUR WEBSITES
IP addresses
In order to understand how users use this website and our services, we may collect your Internet Protocol addresses (also known as IP addresses). Your IP address is a unique address that computer devices (such as PCs, tablets and smartphones) use to identify themselves and in order to communicate with other devices in the network.

Cookies
We use cookies on the Wakefield Hospice websites to make your browsing experience more efficient and enjoyable.
Cookies are small text (.txt) files containing basic information about a particular website and user. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs.
If you would like to disable cookies, you can change your browser settings to reject cookies. However, this may negatively affect how some of the content is displayed and how our website functions.
For more information about cookies, visit www.aboutcookies.org.

Links to other websites
Please note this website may contain links to other websites that are not controlled by us. These links are provided for your convenience. We are only responsible for our privacy practices and our security. We recommend that you check the privacy and security policies and procedures of each and every other website that you visit and each organisation that holds your personal data.

HOW WE WILL USE YOUR PERSONAL DATA
All personal data that we obtain about you and/or any other person whose details you provide will be recorded, used, and protected by us in accordance with current data protection law and this Privacy Policy. We will primarily use the personal data for the following purposes:
  • To provide the products and services you request (including taking payments) and to communicate with you in the event that any products or services requested are unavailable, or if there is a query or problem with your request, to process your application for a job or volunteer role with us
  • To administer any donations (including taking payments) you agree to make, including complying with Gift Aid requirements and to communicate with you in the event of a query
  • To administer your employment or voluntary work where you become an employee or volunteer
  • To detect and reduce fraud and credit risk
  • To carry out market research so that we can improve the products and services we offer
  • To create an individual profile for you (including analysing demographic and geographic information) so that we can enhance your experience and relationship with us, understand and respect your preferences and to provide information and details of relevant offers and opportunities where you have agreed to receive them. We may also collect information on your interests, for example, hobbies. We use this information to tailor our communication with you and invite potential supporters to meetings, groups and events which may be of interest to you.
  • To comply with our obligations as a charity under the charity regulations
  • To use IP addresses and monitor website use to identify locations, block disruptive use, record website traffic or personalise the way information is presented to you
 
Consent and lawful processing of personal data
The legal basis for the collection and use of your personal data is that you have given your consent and/or that it is in our legitimate interests to contact you. We need to do so in order to support Hospice needs in the area; your rights and freedoms are not prejudiced by this. 
 
Disclosing your personal data
We do not sell personal data.
In order to provide our products and services, we may, occasionally, appoint other organisations to carry out some of the processing activities on our behalf. These may include, for example, technology hosts, event administration, printing companies and mailing houses. In these circumstances, we will ensure that your personal data is properly protected and that it is only used in accordance with this Privacy Policy. 
We use third party electronic payment providers such as World Pay to administer some transactions. They have their own privacy policies and we encourage you to read them.
On very rare occasion, we may be required to disclose your details to the police, regulatory bodies or legal advisors or to comply with a court order or a legal obligation. In these circumstances we would be careful to only provide information that we are required to provide.

Clinical data
Wakefield Hospice is a local, independent charity and we are not part of the NHS, but we do work very closely with all NHS services in the Mid-Yorkshire district. Clinical information is part of the NHS records system. This allows us to share information securely with your GP and other care professionals.
 
If you are a patient, we may contact you with important information regarding your care, in the way that you have requested.
If you are the next of kin of a patient, we may contact you in the event of the death of a patient with further information on our services, for example, to offer bereavement support.
 
In accordance with NHS guidance, the Hospice has an appointed Caldicott Guardian; a senior member of staff responsible for protecting patient confidentiality and enabling appropriate sharing. The sharing of sensitive personal information is strictly controlled by law. We will consult you before information about you is shared to ensure we act with your consent. If you are unable to consent for any reason, we will only share information where it is in your best interests to do so.
 
HOW WE MIGHT CONTACT YOU
We may need to contact you for various reasons in a number of ways. If you have given consent or there is legitimate interest, we would like to contact you and/or any person whose information you provide to us with further information about Wakefield Hospice.
 
We will usually try to tailor the communications we send to you so that they are relevant and in line with the preference options you have chosen which form part of the personal profile we will create for you. 

Preferences / Subscribe / Unsubscribe
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.
You can change your communication preferences at any time 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.
We will provide details in our communications of how you can update your communication preferences and opt out from hearing from us.
Please note it may take up to one month for your changes to be implemented and for communications to start or cease.

DATA SECURITY
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.
 
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 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.

DATA RETENTION
We'll retain information for no longer than is legally required.  We may continue to hold some information for a period of time after our relationship has ended. This is to comply with our legal and regulatory obligations to keep records of our relationship, to resolve disputes or where it may be needed for future legal proceedings.

USE OF YOUR PERSONAL DATA OUTSIDE OF EUROPE
If we ever need to transfer your personal data to other territories outside of the United Kingdom or the European Economic Area, we will take proper steps to ensure that it is protected in accordance with this Privacy Policy and applicable privacy laws.

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.

We will ensure our website has our most up to date policy and suggest that you check this page periodically to review our latest version.

UPDATING AND CORRECTING PERSONAL DATA
In order to save the Hospice money, we use data cleansing services to update us on people who have moved home or who have died. If you have registered a change of address with the Post Office’s National Change of Address database, we will update your details through this mechanism. Similarly, for relevant activity, if you use the Fundraising Preference Service to withdraw consent to receiving direct marketing from us, we will amend our records accordingly.
 
You may update or correct your personal data by visiting www.wakefieldhospice.org/data-protection or by contacting us and asking us to change your personal data (see the section ‘How to Contact Us’). 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 promptly update 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 one month of receiving them.
  • Withdraw consent to direct marketing. You can exercise this right at any time and can ask us to do update your preferences. See section ‘Updating and correcting your personal data’ above for details.
  • 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.
  • Rectification. If you consider any of your personal data is inaccurate, you can correct it yourself or ask us to do it for you (see section ‘Updating and correcting your personal data’ above for details).
  • Restriction. 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.
  • Erasure. Where we have no lawful basis for holding onto your personal data you may ask us to delete it.
  • Portability. 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.
  • Complaints to the Information Commissioner’s Office. You can find information on how to do this at www.ico.org.uk.
HOW TO CONTACT US
Website: www.wakefieldhospice.org
Email: enquiries@wakefieldhospice.co.uk
Phone: 01924 331400
Mail: Wakefield Hospice, Aberford Road, Wakefield, WF1 4TS