The Kirkwood are committed to being open and honest about how and why we contact you and how we use your personal information. The privacy and security of your data is extremely important to us and we make every effort to ensure that all personal information is processed fairly and transparently.
Who We Are
Kirkwood Hospice is a Registered Charity (number 512987) and a Company Limited by Guarantee in England (number 1645888). Registered Office: 21 Albany Road, Dalton, Huddersfield HD5 9UY.
For the purposes of this policy, the terms ‘we’, ‘us’, ‘our’ and ‘Kirkwood Hospice’ refers to Kirkwood Hospice and Kirkwood Hospice Enterprises Ltd.
What is Personal Information?
Personal information is any data which might allow you to be identified. This might include things like your name, address, phone number, email address or images of you.
What information do we collect?
The information we collect will depend on how you are interacting with us, but may include your name, address, phone number, email address, comments or image. We may also collect your credit/debit card and billing details if necessary.
We collect personal information from you in connection with specific activities such as making a donation, registering to take part in an event, filling in a consent form, volunteering or for employment purposes. We may collect personal information in person, electronically, on paper or verbally.
As an organisation, we only ask for the information we need. This could be information to process donations or keep people informed about events and activities they have signed up to. We also record when people have fundraised for us, donated to a shop or supported us in another way.
The information we collect helps us to make better decisions about how we raise vital funds and how we spend them to support people with life limiting illnesses.
We also use information to contact people based on what they would want or reasonably expect to see. Using personal information in this way helps us to fundraise more effectively and make sure that we provide the very best care and support for patients, carers and families across Kirklees.
Our Website: We use Google Analytics to monitor and track website usage and improve the quality of our website. Using Google Analytics, we look at; the number of visitors we receive, our total page views and monitor which pages are most popular. We also capture information about how users get to our website (i.e. from Facebook or Google search). The information we collect is anonymous and we do not collect Personally Identifiable Information (PII).
Patients, Relatives, Carers: We make sure that all personal information collected for clinical or medical purposes is held securely and confidentially. For more information about patient data, please refer to the following document: ‘How we use your information’.
Sensitive Personal Data:
If you are happy to share your personal details with staff members or if you would like us to share your story with the media or other parties as part of our work, you can decide if you would prefer to remain anonymous. An example of this may be requesting to tell your story in order to improve awareness about a particular service.
Sensitive Personal Information we hold
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs.
You may choose to provide details of a sensitive nature. We will only use this information:
- To deal with your enquiry, for training, quality monitoring or evaluating the services we provide
- We will not pass on your details to anyone else without your express permission except in exceptional circumstances where we have a legal obligation to share your information. An example of this might be you reporting an emergency to a member of our team
- Where you have given us your express consent (for example, by agreeing to tell your story to our Media & Marketing team and signing a consent form) for us to share your story. In this instance, we may publish your information in the public domain.
How We Use Your Personal Information
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulations (which came into force on 25 May 2018). We will open and honest about how we use the personal information you provide and where appropriate will contact you using your preferred method of contact.
We may use your personal data to help us complete your order or request, help us raise funds or achieve our charitable aims. How we communicate with you will depend on our relationship with you and how you interact with our services.
Legal basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (e.g. to administer your Lottery membership or because you have placed an order on our website).
There are a number of other lawful reasons that allow us to process your personal information. One of these reasons is 'legitimate interests'.
This means that we are processing information because there is a legitimate interest for Kirkwood Hospice to do so to make sure that we can continue to achieve our mission of providing outstanding care and support for people across Kirklees affected by life limiting illnesses.
We will only use legitimate interest to send you information by post. We will only do this if we believe there is a good reason and that you might reasonably expect to receive a communication from us. Whenever we use legitimate interest as a means of processing your data, we complete an assessment to; identify a legitimate interest, show that the processing is necessary to achieve it and balance it against your interests, rights and freedoms. If we don’t feel that the balancing test provides legitimate interest, we will not process your data.
An example of how we may legitimately process your personal data is to contact you about a fundraising event which you have previously participated in or to carry out research which will help Kirkwood Hospice to improve its services for the benefit of its local community.
Kirkwood Hospice will collect a limited amount of data from you if you register for an event, fundraise, make a donation or take part in our lottery. We will only use your information to provide you with information that we believe is relevant to you and to administer a transaction.
You can update your preferences or ask us to stop sending you communications at any time by visiting: www.kirkwoodhospice.co.uk/preferences emailing: firstname.lastname@example.org or by clicking the unsubscribe link at the bottom of the relevant communication.
Direct Mail: If you have provided us with your postal address we may send you direct mail about our work, fundraising initiatives, events and newsletters. If you have told us that you would prefer not receive information by post, you will not receive information from us in this way. We will only use your address to provide you with information or updates that we believe are relevant to you.
Text Message (SMS) Marketing: If you have consented to receiving SMS messages from us when registering for an event and provided your mobile phone number, we may pass your number to a third party who will act on our behalf to send you relevant information and updates. No other details will be passed on and your information will only be used to contact you in relation the specific event.
Email Marketing: If you make a donation, register for an event or purchase items via our website you will be asked to provide your email in order for us to send you an email confirmation. This information is only used to administer your order and will not be used to communicate with you in any other way unless you give your consent.
If you have consented to receiving emails from us when registering for an event and have provided your email address, we may share your name and email address with a third party who will act on our behalf to send you relevant information and updates. No other details will be passed on and your information will only be used to contact you in relation the specific event.
On Our Website: We use third-party cookies on our website to measure campaigns and provide targeted advertising to individuals who we think will be interested in our services and/or campaigns. Using cookies allows us to make sure we are using our resources as effectively as possible.
Cookies: Cookies are small pieces of text that are stored by your browser. Each cookie has a name and is associated with a particular site. When your browser sends a request to a site (for example, to download a page, image, or video), the computer that responds (known as a server) may tell your browser to set one or more cookies. When your browser makes further requests to the same site it sends the cookies back to the server.
Fulfilling a Contract
If you make a donation, purchase something from our online shop or sign up for an event or campaign, we need you to provide your email address so we can send you a transaction confirmation.
If you make a donation or sign up for an event or campaign in person or over the phone and provide your postal address, we will use it to fulfil your order unless you tell us not to. This may involve sending a thank you letter or mailing out confirmation of your order depending on your interaction with the Hospice.
If you have provided us with your telephone number as part of an order, donation or request, we may use your telephone number to contact you if it is necessary to fulfil our contract obligations (for instance, we may contact you regarding your Lottery membership if we have a query about your account).
If further communications is required in order to fulfil our contract with you we will contact you in the way which you have told us you prefer if appropriate.
Management of Volunteers
If you’re a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes. We may also use your personal information in order to administrate volunteering arrangements.
Further information on what data is collected and why it’s processed can be found in our Privacy Notice: Volunteering Applicants (this document can be downloaded below).
Recruitment and Employment
In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees.
Such data can include, but isn’t limited to, information relating to health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data, without explicit consent.
For information on how we use personal information collected for the purposes of providing care and support to our services users, please refer to the following documents: Your Health Records and Confidentiality - How We Use Your Information and Family Care Team - Personal Information Guide for Children (these document can be downloaded below).
We are always looking for new ways to share information about the support we offer to our local community and the difference your support makes across Kirklees. To do this, we sometimes process anonymised patient data to better understand the impact our services are making for people across Kirklees.
We sometimes use third party organisations to gain insight into our Customer Relationship Module (CRM). This analysis may help us to better understand how people support us and help us to tailor our marketing communications in ways that are most appropriate for you.
From time to time, we carry out research to help us understand what we are doing well and how we might improve our services. We may also conduct research to find out how we can improve our fundraising events or campaigns. If you choose to take part in research, we’ll tell you when you start what data we will collect, why and how we’ll use it.
Sometimes, a third party Market Research company may carry out work on our behalf. We will only ever share your personal information (e.g. contact details) with market research organisations if you give us permission to do so.
We also carry out surveys with our service users, supporters, staff and volunteers to get feedback on their experience with us. However, this feedback is anonymous and no personal information is recorded.
Feedback and Stories
From time to time, we also ask for feedback and collect stories from service users and supporters. We use this information to improve the services that we offer and to raise awareness of Kirkwood Hospice. Any feedback or information which you give us will only be shared if you choose to provide consent. We will also check whether you would like us to use your name or if you prefer to remain anonymous.
If you consent to us sharing your story and/or using images of you for publicity purposes, we will ask you for your consent and explain what data we will collect and how we intend to use it.
We may use information that you share in the public domain in order to share feedback, evaluate our service or for marketing purposes. An example of this is sharing positive feedback from Kirkwood’s Just Giving page on social media platforms or sharing a Facebook review with our teams.
How We Keep Your Information Safe
We take looking after your personal information very seriously and have robust policies in place across our charity to make sure that all the data we hold is held securely and in line with the appropriate regulations.
Kirkwood Hospice is a Data Controller. Under the terms of the General Data Protection Regulation (2018), we are legally responsible for ensuring that all personal confidential data that we collect about you and use is done in compliance with this legislation.
All data controllers must notify the Information Commissioner’s Office (ICO) of all personal information processing activities. Our ICO Data Protection Register number is Z346054X and our entry can be found in the Data Protection Register on the Information Commissioner’s Office website (https://ico.org.uk/).
Credit/Debit Card Payments: Any debit or credit card details which we receive on our website are passed securely to World Pay our payment processing partner, according to the Payment Card Industry Security Standards.
Records Management: We will only keep your personal information for as long as is reasonable and necessary for the relevant activity. This may be necessary to fulfil statutory obligations (e.g. Gift Aid records must be kept for a minimum six years after the end of the tax period in which the last donation was made).
Kirkwood Hospice is committed to a planned approach to the management of records from their creation to their disposal. We make sure that we can demonstrate that we maintain information in an efficient manner and dispose of it responsibly when it is no longer required.
What we won’t do with your data
Sell it to third parties: We will never sell your personal data. There are no exceptions to this.
Share it with other departments: Information held by our Fundraising, Clinical, Volunteering and Human Resources teams is collected for different purposes and is therefore kept separately. Personal information which is collected for a specific reason is never shared with other departments unless you have given your explicit consent for us to do so.
People often interact with Kirkwood Hospice in a number of different ways. This means that more than one department may hold personal information about you for different purposes. When this is the case, your personal information is not shared (for marketing purposes or otherwise) unless you ask us to it.
You have the right to ask us to remove your personal information from our databases under your right to erasure (see the ‘Your rights to your personal information’ section for further information). In this case, we have the right to share the necessary information with other departments to make sure your details are deleted from all databases that might hold personal information about you.
No personal information held about a patient will ever be shared with the other departments. The only exception to this rule occurs when a patient dies. In this instance, the Fundraising team will be informed of people who have died in our care to make sure we do not cause distress to their family by continuing to contact them.
Sharing your data with third parties
We will only share your data with organisations that we work with when it is necessary (e.g. using a mailing house to send out large mailings like our newsletter or sharing employees personal information with our occupational health provider).
Before sharing any data, we make sure that the privacy and security of your data is assured. We have agreements with the organisations who work on our behalf to ensure they treat your data as carefully as we do.
Your rights to your personal information
Under the GDPR you have a number of legal rights with regard to your personal information:
- The right to be informed – you have the right to be informed about how we collect and use your personal data
- The right of access – you have the right to access your personal data and supplementary information
- The right to rectification – you have the right to have inaccurate personal data rectified, or completed if it is incomplete
- The right to erasure - you have a right to have your personal data erased (this is also known as the right to be forgotten). This right is not absolute and only applies in certain circumstances
- The right to restrict processing - you have the right to request the restriction or suppression of your personal data. This right is not an absolute and only applies in certain circumstances.
- The right to data portability – you have the right to obtain and reuse your personal data for your own purposes across different services
- The right to object – you can object to: processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling); direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics
- Rights in relation to automated decision making and profiling – you have the right to object to the your personal data being used for automated individual decision-making and profiling
If we do hold personal information about you and you have any questions about the data we hold, please contact our Data Protection Officer by emailing: email@example.com. You can also post any queries to: The Data Protection Officer, Kirkwood Hospice, 21 Albany Road, Dalton, Huddersfield, HD5 9UY
Updating Your Preferences
It is up to you how you want to hear from us and you can let us know at any time if you would like to change the way we send you information.
We will continue to send you information that we think you will be interested in by post unless you ask us not to. You can contact us at any time if you would prefer to stop receiving information by post.
If you would like to change your preferences, contact us on: 01484 557911 or email: firstname.lastname@example.org
If the way we process personal data changes, we will keep you informed by updating this page, so it is worth checking from time to time.
We may let you know about any specific changes to this policy by placing a prominent notice on our website. By continuing to use our website you will be deemed to have accepted such changes.
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