Privacy Policy

Hospice AID UK will follow the guidelines set out to conform with the rules set for the General Data Protection Regulator.

We are committed to safeguarding the privacy of our supporters & website visitors; in this policy we explain how we will treat your personal information.

1. Collecting personal information

We may collect, store and use the following kinds of personal information:

(a) information that you provide to us when registering with our website (including your email address);

(b) information that you provide when completing your profile on our website (including your name, gender and date of birth);

(c) information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including your name and email address);

(d) information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including the timing, frequency and pattern of service use);

(e)information contained in or relating to any communication that you send to us or send through our website (including the communication content and metadata associated with the communication);

(f) When a supporter sends us a donation or expresses an interest to join any of our events and supplies us with an email address, we will follow up with an email to the supporter asking their permission to be added onto our email database so that they may receive our ENews quarterly newsletter.

This publication is sent out by email only. If the supporter then changes their mind, once consent has been gained, there is an unsubscribe option at the end of every ENEWS letter. When “unsubscribe” emails are received, they are permanently removed from the ENEWS database.

(g) any other personal information that you choose to send to us via postal donation forms

Please note: Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

2. Purposes of Data collection:

1.We want to maintain a list of people that have donated to our charity previously, so that we can contact them to ask if will donate again.

2. We want to maintain a list of people who have explicitly told us that they do not wish to be contacted again.

3. We want to claim Gift Aid on a person’s donation

4. We want to keep their information up to date.

Personal details collected this way will only be used to provide you with information you would reasonably expect or have agreed to. This may include using your data, in combination with public data sources, to analyze, research and profile our donor base, so that our marketing communications are appropriate and cost effective.

2. Using personal information

Personal information submitted to us through our website or via postal donations will be used for the purposes specified in this policy.

We may use your personal information to:

(a) administer our website and business;

(b) Add to our database records to enable us to locate details in a secure manner in order to contact you in the future with updates on our charity.

(c) send you email notifications that you have specifically requested;

(d) send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter);

(e) deal with enquiries and complaints made by or about you relating to our website;

(f) keep our website secure and prevent fraud;

We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.

All our website financial transactions are handled through our payment services providers;

CAF Online for Direct Debit and credit and debit card payments. You can review the provider’s privacy policy at their respective websites. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

3. Disclosing personal information

We may disclose your personal information to any of our employees insofar as reasonably necessary for the purposes set out in this policy.

We may disclose your personal information:

(a) to the extent that we are required to do so by law;

(b) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

Except as provided in this policy, we will not provide your personal information to third parties.

4. Retaining personal information

This Section 4 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Notwithstanding the other provisions of this Section 4, we will retain documents (including electronic documents) containing personal data:

(a) to the extent that we are required to do so by law;

(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

5. Security of personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure (password and firewall -protected) servers.

All electronic financial transactions entered into through our website will be protected by encryption technology.

You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Personal details collected this way will only be used to provide you with information you would reasonably expect or have agreed to. This may include using your data, in combination with public data sources, to analyze, research and profile our donor base, so that our marketing communications are appropriate and cost effective.

6.Amendments

We may update this policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

We may notify you of changes to this policy by email or letter.

7. Your rights

You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a) the payment of a fee (currently fixed at £10.00); and

(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

We may withhold personal information that you request to the extent permitted by law.

You may instruct us at any time not to process your personal information for marketing purposes.

In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

Consent to opt out to receive mailings, updates and news will be refreshed every two years from the 1st date of initial consent. Supporters will be given the option to “Unsubscribe” with immediate effect at any time before the refreshment due date.

8. Third party websites

Our website includes hyperlinks to, and details of, third party websites.

We have no control over, and are not responsible for, the privacy policies and practices of third parties.

However, our third parties do not and do not plan to carry out any wealth research screening. They do not carry out any form of Data sharing.

They do not send mailings to specific areas at specific times of the year.

9. Updating information

Please let us know if the personal information that we hold about you needs to be corrected or updated.

10. Legitimate Interest

Legitimate Interest is the legal ground for processing means that organisations can process your personal information if they have a genuine and legitimate reason to do so and that use does not harm any of your rights and interests as an individual.

Hospice AID UK’s Legitimate interest.

We do not unduly prioritise our legitimate interests as a charity over your interests as an individual.

We believe that the best way to look after the interests of our supporters is to consider their unique interests and expectations.

If a supporter has previously donated to our charity it would be natural for that supporter to expect contact from our charity.

If an individual shows an interest in Hospice care our Legitimate Interest would be to contact that person and endeavour to gain their support.

We will then try to educate that individual on Hospices and the needs they have for funding.

This is usually via Direct Mailing, and unless you tell us not to, we will rely on our Legitimate Interest ground for sending you direct mail.

We will also identify potential supporters that have a common interest in our charity and try to raise awareness of the fabulous work that Hospices do every day in the UK.

We are mindful of trying to send you what you are interested in.

We aim to be clear about the information we collect, to enable you to make meaningful choices about how it is used.

When necessary, we will contact you for administrative purposes, for example if there is a problem with a payment.

Please contact info@hospiceaid.org.uk should you have any queries on our Legitimate Interest.

10.Data protection registration

We are registered as a data controller with the UK Information Commissioner’s Office. Our data protection registration number is ZA048089.