Our lawful basis for processing your data
We are under a lawful obligation to comply with the requirements of the Data Protection Act 2018, the General Data Protection Regulations (GDPR) 2018 and the NHS/Caldicott Guardian requirements for confidentiality and information security standards.
We must have a lawful basis for processing your information; this will vary on the circumstances of why we process and how we use your information as follows:
- Legitimate interests: our activities as a charity that provides patient care, and also in raising awareness of our services by engaging with current and future supporters (see Legitimate Interest Rationale);
- Legal obligation: the processing is necessary for compliance with a legal requirement to which we are subject, e.g. we must provide certain contact information and other details about our services to HMRC and the Charities Commission;
- Contract: the processing is necessary for a contract we have with the individual, or because they have asked us or you to take specific steps before entering into a contract.
Lewis-Manning Hospice Care is Poole’s voluntary hospice offering free specialist palliative nursing care to the people of Poole, Bournemouth, Purbeck and the surrounding towns and villages living with cancer and other life-limiting illnesses. We are a registered charity (Registered Charity Number 1120193), regulated and inspected by the Care Quality Commission and with the Information Commissioner in accordance with the Data Protection Act 2018.
How do we collect information from you?
We obtain personal information from you when a referral is made to us, when you make a donation to us, enquire about our events and activities, register with us, send or receive an email, ask a question about our services, play our Lottery run by Local Hospice Lottery, or otherwise provide us with your personal information.
In order to provide safe and effective care we collect and share personal data from other professionals including (but not limited to) community teams, GPs, hospitals, local authorities and/or clinical commissioning groups.
We also gather your personal data from organisations providing fundraising services on our behalf, such as, JustGiving, Donr.
What type of information is collected from you?
If you make a donation online, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
We will only take as much information from you as is needed for the specific reason given and will not record non-relevant data.
We may use your information to:
- process a donation that you have made;
- to carry out our obligations arising from any contracts entered into by you and us;
- dealing with entries into a competition;
- seek your views or comments on the services we provide;
- notify you of changes to our services;
- send you communications covered by our legitimate interest in contacting you (please see our Legitimate Interest Rationale), these may include information about campaigns, appeals and other fundraising activities;
- process a grant or job application;
- supporting your fundraising activity;
- complying with our legal obligations, policies and procedures.
If you wish to see our Data Protection Policy on the safe storage, handling and use of personal data please contact us as above. This document also refers to how we manage personal data held on employees and volunteers.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us (please see our Records Retention Policy and Procedure).
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for older people and our services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.
We will not contact you for marketing purposes by post, email, telephone or text message if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: firstname.lastname@example.org or telephone on 01202 708470.
How you can access and update your information
The accuracy of your information is important to us, therefore if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: email@example.com, telephone on 01202 708470. or write to us at: Longfleet House, 56 Longfleet Road, Poole, Dorset, BH15 2JD.
You have the right to ask for a copy of the information Lewis-Manning Hospice Care hold about you; this right to access is free of charge. However, we may charge a minimal amount if we receive repetitive requests for the same information, or if the request is manifestly unfounded or excessive.
In cases where we use external websites provided by other organisations, such as Twitter or Facebook, then we would ask you to consult their Privacy Policies.
It is possible to switch off cookies by setting your browser preferences. However this may result in a loss of functionality when using our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please make sure you have your parent/guardian’s permission beforehand whenever you provide us with personal information.
We keep this Policy under regular review. This Policy was last updated in March 2020.
To exercise any of these rights, or if you have any questions or complaints about the GDPR please contact the Data Controller in the first instance in writing at Lewis-Manning Hospice Care, Longfleet House, 56 Longfleet Road, Poole, Dorset, BH15 2JD, by email at firstname.lastname@example.org, or by telephone on 01202 708470.
You can contact the Information Commissioners Office via email at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF, or by telephone 0303 123 1113, email at https://ico.org.uk/global/contact-us/email/