1. What personal and special category data do we collect and process about you?
The information we ask you for depends upon your reason for interacting with us. For example, if you are registering for a fundraising event, we will need to collect enough details to ensure that we can send you your event information. If you are donating stock to one of our shops and you want us to claim gift aid, we need to capture the information required by HMRC.
The type of information that we may collect includes:
- Your name
- Your address
- Your email address
- Your telephone number
- Your date of birth
- Payment details including credit, debit card and bank account details
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).
- Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.
2. How do we collect your personal information?
We collect information from you directly when you sign up for one of our events, make a donation, purchase from one of our shops or communicate with us. Sometimes the information will come via an organisation working on our behalf (e.g. a professional fundraising agency) but we are responsible for your data at all times.
We may also receive information about you indirectly, for example from event organisers like the Bristol Half Marathon or fundraising sites like JustGiving, but they will only pass this information on if you have given them permission to do so.
We may also combine information that we already have about you with information available publicly or information available from external sources in order to gain a better understanding of you and to improve our fundraising methods, products and services.
We may also use publically available information to identify individuals who may be interested in giving major gifts to charities or organisations like ours.
We may also use information from the following sources: depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those services, for example when you publicly tag us in an event photo.
3. Why do we process your personal information?
We will only use your information where we have a legal basis to do so. For example, we may consider that we have a legitimate interest to contact you such as to tell you about news or events that we believe you will be interested in based on your previous interactions with us.
We may use your information to:
- Provide you with the services, products or information you asked for.
- Administer your donation or support your fundraising, including processing gift aid.
- Keep a record of your relationship with us.
- Manage your marketing and communication preferences.
- Understand how we can improve our fundraising and marketing services, products or information.
If you are not currently receiving this type of communication from us but would like to, please contact us on 01275 391400 or email@example.com and let us know.
4. What are our legal grounds for processing your personal information?
The legal basis we rely upon to process your data is legitimate interest. It means that our use of your information must be fair and balanced to ensure we consider your rights and interests as an individual and that we communicate with you about things we legitimately feel will be of interest to you.
5. What are our legal grounds for processing your special category data?
Where we have asked for information relating to your health in relation to an event you might be taking part in, the legal basis we rely on is vital interests.
This is a legal ground for processing your data when it is necessary for us to protect life or health. For instance if there were to be an emergency impacting individuals at one of our events, or a safeguarding issue which required us to contact people unexpectedly or share their information with emergency services.
6. What would happen if we did not collect and process your personal information?
If we were unable to collect and process your personal information we wouldn’t be able to communicate with you or perform many of the functions critical to the Hospice. For example, we wouldn’t be able to process donations by card, we would not be able to acknowledge your support and thank you for your donations. We wouldn’t be able to register you to participate in our events or send you details about the Hospice, our activities, progress and news in general. We also wouldn’t be able to claim gift aid from those supporters who would like to gift aid their donations to us.
7. What do we do with any personal information that is provided by third parties?
Sometimes your information may be shared with us indirectly by third parties, for example:
- professional fundraising agencies such as companies we use to help us recruit supporters to play our weekly lottery
- independent event organisers, for example the London Marathon or fundraising sites like Just Giving or Virgin Money Giving where you’ve signed up with them directly
We may also receive data about you from subcontractors acting on our behalf who provide us with technical, payment or delivery services, and from business partners, advertising networks and search/analytics providers used on our website.
Once we have received your data, we will treat it in the same way we would if we had collected it directly ourselves.
8. Who do we share your personal information with?
Except as set out in this policy, we will not sell, share, distribute or disclose your information without your consent, unless we believe in good faith that the law requires it.
If we run an event in partnership with another organisation we may need to share your details with them. You will always be informed if this is the case when you register for the event.
Where we need to use third party organisations to facilitate our business operations or process personal data on our behalf, for example a mailing house, we will put in place a contract with the company to ensure that the data is properly protected and treated in accordance with the relevant laws and regulations.
We may need to disclose your details if required to by the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit consent. We will not sell or share your data for the purposes of direct marketing.
Sharing your story
You may choose to tell us about your experience of St Peter’s Hospice to help further our work. This may include you offering to share your story with the media, attend events or sit on our committees. Often this involves sharing sensitive personal information relating to your health and family life in addition to your standard contact information.
This information will be treated with strictest confidence. It will only ever be made public (through media work, at events, in materials promoting our fundraising work, or in documents such as our annual report) if you or your parent or guardian, if you are under 16, have explicitly agreed to this.
9. How your information is used to improve hospice services – profiling:
We may analyse or profile supporters on our database to ensure that our communications are relevant and timely. We may analyse geographic, demographic and other information such as your previous support for the Hospice, in order to better understand your interests and preferences. By looking at how certain groups of supporters like to engage with us or how they have gone on to support us in different ways, we can plan and target our resources effectively and aim to grow support for the Hospice. This enables us to raise more funds, sooner, and more cost-effectively which ultimately helps us fulfil our charitable aims.
10. How to contact us:
Please contact us if you have any questions about this privacy notice or the information we hold about you. If you wish to contact us, please send an email to: firstname.lastname@example.org or write to us at: Data Protection, St Peter’s Hospice, Charlton Road, Brentry, Bristol, BS10 6NL.