Privacy Notice

Last updated: May 2018

Who we are

Rennie Grove Hospice Care

Registered Office: Grove House, Waverley Road, St Albans, Herts, AL3 5QX

Charity No: 1140386

Rennie Grove Hospice Care is a Company limited by guaranteed and registered (England and Wales) 7479930

ICO Registration Number Z2764852

Rennie Grove Hospice Care is regulated by the Care Quality Commission and the Fundraising Regulator.

Rennie Grove Hospice Care is a charity providing care and support for adults and children diagnosed with a life-limiting illness and support for their families.  We rely on the generous support of our local community to fund over 85% of our annual running costs to ensure that we can continue to provide our vital care for all who need it in our catchment area in Herts and Bucks.

In the course of delivering our services and raising the funds needed to sustain them, we develop relationships with a large number of people and organisations in the local community which involves collecting and using personal information.  This Privacy Notice details how and why we collect and use this information and how we keep it safe. We also explain your rights and choices and how to get in touch with us.

Rennie Grove Hospice Care is the Data Controller for this personal information.

We may update this Notice, so please check this page from time to time.  We will place a notice on our website to let you know about major changes.

Our commitment to you

We are committed to protecting your privacy and will only use the personal data that we collect in line with all applicable data protection laws, including the General Data Protection Regulation (GDPR).

We are also committed to respecting your wishes and would like to communicate with you in the way that you would prefer to enable us to build a good relationship.  You can change your contact preferences at any time here or by calling us on 01442 890222 or emailing preferences@renniegrove.org.   Please note: we will action your request as soon as we can but it is possible that you may receive further contact such as mailings which are already in progress for up to 28 days.

We never trade personal data for commercial purposes.

Supporters

The information we collect about you

As we get to know you, we collect a variety of different information to help us build a strong relationship. How much information we collect depends on the type of relationship we have.  We only collect special category data about you, for example information about your health, if there is a clear and valid reason for doing so and we only store it for as long as necessary.

If you shop with us, donate to us, support our fundraising activities or attend one of our education events we may collect the following information:

  • your personal details, including name, address, telephone number, mobile number, email address, date of birth
  • details of your donations
  • your Gift Aid Status
  • bank and credit card details
  • records of your correspondence and discussions with us
  • your motivations for supporting us
  • publicly available information about your charitable activities
  • your interests and connections
  • if you are taking part in one of our active or sponsored events we may need to ask you to provide special category data, for example information relating to your health, height and weight
  • other event-related information (for example dietary requirements and t-shirt size)
  • your contact details if you are given as an emergency contact for a participant in one of our events (we do not retain these details after the event)
  • if you have attended one of our events or activities it may be photographed or video recorded for promotional purposes
  • other information you choose to share with us – eg relationships with other donors and where you work
  • your career overview and whether you are a director of a company
  • company details of corporate supporters including address, phone numbers, email addresses, employee details, date of incorporation, business and charitable activities
  • your fundraising story
  • how you heard about us/our fundraising activities
  • how you use our website
  • your social media links/handles

Information about other people

If you provide personal information relating to other people, you must ensure that it is done with their knowledge and consent and that they understand how their personal information will be used.

Information about Under 18s

Some of our fundraising activities, such as the Jingle Bell Jog, are targeted at families. Registering children under 18 for these activities can only be undertaken by someone over 18 and with parental consent. Children’s details may be added to our database if they undertake fundraising activities but we will not contact them with any marketing information.

How we collect your information

  • directly from you when you contact us, make a donation, take part in one of our fundraising or education activities or when you make an online shop purchase or sign up as a Gift Aid donor in one of our shops
  • indirectly from someone known to you when you give them permission to enter you into one of our events
  • from a third party when you use other fundraising websites such as JustGiving, Virgin Money Giving, Much Loved, the Big Give to raise money for Rennie Grove Hospice Care if you have given them consent to pass information to us.  You should check the privacy policy of these organisations if you wish to understand exactly how they process your data.
  • from Survey Monkey when you complete a survey
  • from a funeral director if you have made a donation in memory of someone you know
  • from publicly available information such as Companies House, newspaper articles
  • from social media – depending on your privacy settings. You should read the Privacy Notices of the individual social media platforms too
  • from cookies on our website

The legal bases we use for processing your information

If you:

  • make a purchase from our online shop
  • make a donation
  • complete an enquiry form
  • register for an event

we will collect and process your information in order to fulfil our contractual obligations for the purpose of:

  • sending you your products
  • completing and acknowledging your donation
  • sending you the information requested in an enquiry form
  • administering your entry into/attendance at an event

As you have shown an interest in supporting Rennie Grove, we would like to build a relationship with you so that you can continue to support our work with local patients and families in the future or continue to attend our education events.  We will therefore add your name and contact details to our fundraising database and will use the legitimate interest basis for sending you news and information about fundraising activities or future education events by post, unless you ask us not to.

We balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.

We will ask for your consent before we send you our monthly enews or fundraising information by email.

You can change your contact preferences at any time here or by calling us on 01442 890222 or emailing preferences@renniegrove.orgPlease note: we will action your request as soon as we can but it is possible that you may receive further contact such as mailings which are already in progress for up to 28 days.

How we use this information:

We use the information we collect to build a picture of our supporters and to ensure that our communications with you are relevant and timely and provide a good experience of supporting Rennie Grove Hospice Care.  Specifically, we may use information to:

  • provide you with services, products or information that you have requested
  • administer your donation, event entry/attendance or support your fundraising
  • thank you for your support
  • process a Gift Aid claim
  • keep a record of your relationship with us
  • record your contact preferences
  • send you our newsletters and other information about our fundraising activities or education events by post and/or email
  • tell your story for publicity purposes
  • gain publicity for current or future events by using photographs and videos taken at our fundraising events.  Our event web pages and terms and conditions make it clear that photographs and videos from our events will be used in media coverage and publicity materials.  For all other photography we ask for publicity consent forms to be completed.
  • understand how we can improve our services, products or information
  • ensure your safe participation in an event by sharing health and other relevant information you provide when you enter with third party providers
  • group people together to make sure the correspondence they receive is relevant
  • build a picture of your company and employees to ensure we tailor our contact with you and provide you with the relevant stewardship
  • Information on under 18s is only used for the purposes for which it has been provided and is securely destroyed afterwards
  • For fraud prevention, credit risk reduction or otherwise as required by law or regulation

We may use geographic, demographic and other information which is publicly available to help us understand you better and make appropriate requests for support so that we can raise more to fund our vital services in the most cost-effective way.

How we keep your information safe

  • we store your personal information on databases and in electronic and paper files.
  • we use security technology to safeguard personal information and have procedures in place to ensure that both paper records and computer systems and databases are protected against unauthorised access, disclosure, loss or damage.
  • staff and volunteers only have access to your information if it is necessary for their role and are appropriately trained.
  • we process all online and telephone donations and payments in accordance with the Payment Card Industry Data Security Standard using Sagepay, a secure payment provider.  Find out more about Sagepay’s security here.  Rennie Grove Hospice Care does not receive or store any credit or debit card details for online transactions. If you provide your card details over the phone or on a pledge form these will be kept securely until the payment has been processed and then immediately destroyed.
  • health information you provide when you enter an active event is not retained by third party contractors after the day of the event, except where required by law. Unless there is a legal reason to keep the information, Rennie Grove will ensure paper copies are securely destroyed immediately after the event and all electronic information is deleted within a month.
  • in order to provide our products and services we sometimes use approved third party organisations to carry out processing activities on our behalf. These may include technology hosts, direct debit bureaux, event companies, printing companies and mailing houses.  We always ensure that your personal data is properly protected and used in accordance with this Privacy Notice and is securely destroyed when no longer necessary.
  • where possible we ensure that third party organisations who handle our data, for example our website and our supporter database, are located within Europe and are therefore subject to the same levels of strict data protection legislation. If we ever have a need to use an organisation that is based outside of Europe, we will always take proper steps to ensure that your personal information is protected in accordance with the Privacy Notice and all applicable privacy laws.

Updating your information

We want to make sure that your personal information is accurate and up-to-date.  Please let us know if your details change.  You can update your details here or email us at preferences@renniegrove.org or call us on 01442 890222.

We also use publicly available information to keep our information as accurate and up to date as possible.  We screen our supporter data against nationally approved registers Mortascreen, a bereavement register and NCOA (National Change of Address), to ensure our information is accurate before we send fundraising appeals and newsletters.  This also helps to reduce wasted mail and postage.

If you use the Fundraising Preference Service to withdraw consent to receiving direct marketing, we will update our records accordingly.

How long we keep your information

  • sensitive information for example about health conditions or t-shirt size, height or weight is destroyed on conclusion of the event for which it was supplied, unless there is a legal reason for retaining it
  • supporter records are kept for a minimum of seven years after the date of the last donation/engagement
  • details about legacy pledges are kept indefinitely
  • information about financial transactions is kept for seven years
  • Anonymised statistical information about website visitors is kept in accordance with Google’s Analytics data privacy and security policy for analytical purposes

Your Rights

Under current data protection law, you have the following rights:

  1. The right to be informed – in this Privacy Notice we are letting you know about how we handle your personal information.
  2. The right of access – you can request a copy of the information we hold about you and we will respond within 30 days (This is also known as a Subject Access Request).
  3. The right to rectification – if you consider any information we hold about you is inaccurate, you can ask us to correct it
  4. The right to erasure – if we have no lawful basis for keeping your personal data, you can ask us to delete it.  Please note that if you ask us to erase your details, we cannot guarantee no future contact unless you give us permission to retain minimal data to inform do not contact lists.
  5. The right to restrict processing – you can withdraw your consent to direct marketing at any time and we will update your preferences.  You can also withdraw your consent to other processing at any time and providing we have no legal basis for retaining your data we will stop processing your data.  Please note that this will only affect new activity and does not mean that processing carried out before you withdrew your consent is unlawful.
  6. The right to data portability – in some 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.
  7. The right to object – you can object to us processing your information on legitimate interest grounds
  8. Rights in relation to automated decision making and profiling – which we do not carry out
  9. You also have the right to complain to the Information Commissioner’s Office.  We hope that if you have a complaint you will come to us first and we will always do everything we can to help you.  However, if you would like to complain to the ICO, you can find information on how to do this at www.ico.org.uk.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request that requires us to disclose information to you. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

Getting in touch:

If you have any queries or would like to contact us about anything contained in this Privacy Notice, please contact our Data Protection Officer:

dpo@renniegrove.org

Using our Website

We use cookies on our website to make it easier to use, for example to allow you to make a donation, enter one of our events or make a purchase in our online shop.  These are called First Party cookies. Cookies are small text files that are placed on your computer by websites that you visit.  Most cookies are session cookies, lasting only for the duration of your visit and are deleted when you close your browser. These cookies do not collect personally identifiable information.

When you use our website, we use tools like Google Analytics to collect information such as your IP address, the browser you use, whether you are using a mobile device, what pages you visit, the time of day you accessed the website and referring website addresses.  We use this information in a generic way to help us track trends and understand how people use our website so that we can improve the way it works. Rennie Grove does not track or identify individual users. Google Analytics uses cookies to collect this information.

In order to offer you features such as the ability to share our news stories on social media, Google maps to show locations of our shops and events and other embedded content to improve your website experience, some third parties also place cookies on our website.

You can block cookies using settings in your browser but please note that if you disable all cookies including First Party cookies, you may not be able to use certain sections of our website.

Please follow the links below to find out how to control cookies in all mainstream browsers:

You can also use a tracking blocker, such as Privacy Badger.

To find out more about the cookies used on our website, please read our Cookies Policy.

Social Media

We have a number of social media pages, for example on Facebook, Twitter, Instagram, LinkedIn and YouTube. Although this Privacy Notice covers how we handle any data we may obtain from social media, it does not cover how the providers of these platforms use your information.  Please ensure you read their own Privacy policies and make use of their privacy settings to control how your information is used.

When using digital platforms to communicate with use, for example Facebook or Twitter, we recommend that you read their privacy policies or notices to understand how they use your information.

Links to other websites

This website may include links to websites run by other organisations.  Please note that Rennie Grove Hospice Care is not responsible for the privacy practices of these other websites and we recommend that you read their privacy policies carefully.

Getting in touch:

If you have any queries or would like to contact us about anything contained in this Privacy Notice, please contact our Data Protection Officer:

Email: dpo@renniegrove.org

Tel: 01442 890222

Write:
Data Protection Officer
Rennie Grove Hospice Care
Grove House
Waverley Road
St Albans
AL3 5QX

A copy of our Data Protection Policy is available on request.