This statement informs you about how we process, store and use personal information.
The Data Controller is Poole Hospital NHS Foundation Trust, who is registered with the Information Commissioners Office (registration number Z5566239). The Data Protection lead is the hospital’s Information Governance Manager. They can be contacted on 01202 448689 or email InformationGovernancePHT@poole.nhs.uk.
Forest Holme Hospice Charity’s staff are employed by Poole Hospital NHS Foundation Trust and are therefore required to complete annual Information Governance and Data Security Awareness training.
If you would like to make a complaint about how your personal information has been used please contact us by emailing firstname.lastname@example.org or calling 01202 670644. If you do not believe that your complaint has been dealt with satisfactorily, you can contact the Information Commissioners Office on 0303 123 1113.
The Information we collect
Forest Holme Hospice Charity collects data that has been given directly by you to the Charity, for example when you make a donation, enquire about our activities, register for an event, purchase items via a third party or otherwise provide the Charity with your personal information. Information that is stored may include your name, postal address, email address, telephone number, date of birth, experience of Forest Holme Hospice, donation and gift Aid declaration and any other aspect of your relationship with the Charity.
We may also receive information directly from interested individuals such as friends or family members.
The Legal Basis
To enable us to process personal information for our operational activities, we rely on one of the six legal basis – Consent, Contractual, Legal Obligation, Protect a Person, Public Interest or Legitimate Interest.
We use legitimate interest as the legal basis for processing all personal information for the general promotion of our activities. You can choose to hear from us by email, post or telephone.
How do we use this information?
When you contact the Charity and ask for a reply, we believe it is in our legitimate interest to process your personal information to enable us to do so. In a similar way, if you order materials from us or complete our online forms we believe it is in our legitimate interest to use your personal information to fulfil your request. We will also rely on this legal basis to thank supporters and respond to complaints.
We also believe that it is in our legitimate interest to send personalised correspondence to existing supporters about activities that may be of particular interest to them, including invitations to In-memorial events, supporter conference and family days.
When we are notified via the Fundraising Preference Service that an individual does not wish to receive and communications from us, we consider this to be a legal obligation so will use this legal basis to process their personal information for this purpose.
If you order one of our fundraising packs or enquire about undertaking a community fundraising activity for us, we believe that it is in our legitimate interest to process your personal information to respond to your request. In a similar way, if you set up a Tribute Fund, we will process your personal information to send you details about the fund.
If you register and pay to take part in one of our fundraising events, we will use this legal basis to give you a welcome call, send you information about the event, send any materials you have requested, ask you for an update on progress towards achieving your fundraising target and to support you with any related fundraising activities and to safely deliver the event.
If you are an executor of a will in which we are a beneficiary, we will contact you in relation to the bequest as we are legally obliged to do so.
On rare occasions, we may identify and approach individuals on a one to one basis for fundraising purposes if we can establish a clear connection with our cause and when we believe it is in our legitimate interest to do so. This may include sending invitations to one of our fundraising events.
If you accept an invitation to one of our fundraising events, we will use our legitimate interest to process the personal information that you have given us, along with other information from publically available sources, to inform our conversations with you.
Processing donations and Gift Aid
When you make a donation, including setting up a Direct Debit/Standing Order, we are legally obliged to process your personal information to ensure that we receive the associated funds and keep an accurate record of them. We use third party sites such as PayPal, Justgiving and VirginMoneyGiving to enable online donations. You should check third parties’ Privacy Policies when you provide information to them to understand fully how they will process your data.
If you give us your permission to claim Gift Aid, then we are legally obliged to use your personal information to make the relevant claim from Her Majesty’s Revenue and Customs. (HMRC)
If you register to become a volunteer with us we will rely on our legitimate interest to send you information about how to can get involved in this way. This will include information about the Charity’s activities, volunteering activities, requests for help including assistance with fundraising activities, sending you details about the tasks you have volunteered to undertake and thanking you for your support. We may also ask you how many hours you have contributed.
If we need to put you in contact with another volunteer or third party to enable you to carry out a volunteering task, we will only do so with your permission.
Campaigns to recruit new volunteers are considered to be direct marketing, so we will use our legitimate interest to contact you and make you aware of these opportunities.
Press and PR purposes
We often use the stories of those who have had an experience of Forest Holme Hospice to demonstrate the impact it can have on people’s lives. We only use this information in the press, social media, reports and online when we have the explicit permission from those involved to do so.
Monitoring, evaluation and reporting
We frequently need to report back to those who have funded our work and we believe it is in our legitimate interest to process personal information for this purpose. This includes processing any information that you share with us via feedback forms or surveys. We only share information about you with our funders if it is anonymised or if we have your explicit permission.
If you are a member of staff at Forest Holme Hospice Charity, we have a legal obligation to process your personal information for a number of purposes including payroll, pensions, insurance, notifying Her Majesty’s Revenue and Customs (HMRC) of your employment status and ensuring health and safety requirements are met.
Do we disclose information to third parties?
We will only disclose your personal information to service providers who are operating under written contract with us to help fulfil one of our activities, such as a mailing house for our newsletters.
We will not share or sell your personal information with any other organisation for their marketing, promotional or commercial benefit.
Please note that we may be obliged to disclose your personal information to the relevant authorities if it is in the public interest or we are required to by law, for example safeguarding purposes.
Information We Hold
How can you find out what information we hold about you?
We only hold information for as long as it is necessary for us to fulfil our charitable activities. You have the right to ask for a copy of the information we hold about you. If there are any inaccuracies in the information we provide, please let us know and we will correct them.
Personal Data Storage
How can you stop us from processing your personal information?
You have a right to ask us to stop or restrict the processing of your personal data and if it’s not necessary for the purpose you provided it to us for (for example, processing a donation or registering you for an event) we will do so. You also have the right to ask us to delete your data. Please contact us at email@example.com or call on 01202 670644 if this is something you would like us to do.
Do we carry out any automated decision-making or profiling?
We do not carry out any automated decision-making, but we may profile your personal information so that we can communicate with you in a relevant way. We do not buy additional information about you from third parties.
We ensure that there are appropriate technical controls in place to protect your personal details. Our network, which is part of Poole Hospital NHS Foundation Trust, is protected and routinely monitored.
When we use third parties to fulfil a service that requires the processing of your personal information such as mailing houses, we put a contract in place that sets out our expectations and requirements regarding how they manage and dispose of the personal information that they have access to.
Some of our suppliers run their operations outside of the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will endeavour to make sure they provide adequate level of protection in accordance with UK data protection law.
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