As a responsible charity, we value the trust you place in us when you share your personal data. It is our promise to you that we will be open and honest with you about how we use the information you’ve entrusted with us. This page describes who we are, why we collect information and how we use it. We recognise the importance of treating your data with care and we have taken steps to ensure we only use it in accordance with your wishes.
It is important to us that we are open and honest about the way we use information and we are committed to ensuring that we do so in a manner that is both lawful and respects your privacy.
Who we are
We are Birmingham St Mary’s Hospice, part of a wholly owned subsidiary called St Mary’s Hospice Ltd. We use the company name St Mary’s Hospice (Trading) Ltd for our trading activities including our retail shops and merchandise. We are registered with the Charity Commission and our registered charity number is 503456.
How do we obtain your personal data?
We collect personal information when you voluntarily submit it to us.
There are several ways that we may obtain your personal data:
- You may give it to us while using our fundraising services, participating in a fundraising event or when donating to one of our shops.
- When you submit an enquiry via email or a web enquiry form.
We will never acquire your contact details from private organisations nor will we sell your personal data. We may on occasion work with carefully selected organisations for the purpose of conducting market research activities, in order to gain a better understanding of our supporter demographics.
What information do we collect and how do we use it?
We only collect information about you that:
- Enables us to record your donations or purchases so that we can properly thank you and, when necessary, claim Gift Aid, specifically keeping this information as required by HMRC.
- Helps us keep in touch with you so we can let you know about the hospice and our events.
- Helps us answer your questions, queries and follow up on feedback you leave, including your contact details, if you gave them to us.
- Helps us to understand why you support our work and allows us to tailor future communications to you so we can better meet your needs.
We will process your personal data in accordance with the law, where you have either given us prior consent to do so or we believe we have legitimate reasons for doing so.
By giving us consent to process your personal data you will have opted in to share specific details with us and to receiving fundraising communications. We will then, from time-to-time, send you information about our work and how you can support it in accordance with your contact preferences.
However, for non-electronic communications, you do not need to give prior consent to receive these same types of fundraising communications, providing we have a legitimate reason for sending you them. We will determine whether or not we have a legitimate reason to contact you based on your prior engagement with us and your contact preferences, making sure you have not previously opted out of certain communications or complete contact from us.
What are cookies and how do we use them?
When you visit our website, our server will record your computer’s IP address (the unique numerical address given to every computer connected to the Internet) and the time and duration of your visit.
CCTV systems are installed at our hospice and our shops for the purposes of crime prevention and detection only. CCTV is only used in general areas and access to view is restricted to key individuals.
This section does not apply to website visitors and will only apply to individuals who are referred to the hospice for healthcare.
Information from your records, with your name and other personal details removed, may be used to manage health services including:
- To monitor and improve the quality of care received by patients
- To make sure that treatments and services meet the needs of local communities. (This may include sharing information with the local clinical commissioners)
- Training and educating staff
Further details about how we use and the limited circumstances under which we share your healthcare information will be given at the point of access.
How we keep your data secure and who processes your data
The charity is the data controller and will perform the processes above with the support of trusted partners and suppliers, who will be held to the same standards of compliance as we are ourselves.
We ensure they store the data securely and are contractually obliged to adhere to all the data regulations required by law.
Where you use a third party to provide data to us, for example, online fundraising websites, such as JustGiving will have their own data protection and privacy policies and we recommend you are aware of these before signing up.
How we store your personal data
All information you provide to us is stored on secure servers in secured databases.
All information stored is only used whilst you continue to be a supporter of the hospice and the data will be securely removed from our current live database, 6 years after your last donation.
Who do we share your personal information with
We will never sell your information to other organisations or pass it on to any other website.
We may need to disclose your data if required to the police, regulatory bodies or legal advisors. We will only ever share your personal data in other circumstances if we have your explicit and informed consent.
Anonymised statistical information about training and equality monitoring is shared with public authorities who commission our services.
Personal and financial details about donations for the purpose of Gift Aid claims, audits and anti-fraud legislation are shared with HMRC.
From time to time we may use the services of suppliers based in England (e.g. for sending newsletter mailings). Under these circumstances only a minimum amount of your information will be passed to them for the purposes of providing that service. Where we engage these suppliers we make sure that they apply the same levels of protection, security and confidentiality that we apply.
How long do we keep information about you?
We only keep information for as long as we are allowed to in accordance with legislation or relevant regulations. Once we no longer need to keep your information we remove it from our systems or securely dispose of it.
Our communications with you
The communications you receive from us will vary according to the interest you have expressed in Birmingham St Mary’s Hospice (e.g. fundraising events).
By providing Birmingham St Mary’s Hospice with your contact information (address, email or telephone), you will receive the following communications:
- Keeping in touch emails, which may include fundraising and volunteering asks and opportunities.
- We may also contact you by post, in addition to the above, with relevant and timely communications on the work the charity is doing, to give you the opportunity to help us campaign and fundraise for Birmingham St Mary’s Hospice.
- We believe that by engaging with the charity, you would reasonably expect to be kept informed when opportunities arise that we feel are relevant for you.
If you wish, you may opt out of any of these services at any time by emailing [email protected] or calling 0121 472 1191. We will not send these communications by electronic means (email and SMS) unless you specifically give us consent to do so.
Accessing and updating your personal information
You can request access to information we hold about you by contacting our Data Protection Officer via email using [email protected] or calling 0121 472 1191. You will need to send a description of what information you would like a copy of, along with proof of your identity. When we are assured of your identity we will send you a copy of your personal information that we are legally required to disclose within one month of receipt or advise you if we are unable to comply for any reason.
If you find discrepancies or would like to make changes to your personal information, please advise us so we can correct them. Also, at your request, we will erase any of your information we hold, unless it is required for legal or financial reasons.
You can also let us know if you would no longer like to receive “opt-out” of fundraising communications by emailing [email protected] or calling 0121 472 1191.
You have a right to ask us to restrict or stop the processing of your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation) we will do so.
If you have any questions please send these to [email protected] and for further information see the ICO link on how to access your information – https://ico.org.uk/for-the-public/personal-information/.
Links to and from our website
Changes to this policy