Privacy notice

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We rely on the generosity of our supporters to continue to be able to provide our free services.

If you support us by, for example, making a donation, registering to fundraise, signing up for an event, buying something from our shops, or making an online order, we will collect:

• Your name
• Your contact details
• Your date of birth
• Your bank or credit card details.

Where it is appropriate we will 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
• Your Gift Aid details
• Your contact preferences.

We will use your data to:

• Provide you with the services, products or information you asked for about our charity, campaigns and projects or events or those we believe are of legitimate interest based on your previous involvement with the charity.
• Administer your donation or support your fundraising, including processing Gift Aid
• Keep a record of your relationship with us
• Ensure we know how you prefer to be contacted
• Understand how we can improve our services, products or information.

We promote our activities though a range of methods and channels, including online and social media platforms.  We use personal information to thank you for supporting us and to provide you with further communications about our activities according to your preferences and interests.

Building profiles of supporters and targeting communications

We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters. Profiling also allows us to target our resources effectively. We do this because it allows us to understand the background of the people who support us and helps us to make appropriate requests to supporters. Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

When building a profile we will analyze geographic, demographic and other information relating to you so we can better understand your interests and preferences in order to contact you with the most relevant communications. In doing this, we will use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings in a given area.

Direct Marketing

We will contact you to let you know about our services and developments and to ask for donations or other support. We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing.

We do not sell or share personal details to third parties for the purposes of marketing.

Our Fundraising Promise

The Fundraising Preference Service (FPS) is a website-based service that can help members of the public control the communications they receive from charities. By entering your details on the Fundraising Preference Service website, or by calling the helpline on 0300 3033 517, you can choose to stop email, telephone calls, addressed post and/or text messages directed to you personally from a selected charity or charities.

As part of the recruitment process, the hospice collects and processes personal data relating to job applicants. This allows us to manage the recruitment process and assess candidates’ suitability for employment. In some cases, we need to process the data to ensure compliance with legal obligations. For example, it is a legal requirement to check a successful applicant’s eligibility to work in the United Kingdom before employment starts.

During the application process

All of the information you provide on the application form will only be used for the purpose of progressing your application and assessing your suitability for the role you have applied for.

At interview stage

If you are shortlisted for interview, we will ask you for additional information to check your eligibility to work in the United Kingdom, your qualifications and registration with the relevant professional body (if applicable). We will also ask you for information about your health to establish if we need to make reasonable adjustments to the recruitment process.

If we make you an offer of employment

If you accept an offer of employment, we will contact your referees, using the details provided by you in your application.

Prior to entering into a contract with you, we will also ask you for the following:

• completion of a health questionnaire – to ensure that appropriate immunisations are in place
• completion of a Disclosure and Barring Service check at the level appropriate to your role (if applicable) – to obtain criminal records checks
• bank details – to process salary payments
• emergency contact details – so we know who to contact should you have an emergency at work
• details of your driving licence and insurance (if applicable) to ensure that you are legally entitled to drive for business use

We will process special categories of data, such as information about your ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes only.

Who has access to data?

Your information will be shared internally with line managers and the People Services team for the purpose of recruitment and selection. We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

How long does the hospice keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the recruitment process, in line with the Chartered Institute of Personnel and Development (CIPD) recommendations. After 6 months, your data will be deleted.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. 6 years after you leave our employment your personnel files will be destroyed and we will keep a summary sheet detailing dates of your employment only.

What if you do not provide personal data? There is no statutory requirement for you to provide data to us but if you do not provide sufficient data for us to access your suitability for employment and then to conduct an employment relationship with you, then we will be unable to process your application.

As part of the volunteer application process, the hospice collects and processes personal data.  This allows us to manage the recruitment process and assess applicants’ suitability for the role applied for. 

During the application process

All of the information you provide on the application form will only be used for the purpose of progressing your application and assessing your suitability for the role you have applied for.

On acceptance of a volunteering opportunity?

If you accept a volunteering opportunity, we will contact your referees, using the details provided by you in your application. 

Prior to commencement of volunteering we may also ask you to complete a Disclosure and Barring Service check at the level appropriate to your role (if applicable) – to obtain criminal records checks.

We will also ask for emergency contact details – so we know who to contact should you have an emergency during the course of volunteering.

If you are driving during the course of volunteering, we will ask for details of your driving licence and insurance to ensure that you are legally entitled to drive and for this purpose.

If you are undertaking certain categories of volunteering (for example, complementary therapies or counselling) we will ask for details of your qualifications and registration with the appropriate professional body. 

Who has access to data?

The information provided by you will be used for the purposes of administering your volunteering placement. It may be shared with line managers/volunteer co-ordinators for the purpose of contacting you to arrange volunteering activities.

How long does the hospice keep data?

If your application for volunteering is unsuccessful, the organisation will hold your data on file for 6 months after the end of the recruitment process. After 6 months, your data will be deleted or destroyed.

If your application for volunteering is successful, personal data gathered during the recruitment process will be retained for the duration of your volunteer placement and 6 years thereafter electronically. 

What if you do not provide personal data?

There is no statutory requirement for you to provide data to us but if you do not provide sufficient data for us to access your suitability to volunteer for the hospice, then it will not be possible to process your application.  

Course attendees: 

The details of course attendees who are not employees of St Richard’s will be added to a secure database. Only minimum information to allow communication about the course, invoicing and certification will be kept (i.e. name, title, address, email, course attended, invoices sent, record of payment and receipts). A record of the person’s attendance at the training will be kept for 6 years, after which it will be removed from the record.

Work Experience/Students:

Those students attending the hospice for the purpose of work experience will complete a form which will include contact details and the contact number of a next of kin, this information will be kept for the duration of the student’s placement. The information about next of kin will be destroyed after the placement has completed and not added to the electronic files. Information that the student attended will be kept on a secure database for a period of 6 years.

Room Bookings: 

Booking forms for rooms are saved, complete with contact details and store these electronically in secure files on our internal network drives.  These contact details are included on weekly booking programme which is shared with other members of the hospice.  We also keep records of bookings and contact details on our electronic calendar system and keep records of invoices issued on the internal drive, in electronic format.  We destroy these records once payments have been secured and our accounts have been audited.  

Mailing list:  We will maintain a mailing list on the secure hospice database. People will only be added to the Learning mailing list if they opt in to receiving information about Courses and Conferences when they make contact with us.  Course attendees will be asked if they want future information before being added to the mailing list.  We will send all attendees communication specifically regarding the course applied for (joining instructions, evaluation surveys, certificates of attendance, course materials etc.).

Employees please contact the People Services Team.