The privacy and security of your personal information is extremely important to us at South Bucks Hospice.

This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information. 

We have a separate privacy policy for our patients or those receiving care from us regarding how we use health records.

Who are we?

South Bucks Hospice is a registered charity (1128881) supporting patients, their families and carers coping with life-limiting illness, death, bereavement and grief.

South Bucks Hospice (“we”) promise:

  • To keep your data safe and not to do anything that you would not reasonably expect with it
  • Not sell to or pass your details to anyone who is not working directly on our behalf.

How we collect your personal data

We collect your information directly, such as when you

  • Contact us about our services and activities
  • Make a donation
  • Fundraise on our behalf
  • Volunteer
  • Are employed by us
  • Tell us stories
  • Make purchases
  • Sign up for events
  • Or otherwise give us personal information

We also collect your information indirectly, for example when you use fundraising sites like Just Giving and BTMyDonate and indicate that you wish to support South Bucks Hospice.  When providing your details to third parties you will need to check their Privacy Policy to fully understand how they will process your data.

We may also obtain information about you from a family member or a friend who contacts us on your behalf.

Fundraising is essential to our charity.  To help us to fundraise more efficiently we sometimes engage third parties to provide us with information about you but we only receive information that you have made publicly available, such as your address details available from the Post Office’s National Change of Address database.

If you are under 18 then we require the consent of a parent or guardian before you provide us with your details.

What data we collect

We collect information you provide such as your:

  • Name
  • Contact details (address, email, and telephone number).
  • Date of birth
  • Bank details
  • Feedback on our services
  • Other information associated with your donations, such as for Gift Aid

If you are an employee or volunteer then we collect extra information about you such as references, emergency contact details, criminal record checks and medical needs. This information will be retained for legal or contractual reasons.

In some circumstances, we also receive information about you from third parties but we only receive information that you have made publicly available, for example the Post Office’s National Change of Address database or Companies House, or information you have given us your consent to obtain, such as references.

South Bucks Hospice has Closed Circuit Television (CCTV) in operation at Butterfly House and so you may be recorded when you visit the hospice.  CCTV is used to provide security and protect those who work at or visit our hospice.  CCTV images will be only be viewed when necessary (e.g. to detect or prevent crime) and footage is stored for set period of time after which it is recorded over.  

We only collect sensitive personal information where there is a clear need to do so, such as to ascertain what services are relevant to you or for employment and volunteering purposes.

How we use your information

Your personal data is collected and used to help us deliver our charitable activities and to raise funds.

We mainly use your data to:

  • Administer donations, including processing Gift Aid
  • Keep a record of your relationship with us
  • Provide you with information about the charity
  • Comply with our contractual and statutory obligations
  • Contact you to ask for support

We use your banking details to process donations you have made to us and to send you a receipt for such donations.

We also process your data in order for us to comply with our legal obligations, like when we send Gift Aid information to HMRC.

For employees, volunteers and job applicants, we process personal data, including ‘sensitive’ personal data where required, in order to comply with our contractual, statutory and managerial obligations e.g. sick pay.

Some people choose to share their stories with us to help further our work, such as their experience of living with a life-limiting illness.  If we have the explicit and informed consent of the individuals this information may be made public by us, for example on our website, in material to promote our fundraising or in other documents such as our report and accounts.

We may occasionally, for the purpose of our legitimate interests, use your personal information to conduct profiling.  This helps us to target communications in a more focused, efficient and cost effective way.  It also helps us ensure that the communications we send are appropriate and relevant.  For example, we may carry out research, using publicly available information such as LinkedIn, to determine whether an individual could be a major donor.

We use Google Analytics to collect information on the use of our website.  The information is not personalised.

Direct Marketing

We may send you information by post about our activities and fundraising from time to time as we believe you have a legitimate interest in supporting our Charity. We may also contact you by telephone where you have supplied this to us.

We will not contact you by email or text unless you have given us your explicit consent to do so.

If you do not wish to hear from us or would like to change the way you receive communications from us then you can do so at any time by writing to us or emailing us at info@sbhospice.org.uk.

How we keep your data safe

The safety of your personal data is extremely important to us. We have in place physical and technical safeguards to protect your details and our network is protected and routinely monitored

The processing of credit and debit card payments is carried out in accordance with the Payment Card Industry Data Security Standard (PCI-DSS) which is the standard for safe card payment processing.

Our website may, from time to time, contain links to other websites such as Twitter and Facebook. If you follow a link to any of these websites, please note that these websites have their own privacy policies and you will need to check their Privacy Policy to fully understand how they will process your data.

Updating Your Data and Marketing Preferences

We want you to remain in control of your personal data. If, at any time, you want to update or amend your personal data or marketing preferences please let us know by writing to us at:

South Bucks Hospice
Butterfly House
Kingswood Park
High Wycombe
Bucks
HP13 6GR

or email us at  info@sbhospice.org.uk

Data Subject Rights

You have the right to

  • Access your personal information
  • Object to processing of your personal information
  • Object to automated decision-making and profiling
  • Restrict processing of your personal information
  • Rectify your personal information
  • Erase of some or all of your personal information

In order to exercise your right, you need to write to us and you will also need to provide information that will help us confirm your identity. Your will need to provide two pieces of identification, one of which must be your driving licence or passport.

If we hold personal information about you, we will give you a copy of the information in an understandable format within one month of receiving all of the information we require in order to respond to your request. This timeframe may be extended by up to two months if your request is particularly complex. 

Data Sharing and transfers

We will never sell, rent or trade your personal data.  We may disclose your data to service providers who render services to us on our behalf (all of which are contractually obligated to act only on our instructions and in accordance with applicable laws, including GDPR).  We also may disclose your information if required by law, to enforce our legal rights or to inform relevant third party providers, such as your internet provider, if you post or send any content that we believe to be inappropriate or in breach of any laws, such as defamatory content.

We sometimes use a third-party provider, Mailchimp, to send our emails to our supporters. For more information, please see Mailchimp’s Privacy Notice.

Keeping your information

We will only use and store your information for as long as it is required and for the purposes for which it was provided. We retain data in accordance with our Data Retention Policy and how long it will be stored for depends on the type of information, what it is being used for and to ensure we comply with contractual and statutory legal requirements. 

Changes to this policy

We may change this Privacy Policy from time to time. The current version will always be posted on our website so please visit our website to keep up to date with any changes.

Contact Us

If you need to contact us or have any questions about this Privacy Policy please write to us at:

South Bucks Hospice
Butterfly House
Kingswood Park
High Wycombe
Bucks
HP13 6GR

or email us at  info@sbhospice.org.uk

Resources & Further Information