​Privacy Policy

Bolton Hospice is committed to protecting your privacy. This privacy policy sets out how we collect, use and protect your personal information.

When you provide or we collect information by which you can be identified, then it will only be used in accordance with this policy and all applicable laws concerning data protection of personal information.

This policy explains:

  • What information we may collect about you
  • How we use cookies on our website
  • How this information is stored
  • How we may use this information
  • Whether we disclose this information to anyone else
  • Your choices regarding the information you provide to us

By using our website, supporting or volunteering for us, or providing us with any personal data, we will collect, use and disclose the information you provide in the ways set out in this policy.

Within the context of this policy ‘we’, ‘us’ and ‘our’ refers to Bolton Hospice and our subsidiaries:

  • Bolton Hospice registered charity number 518704
  • Bolton Hospice Support Ltd registered company number 03228227
  • Bolton Hospice Lottery Ltd registered company number 04143584

We may change this policy from time to time to ensure it is up to date and in line with current legislation. You can check our current privacy policy on this page at any time and we recommend you do this periodically. This policy was last updated on 8th May 2018.

What information we may collect about you

We may collect the following information for administrative purposes, to enable us to keep in touch with you and to help us raise money:

  • Name and contact information including postal address, telephone numbers and email address.
  • Information such as your date of birth, the fundraising events, volunteering opportunities or activities you are interested in and your personal contact preferences.
  • Photographs and videos (e.g. at our fundraising events).
  • Financial information such as your debit/credit card or bank details so that we can process payments and donations.
  • Whether you are a UK taxpayer, so that we can claim Gift Aid on your donations.
  • Information about donations you have made to Bolton Hospice and communications to and from you.
  • How you heard about us and your reasons for supporting us.
  • Event based information (e.g. your t-shirt size, medical conditions or dietary requirements).

You might also provide us with feedback or information about your experience of our services or fundraising activities that we may use to improve them or for marketing purposes.

We may collect the following information about candidates for employment or volunteering at the hospice and current staff members and volunteers, to enable us to recruit and manage our workforce:

  • Name and contact information including postal address, telephone numbers and email address.
  • Date of birth.
  • Education, qualifications, professional memberships and registrations, employment history and references.
  • Ethnicity, nationality, country of birth and gender for equal opportunities monitoring purposes.
  • Physical or mental impairments that may require reasonable adjustments to be made, to prevent unlawful discrimination.
  • Relationship to any trustee, senior officer or other member of staff.
  • Pending prosecutions, criminal convictions, current regulatory body investigations or proceedings, disqualifications from practice or profession and information required for a Disclosure and Barring Service check where applicable.
  • Medical information via Occupational Health to ensure you are fit for the role.
  • Driving license details and vehicle insurance, tax and MOT status.
  • Emergency contact details so that we can contact someone nominated by you in the event of an emergency.
  • Details of your employment or volunteering with Bolton Hospice such as your start date, salary details, annual leave and pension and benefits information.
  • Employment records (including job titles, work history, working hours, training records, professional memberships, performance information and disciplinary and grievance information).
  • Photographs for identification badges.
  • Bank details for payroll purposes.
  • CCTV footage.
  • Information about your use of our information and communications systems.

We may collect the following information about service users (patients and their families), to enable us to provide care and support:

  • Name and contact information including postal address, telephone numbers and email address.
  • Date of birth.
  • Sex and gender.
  • Next of kin details.
  • Details of physical and / or mental conditions, treatment and care.
  • Details on family life and social circumstances, to ensure that a full holistic medical, social and spiritual assessment can be undertaken.
  • National Insurance number and bank details (Macmillan Cancer Information and Support Service only, and only in cases where we are claiming a benefit on your behalf).

We may collect the following information about people who register to attend our education courses:

  • Name and contact information including postal address, telephone numbers and email address.
  • Workplace role.

We might collect this information from you in person, over the phone, by post, email, SMS or through our website or social media pages. Information about service users may be received in the form of a referral from another healthcare professional involved in their care.

How this information is stored

We hold supporter data on a secure database. If you have provided information on paper it is either transferred to the electronic database or, where we need to retain it (e.g. a gift aid declaration for auditing purposes) it is stored securely.

We do not store debit/credit card details and destroy or obscure these as soon as your payment or donation is processed.

We store prospective employee, current employee and past employee data in secure electronic files and in locked filing cabinets.

Prospective, current and past volunteer data is stored on a secure database, in secure electronic files and in locked filing cabinets. The names and telephone numbers of volunteers willing to provide cover at short notice are kept in a folder at main reception, which is manned 24/7.

Service user data is held within a secure patient database and in secure electronic files. Where information has been provided on paper it is transferred to the electronic database as soon as possible.

Education course attendee data is held in a secure electronic file.

In order to prevent unauthorised access or disclosure, we have effective physical, electronic and managerial procedures to safeguard and secure the information we hold about you.

How we may use this information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

1. Where we need to perform a contract we have entered into with you or to provide you with services you have asked us for.

2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

3. Where we need to comply with a legal obligation.

We use your information to provide you with the services or products you have asked us for, for example to administer your membership of our lottery, collect goods you have donated to our charity shops or claim gift aid on your donations.

We use information about candidates and employees in order to recruit staff and fulfil our obligations under the contract of employment.

We use information about prospective and current volunteers in order to recruit, communicate with, train, supervise and celebrate the contribution of volunteers.

We may use information about past employees and volunteers in order to provide references to other organisations where requested.

We use information about service users for clinical purposes, to provide a good basis for all health decisions made by the patient and their care professionals and to provide care and support. We also use this information to gather your feedback about our services and how we can improve.

We use information about education course attendees to deliver our courses and for the promotion of future courses, with permission.

We cleanse data periodically to update the information we hold to prevent us from wasting money. For example, if mail sent out it is returned to us stating that the addressee has left the address we record this on our database to ensure we don’t send any further mail. We also use the services of a data cleansing company (see ‘whether we disclose this information to anyone else’ section below) who tell us if someone on our database has died. This stops us wasting money but also prevents us causing distress to the deceased’s next of kin by continuing to phone, email or write to them after they have died. If you want to opt out of data cleansing please contact us on 01204 663 055 or email fundraising@boltonhospice.org

Our legitimate interests

We contact supporters by post with our bi-annual newsletter to provide them with hospice updates, how their support is helping and our upcoming fundraising activity. We also send fundraising appeals by post such as our summer and Christmas draws and our Light up a Life appeal. These communications are necessary for our legitimate interests to carry out fundraising activity for the hospice. We conduct a balancing exercise for every mailing to make sure that contacting supporters in this way does not override your fundamental rights. These balancing exercises can be found here. If you want to opt-out of receiving this information by post please contact us on 01204 663 055 or email fundraising@boltonhospice.org.uk

We also profile data where it is in our legitimate interests to do so. This is so that we only send you information that we think or know you will be interested in, and this enables us to save money. For example, we only send our supporter newsletter to people who have asked to receive it or who have recently supported us, not to every person on our database. We have conducted a balancing exercise to make sure that contacting donors in this way does not override your fundamental rights. A copy of this balancing exercise can be found here. If you want to opt out of data profiling please contact us on 01204 663 055 or email fundraising@boltonhospice.org.uk.

When sending you marketing communications by email, which we will only ever do if you have opted in to receiving this, we use email analytics to improve the effectiveness of our emails. This might include analysing the open or click rate to optimise the content of emails or the time of day they are sent, for example. We have conducted a balancing exercise to make sure that this analysis doesn’t override your fundamental rights. A copy of this balancing exercise can be found here.

Whether we disclose this information to anyone else

We have never and will never sell your data or share it with another company or charity for marketing purposes.

We sometimes share your information with trusted partner service providers who act on our behalf, such as our website provider and mailing house. Our partner service providers are required to treat your data as carefully as we do and use it only in the course of the work they are doing for us. We will comply with the Data Protection Act 2018 and the General Data Protection Regulation when using your information in this way. We always use secure encryption when your data is transferred to them. A full list of our partner service providers who your information might be shared with can be found below. We will not share your data with third parties (other than as described above or as required by law) unless you agree.

All data:

Organisation / Category

Reason we may share your data

IT service provider

So that they can provide us with IT support where necessary. Their access to any personal information will be restricted and on a need to know basis.

Website provider

So that they can provide us with website support where necessary. Their access to any personal information will be restricted and on a need to know basis.

Database software provider

So that they can provide us with our database software. Their access to any personal information will be restricted and on a need to know basis.

Online file transfer service

To securely send large electronic files (e.g. photographs and video) to our trusted partner service providers.

Archive company

So that when we need to retain paper copies of your personal data (e.g. for regulatory purposes), we can ensure they are securely stored.

Confidential waste disposal company

To ensure paper copies of your personal data are securely destroyed when we no longer need to keep them.

Supporter data only:

Organisation / Category

Reason we may share your data

Our bank

So that they can process your payment or donation to us (e.g. a cheque or debit card payment).

HMRC

To allow us to claim gift aid on your donations where you have declared you wish us to do so.

Automated payment service company

To process a Direct Debit you have instructed us to make from your bank account, such as your weekly lottery membership or a regular donation.

Retail software provider

So that they can provide us with our database software. Their access to any personal information will be restricted and on a need to know basis.

Mailing house, delivery and courier companies

To allow them to send our mailings (e.g. our supporter newsletter) or products you have bought from us to you.

Email marketing service

To send our email newsletters to you, when you have opted in to receiving them.

Data cleansing company

So they can tell us if someone on our database has died. This stops us wasting money but also prevents us causing distress to the deceased’s next of kin by continuing to phone, email or write to them after they have died.

Event venues and delivery partners

So that they can effectively deliver the service we have asked them to provide to you (e.g. catering to your dietary requirements or providing emergency aid based on medical conditions you have told us about).

Lottery member recruitment company

So that they can carry out lottery member recruitment on our behalf.

Candidate / employee data only:

Organisation / Category

Reason we may share your data

Royal Bolton Hospital payroll department

To administer the payment of staff wages.

Royal Bolton Hospital occupational health department

To ensure potential and current staff are fit to carry out the work required of their role.

The Disclosure and Barring Service

To carry out checks to prevent unsuitable people working with vulnerable groups.

Healthcare cash plan provider

To provide staff with access to a healthcare cash plan as one of the benefits of employment.

We may share information about service users with other healthcare professionals involved with their care. It may also be used for statistical purposes. In these instances we take strict measures to ensure that individual patients cannot be identified, we use anonymous information, wherever possible, but on occasions we may use personally identifiable information for essential purposes such as research and auditing. We will only share information if you have asked us to do so, we have asked and you have given us specific permission to do so, we are required to do so by law, or if we have special permission for health or research purposes.

Your choices regarding the information you provide to us

We contact our supporters by post, email, telephone and SMS (text) to keep them updated with news from the hospice, how we spend their donations and upcoming fundraising activities, events and appeals.

If you would like to opt out of receiving fundraising communications from Bolton Hospice, please contact us on 01204 663 055 or email fundraising@boltonhospice.organd let us know which ways, if any, you are happy to be contacted.

Candidates for employment at the hospice and current staff members can choose not to provide information required for equal opportunities monitoring purposes.

We have a duty to maintain full and accurate records of the care we provide to service users, keep records about them confidential, secure and accurate and to provide information in a format that is accessible to them. 

We send details of future education courses and other education news to those who have opted in to receiving it. This can be changed at any time by contacting us on 01204 663 066 or emailing education@boltonhospice.org.

You may request details of personal information which we hold about you under the Data Protection Act 2018 and the General Data Protection Regulation. If you would like a copy of the information held on you please write to us at Queens Park Street, Off Chorley New Road, Bolton BL1 4QT or email admin@boltonhospice.org.

If you believe that any of the personal information we hold about you is incorrect, you have the right to ask us to rectify that information at any time.

You may also have the right, in certain circumstances, to request that we delete your personal information, to block any further processing of your personal information or to object to the processing of your personal information.  There are some specific circumstances where these rights do not apply and we can refuse to deal with your request.

If we are processing your personal information based upon your consent (e.g. to provide patient care or as part of our marketing or promotional activities), you have the right to withdraw your consent at any time.

If you believe that any information we are holding on you is incorrect or incomplete, or you want us to remove information held about you on our database, please write to or email us at the above addresses. We will act promptly on your request.

How we use cookies on our website

Our website uses secure session cookies. A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to your needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy or statement applicable to the website in question.

Complaints

We take any complaints we receive about the collection and use of personal information very seriously.  We would encourage you to bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate. You can make a complaint at any time by contacting us (see Queries section below).

If you think our collection or use of personal information is unfair, misleading or inappropriate or if you have concerns about the security of your personal information, you also have the right to make a complaint to the Information Commissioner’s Office. You can contact the Information Commissioner’s Office at the following address:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Queries

If you have any queries about this policy please call 01204 663 066 or email admin@boltonhospice.org.  

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