We are Havens Hospices, based in Essex. Havens Hospices provides palliative nursing and supportive care to adults and children living with complex or incurable conditions.
We are a registered charity (no 1022119) and a company limited by guarantee (no 2805007) and our administration office is at Priory Crescent.
If you have any questions about our privacy notice or data protection you can contact us as follows:
Post: 226 Priory Crescent, Southend on Sea, Essex, SS2 6PR
Telephone: 01702 220350
We collect different personal information on different occasions you have contact with us but this might include your name, address, telephone number, email address, IP address, information regarding what activity you have shown interest in or the pages you have accessed on our website.
We note down, if we are aware, when you have a personal connection to the hospice because you or a loved one of yours have used our services. We assure you that the detail of patient’s medical information is stored on a safe, secure and separate database which is never accessed by anyone other than the Care Teams and patient identifiable medical information is never shared not even with other parts of the Havens Hospices organisation. If we are not aware of your connection this is only because the information has not been shared with us by you.
We will tell you how we collected any personal information about you and you have the right to see what personal information we have and the right to tell us not to keep it. You can do this using the contact details above.
Data protection law recognises ‘sensitive personal data’ or ‘special categories of data’ covering health information, race and ethnicity, religious or philosophical beliefs and political opinions, among other things.
We do not collect these types of information unless there is a clear reason to do so. For example where we have a duty to carry out appropriate checks for volunteers for safeguarding purposes or where we collect health information to ensure we can care appropriately for participants in an event or activity (health information will only be held for the duration of the event and destroyed after the event).
If we collect these types of information we will make it clear to you what our legitimate interest is and any other legal grounds for processing this information.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
We have a contractual obligation when processing data relating to any subscriptions, purchases and events you have booked and for the selection of winners from our weekly draw.
We have a legitimate interest when balancing the interests of Havens Hospices needs to fundraise against your rights and freedoms and considering your reasonable expectations about how your personal information is used including:
We use a legal obligation as the basis for processing any legally required activity such as Gift Aid returns to HMRC.
However, you are in control of your information and the information we send you and can make changes at any time. So every time you hear from us we’ll give you the chance to change the information you want to receive from us and when – we call this ‘continuous consent’. If you tell us you do not want to hear from us, then we promise not to contact you. You are in charge!
Your ‘Continuous Consent’ means we know you’re happy with the information you receive from Havens Hospices. But if you need to change something or want us to stop, you can do this at any time. You can change your preferences by visiting our website www.havenshospices.org.uk/update, or call us on 01702 220310, or email us on firstname.lastname@example.org
Unless you say otherwise, we will retain your personal information on a range of secure databases and continue to supply you with the communications you have requested from us for two years, unless you request otherwise.
However, if we have not had any response from you within those two years we will archive your data record and remove all your personal data except that which we are legally required to hold to fulfil our statutory obligations (e.g. regarding Gift Aid).
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information. For Subject Access requests relating to your personal information
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. If you just want to change the personal information you have provided to us at any time then please visit our website www.havenshospices.org.uk, or call us on 01702 220310, or email us on email@example.com
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances. For our patients, we are fully compliant with the National Data Opt-out policy.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at firstname.lastname@example.org if you wish to make a request.
Profiling activity means, as we aim to keep our fundraising costs low, we use a tailored and relevant approach. To do this we use personal information you have given us yourself or personal information which we locate in the public domain through desk or online research (including social media, geographic and demographic information, news articles etc) so we can send you communications offering you things we think you may be interested in (e.g. if you took part in a bike ride we might send you information about the next one). We also use profiling activity for wealth screening to try to make our financial ‘asks’ at an appropriate level. You opt out of your personal information being used for research and wealth screening at any time, or you can ask for an explanation of what we do using the contact details above.
If you are aged 16 or under and want to take part in an event, make a donation or get involved with us we must see permission for this from your parent or guardian first before you can give us your personal information.
When we collect personal information from anyone 16 or under we will make it clear why we are collecting this personal information, how it will be used and we will ensure any further communication is age appropriate.
This policy is regularly reviewed to ensure compliance.