havens hospices privacy notice –patients & families

This privacy notice applies to personal information we collect from you whether you are a patient or a patient’s family member using any of our services at Havens Hospices.

This privacy notice explains our organisation, why we collect your personal information, how we use it, and the occasions when we may disclose it to others and the choices you have over what we hold.

We will inform you if this privacy notice changes through communications we have with you in person, over the telephone, on our website, through signage on our premises, and where necessary, in writing.

If you have any questions about our privacy notice or data protection you can contact our data protection officer as follows:

Email: dataprotectionofficer@havenshospices.org.uk

Post: Stuart House, 47 Second Avenue, Westcliff-on-Sea, Essex SS0 8HX

Telephone: 01702 2203310

Website: www.havenshospices.org.uk 

who are we?

We are Havens Hospices, based in Essex.  We provide hospice care for babies, children, teenagers and adults who have been diagnosed with life-limiting or incurable illness and we offer support to their families.  Through our two hospices, Fair Havens and Little Havens, and our specialist young adult service, The J’s, we are making every day count for the people we care for.  We are a registered charity (1022119) and a company limited by guarantee (2805007) and our administration office is at Stuart House (as above).

why do we collect your personal information?

  • If you are a patient we will collect your information to validate and update your medical records or check on your eligibility for using our service.
  • If you are a patient’s family member we will only collect your information if you choose to use any of our services.
  • If you are a patient’s family member we may be provided with your information by one of our patients that have named you as their next of kin. This may include your name, address, date of birth and telephone number.
  • If you donate money or give us gifts, please read the Supporter Privacy Policy for information on how we process your donation. This policy can be found on our website or you can ask our staff for a copy.

how do we collect personal information from you?

  • Through meeting you face to face when you use our services
  • When you provide us information over the telephone
  • Through family members or friends that have contacted us
  • From records you have supplied to us from healthcare professionals

    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. Details for amending your communication preferences are provided below.

who do we share your personal information with?

  • If you are a patient we will only share your medical information with the NHS. We will provide an internal notification of death to our fundraising team to ensure we do not contact the deceased.
  • If you are a patient’s family member we will share your contact details with the NHS on your relative’s patient record and we will also record your information on our internal supporter database.
  • We also share data with Local Authorities e.g. Schools, Social Care organisations

what personal information do we collect?

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. If we are not aware of your connection this is only because the information has not been shared with us by you.

what about sensitive information?

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 collect this information from patients to complete their medical records. We may occasionally collect ‘sensitive personal data’ about patient’s family members where we feel it may be of benefit to provide further support.

how is the personal information we collect about you used?

  • To provide the NHS, GPs, and other health professionals with our patient’s healthinformation
  • To invite patient family membersto events and other services and provide bereavement support
  • To send communications you have requested
  • To give to Law enforcement authorities if we are required to release your personal information by law due to a court order or for the prevention of fraud or other crime

do we keep your information forever?

Our Record Management Procedure describes the retention period for care records.  This is In line with the NHS Record Keeping guidelines.  The following lists the length of time records are kept:

  • Adult Records – 8 years
  • Children records – until the child’s 25th birthday or 26th if young person was 17 at conclusion of treatment, or 8 years after death.
  • Chaplaincy records – 2 years
  • Child Protection Register records – 26th birthday or 8 years after the patient’s death if patient died while in the care of the organisation
  • Clinical audit – 5 years
  • Counselling records – 8 years after the patient’s death if patient died while in the care of the organisation

how can you access and update your personal information?

You have the right to ask to see the personal information we hold about you.  We will respond to any request within 28 days. 

If you want to change your personal information at any time please contact us at dataprotectionofficer@havenshospices.org.uk

If you wish to change any medical information, all requests are to be made in writing to the Caldicott Guardian in line with our Subject Access Policy through the email address above.

what about transferring your personal information outside the European Union (EU)?

If you give personal information directly to Havens Hospices it will be held in the UK and covered by UK laws regarding data protection and security.

review of this privacy notice

This privacy notice was last reviewed on 29th March 2018.

Havens Hospices regularly reviews this privacy notice to ensure compliance but it will be formally reviewed no later than every three months from the above date.

Contact us today on 01702 220350 or email us