Bedford Daycare Hospice collects and processes personal data relating to its employees, volunteers and patients where consent has been given, in order to support our fundraising and communications activity.
Bedford Daycare Hospice collects and processes personal contact data and financial information relating to supporters where consent has been given, in order to support our fundraising and communications activity.
The organisation is committed to being transparent about how we collect and use that data and to meeting data protection obligations.
Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally-identifying information like Internet Protocol (IP) addresses. Bedford Daycare Hospice will use such information to identify its visitors. Bedford Daycare Hospice may also collect statistics about the behaviour of visitors to its website.
Data will be stored in a range of different secured places, the organisation’s HR and payroll system and in other IT systems. Data is used for items such as the processing of Gift Aid, Fundraising event management and marketing communications via automated systems and email.
We will comply with data protection law. This says that the personal information we hold about you must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.
We have asked you to consent to us processing your personal data for the purposes outlined within this document. You can withdraw consent at any time by emailing email@example.com or writing to us, see the last section for full contact details.
In limited circumstances, we may approach you for your written consent to allow us to process certain data or particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your agreement with us that you agree to any request for consent from us.
Why does the organisation process personal data?
Bedford Daycare Hospice will only collect relevant data to deliver its employee, supporter, volunteer and patient obligations and to enable the organisation to deliver its services.
We keep personnel records for employees and volunteers to ensure effective general HR and business administration and we always strive to maintain accurate and up-to-date records, so should any of your circumstances change, then please make us aware of those.
Volunteer data is kept for 1 year after a volunteer leaves the hospice.
Patient data is held for 8 years and is only seen by nursing staff.
Supporter data is held according to supporter communication preferences and supporters are asked to update any information in our regular communications.
How does the organisation use personal data?
We appreciate you have provided us with your personal information and will respect the trust that this represents. There will be times when we will need to use and share your personal data. The law says that we must use one of the following reasons to do so:
Contract – your personal information is processed in order to fulfil a contractual or potential contractual arrangement e.g. handling the administration of a monthly direct debit
Consent – where you agree to us using your information e.g. to receive certain digital information from us.
Legitimate interest – where we use your data in a way that we believe you would expect us to because of our relationship with you e.g. to monitor and improve our services or keep you informed of upcoming fundraising events. In each case where we use your data based on our legitimate interest, we carefully balance your rights and expectations to ensure that processing is fair to you.
Legal obligation – where there is a statutory or other legal requirements to process and share the information e.g. gift aid returns.
What data do we collect?
The Hospice may collect, use, store, and otherwise process certain Employee, Supporter, Volunteer and Patient Personal Data, including, but not limited to:
• Contact information (including home address and phone numbers and email address)
• Date of birth
• Country of birth
• Social security or other governmental identification numbers
• National insurance number
• Gender, education, citizenship and passport data
• Bank account information
• Photographs and videos
• Driver’s license details and driving records
• Information related to references, family members and dependents and emergency contacts.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
You can find more information about the individual cookies we use and the purposes for which we use them below:
Bedford Daycare Hospice
• Store information about your preferences, and so allow us to customise our site and to provide you with offers that are targeted at your individual interests.
• Recognise you when you return to our site.
• We use this cookie to track our AdWords conversion data i.e if a user clicks from an ad on Google to our website, identifying they have got to the website through paid advertising.
• We use this to understand the user behaviour on our website to improve our user experience and get feedback from customers about how to improve the website.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Except for essential cookies, all cookies will expire after 20 minutes.
We reserve the right to update this policy at any time, and we will provide you with a new policy when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.