This policy was last updated on 11th May 2018

Supporters & volunteers

This privacy notice applies to you if we collect personal information from you; when you volunteer for us; donate or fundraise money; drop off donations at one of our shops; buy goods or services or are a supporter interested in our work. It Is an open and honest account of how and why we use your information; how we keep it safe; your rights and the choices we offer.

Please note this statement does not apply to our patients and service users. This sensitive information is held entirely separate from other information and is never used for direct marketing.

This privacy policy may be updated from time to time so you should check it each time you submit personal information. The date of the most recent revisions will appear on this page. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website and may also contact you via your preferred communication methods.

Who are we?

The website is operated by 2 connected businesses Strathcarron Hospice (registered charity number SC006704) and Strathcarron Hospice Retail Limited Hospice (registered charity number SC357640). The data controller is Strathcarron Hospice.

If you have any questions about our privacy notice or data protection, please contact us as follows:

Email: [email protected]

Post: Strathcarron Hospice, Randolph Hill, FK6 5HJ

Telephone: 01324 826222

Website: www.strathcarronhospice.net

What personal information is collected and what it is used for?

We collect information you give us on our website, raffle tickets, event and other applications and registration forms. Items may include contact details, date of birth, gender, giving history and details (including payment amount and reasons for supporting and event participation). It will be held by us and used for the following reasons:

• to administer and manage your event booking(s)
• to process and maintain details of any donations and orders, to thank you and tell you about the difference your gifts make and what it enables us to do
• to deal with your entry into raffles, draws, and competitions.
• to keep a record of your preferred methods of communication and your choices to be informed of news and events that you may be interested in
• to maintain Gift Aid records including the sale of any Gift Aid eligible donated items
• to record volunteering activity related to volunteering for us and to contact you in your role
• to fulfil our financial regulation obligations
• to fulfil our regulatory functions with regard to Health & Safety and Risk Management at events

Who do we share your personal information with?

• Our website secure payment providers Paypal, Stripe and GoCardless collect personal financial information if you use credit or debit cards for registering for events or regular gifts via our website. Only the name and address registered on your card is shared with and retained by us, the personal financial information is not shared with us. You can access the privacy policies of these secure payment providers via the links above.
• We sometimes use third parties, for example, bulk mailing providers to send Newsletters to keep you up to date with our services and events. We only share the personal information necessary to deliver the service and we have contracts in place that require third parties to keep your personal information secure and not to use it for anything else.
• If you donate goods to our shops and allow us to benefit from Gift Aid then we will enter your name, address, and postcode on to our electronic cash register system Cybertill. The data is held on a secure server by Cybertill. This information is legally required for the purposes of claiming Gift Aid and we send this information to the HMRC.
• The data you provide via our website provider, Raising IT, is held on their servers located in the European Economic Area (EEA) for a maximum of 7 years. They may carry out analysis at our request but only if there is no impact on your privacy rights.
• If you are a volunteer who works with our patients then we will share your personal information with Disclosure Scotland, a government body who manage Protecting Vulnerable Groups (PVG) scheme.
• We will share your information with 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.
• All other data remains within the Hospice on our secure databases and servers and is accessible only to employees and volunteers who require access to do their jobs and are bound by a confidentiality agreement.

How do we collect your personal information?

• Through meeting you face to face or over the telephone
• When you give it to us via a donation, a registration form, our website or through letters you send us
• When you create a page for us via online donation sites e.g. Just Giving, Virgin Money
• Through application forms, letters or CVs when you apply for a role as a volunteer
• When you volunteer or attend events
• Occasionally we may crosscheck details you give us. Examples of this would be we might check your Postcode from an online Postcode checker and the Post Offices gone away suppression data.
• Non-identifying information is collected from website users – see Cookie and Google Analytics.
• We NEVER buy, sell or swap data about you or use patient or Hospice service user details for direct marketing

What about sensitive information?

Data protection law includes health information as ‘sensitive personal data’ or ‘special categories of data’. We are obliged to be extra vigilant with sensitive data. We do not collect this type of information unless there is a clear reason to do so; for example, where we have a duty to carry out PVG checks for volunteers for safeguarding purposes or where we collect health information to ensure your safety in an event or activity (health information will only be held for the duration of the event and destroyed after the event).

Do we keep your information forever?

We will keep your information only for as long as we need it to provide you with the goods, services or information you have required, to administer your relationship with us, to inform our research or the preferences of our supporters, to comply with the law and tax accounting rules, or to ensure that we do not communicate with people who have asked us not to.

How can you access, update or delete your personal information?

You have the legal right to ask to see the personal information we hold about you and know exactly how we process it.  Contact details for this are those recorded in the Who We Are section. To protect you, we will verify your identity before we respond but will aim to respond within a month.  We will amend any inaccurate information we hold about you. If you are a supporter registered on the website and want to change the personal information you have provided to us or change your communication preference at any time then please visit our website at https://www.strathcarronhospice.net/my-details. Supporters not on our website can call us on  01324 8826222, or email us at [email protected] or [email protected].

You can also request that we restrict or stop processing your data, keep it for longer than we normally do and possibly even delete your details entirely. These requests are considered on a case by case basis as legal implications require to be balanced with your privacy rights.

What is the legal basis for processing your data?

We are required to have a legal basis for processing information and we aim to be transparent about these. We process data relating to any subscriptions, purchases, and events you have booked and for the selection of winners of raffles and competitions on the basis that we are fulfilling a contract with you.

When we process Gift Aid returns to HMRC, we are using compliance with a legal obligation as the basis.

When we make decisions about your data using legitimate interest, we balance the interests of the Hospice’s need to fundraise and engage with our community and keep accounts of our financial transactions against your rights and freedoms and consider whether you would reasonably expect us to use your personal information for a particular purpose.  We keep a record of legitimate interest assessments. The main ones to affect you are highlighted below.

• We record your details as described in What personal information is collected and what it is used for as well as all gifts, donations, goods and service requests onto our Fundraising database “Raisers Edge”. We do this to send you thank you letters, to keep account of our financial matters and automate processes such as gift aid reclamation.
• If you have a record in Raisers Edge and are currently in receipt of our quarterly newsletter we will continue to send this until either 6 years has passed or until you indicate you do not want the newsletter or you indicate that you do not wish postal communications.

For the newsletter and any other direct marketing activities, we are moving to using consent as a legitimate basis. In other words, we ask you whether you would like to opt into our communications every time you provide us with information. This process is ongoing, so every time you hear from us we’ll give you the chance to change whether you want information and how you want to receive it from us – 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 and can make changes at any time. See section Accessing and updating your information.

Profiling activities

Profiling activity means, as we aim to keep our fundraising costs low, we use a tailored and relevant approach.   To do this we only use the personal information you have given us yourself e.g. we note that you have attended a running event so we may send you details of a 10k run.

What if you are under 16?

If you are under 16 and want to take part in an event, make a donation or get involved with us we must seek permission for this from your parent or guardian as we record your activity under your parent or guardians record. There are exceptional circumstances where we will record details of children over 13 if they register for an event affiliated to a members organisation e.g. Scottish Athletics. They will be marked as no communication for the purposes of direct marketing. Under 16s are not allowed to volunteer without a legal guardian present and will not have details recorded.

Cookies and Google Analytics

When you are online, like many other websites, the Strathcarron Hospice website uses cookies. A cookie is a text file containing small amounts of information which a server downloads to your PC/mobile when you visit a website. Whilst cookies do not contain information that can identify you, it can be linked to information that does.

The type and names of cookies we use and their purposes are shown below,

• cookie consent - cc_cookie_accept to store your preferences in relation to the use of cookies
• status - MemberLoggedIn helps us determine whether you are logged in
• authentication - NET_SessionId is used to identify you when you visit our website and navigate our website.
• personalisation - DisplayName, ai_session and ai_user used to store information about your preferences and to personalise the website for you
• analysis - __utmz used to help us to analyse the use and performance of our website and services
• Google Analytics (_ga, _gid, _gat, __utma, __utmt, __utmb, __utmc, __utmz and __utmv.) are used by our website provider to gather information about the use of our website. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at https://www.google.com/policies/privacy/.

You can refuse to accept cookies and delete cookies from your pc/mobile device but you will not be able to use all the features of the website.

Concerns, complaints and further information

If you have any concerns or complaints about how we are handling your data please do not hesitate to get in touch by (see Who Are We? ).  You can also contact the Information Commissioner’s Office and can find information on how to do this at www.ico.org.uk. They also provide valuable up to date information about your rights under data protection laws.