This Privacy Policy explains what information we collect about you, how we store this information, how long we retain it and with whom and for which legal purpose we may share it. To find out more about our Privacy Notice, please read the relevant sections below:

Click here to read our terms of service.

Who we are?
Why we collect personal information about you?
How do we maintain your records?
How to contact us
Who we are?

We are a hospice, providing a range of palliative care and end
of life services to the communities in Weston-super-Mare
and the surrounding areas as far afield as Highbridge,
Burnham-on-Sea, Cheddar, Draycott, Yatton, Wedmore,
Congresbury, Blagdon and Wrington.

The hospice is a charity and we are registered with the Care Quality Commission and the Charity Commission. We provide a wide range of services including: Community services including Hospice care at home, Supportive care, Inpatient care, Day Hospice. The Hospice employs more than 185 staff. The Hospice is registered with the Information Commissioner’s Office (ICO) process personal and special categories of info.rmation under the Data Protection Act 2018 and our registration number is Z5035102.

Why we collect personal information about you?

We may process your personal information to enable us
to run our charity effectively, process and manage your
support for us, understand you better and to send you
news and information about our work, fundraising
activities and events. It can also apply to processing that
is in your interests as well. We collect and hold
information about patients and next of kin to enable us
to give you the correct care and treatment and to
contact you and your loved ones. The information is
held on computer, paper record or both.

We collect and hold information about staff and volunteers, and applicants for roles, to communicate and carry out administration and our duties as an employer, as necessary for your role.

How do we maintain your records?

Your personal information is held in both paper and
electronic forms for specified periods of time as set out in the
NHS Records Management Code of Practice for Health and
Social Care and National Archives Requirements. We hold
and process your information in accordance with the Data
Protection Act 2018 and the GDPR 2016.

In addition, everyone working for the NHS must comply with the Common Law Duty of Confidentiality and various national
and professional standards and requirements. We have a
duty to:

  • maintain full and accurate records of the information
    we hold on you;
  • keep records about you confidential and secure;
  • Provide information in a format that is accessible to
    you.

Use of Email – Some services in the hospice provide the
option to communicate with supporters via email. Please be aware that the hospice cannot guarantee the security of this information whilst in transit, and by requesting this service  you are accepting this risk.

How to contact us

For Patients, please contact the Caldicott Guardian, Director
of Patient Services, Weston Hospicecare, 28 Thornbury Road,
Uphill, Weston-super-Mare, BS23 4YQ.

Phone: 01934 423900.

For Staff, please contact HR Department, Weston
Hospicecare, 28 Thornbury Road, Uphill, Weston-super-
Mare, BS23 4YQ.

Phone: 01934 423900.
Email: hr.admin@westonhospicecare.org.uk

For Volunteers, please contact Volunteer Department,
Weston Hospicecare, 28 Thornbury Road, Uphill, Weston-
super-Mare, BS23 4YQ.

Phone: 01934 423900.
Email: volunteer@westonhospicecare.org.uk

For Fundraising, please contact The Supporter Care Team,
Weston Hospicecare, 28 Thornbury Road, Uphill, Weston-
super-Mare, BS23 4YQ.

Email: supporter.care@westonhospicecare.org.uk
Phone: 01934 423900

What is our legal basis?
What personal information do we collect?
Who do we share you information with?
What are your rights?
How to contact the commissioners office
What is our legal basis?

We may process your personal information for our
legitimate business interests. Legitimate interests
enables us to run our charity effectively, process and
manage your support for us, understand you better and
to send you news and information about our work,
fundraising activities and events. It can also apply to
processing that is in your interests as well. When we
process your personal information for our legitimate
interests we make sure to consider and balance any
potential impact on you (both positive and negative)
and your rights under data protection laws.

Our legitimate business interests do not automatically
override yours and we will not use your information for
activities where our interests are overridden by the
impact on you, unless we have your consent or are
otherwise required or permitted by law.

What personal information do we collect?

1. You give us your data directly:
Information may come directly from you or from a health
care professional if you are referred to us as a patient or
other service user.

When you make a donation, register for an event, join our
lottery, sign up to Gift Aid when goods to one of our shops,
volunteer, or share your story with us we will collect details
that enable us to process or administer our relationship with
you.

2. You give us your data indirectly:
When you use online fundraising sites such as Justgiving or
Virgin Money Giving, you may agree to them sending us your
details so we can contact you to say thank you. If you register
for an event or sign up for a newsletter via our website, the
details you submit are collected on our behalf by our website
provider. If you set up a standing order or direct debit, your
bank will send us enough details to be able to process or
administer your donations. You may agree to let a friend or
colleague give us your details when registering for an event.

We may also collect some details about you via cookies on
our website: When you use our website, we use tools like
Google Analytics to collect information such as your IP
address, the browser you use (e.g. Internet Explorer, Google
Chrome etc.), domain names, the time of day you accessed
the website and referring website addresses. This
information helps improve our online services, ensures
security and helps protect against fraud. It also assists with
diagnosing online problems with our website.

What do we do with your personal information and
what we may do with your personal information?

We use your personal data for a number of purposes
including the following:

  • To keep a record of donations you make to Weston
    Hospicecare, actions you take, and our communications
    with you;
  • To process credit and debit card donations you make;
  • To process standing order or direct debit payments you
    make;

    • To claim gift aid on your donationsx
    • To process your lottery draw entries;
    • To process your purchase of merchandise from our
      online shop;
    • To send you marketing information about our work and fundraising activities;
    • To process your entry for Weston Hospicecare events, manage your participation and communicate with you about it;
    • To support community-based fundraising you might be taking part in;
    • To ensure we do not send unwanted information if you have informed us you do not want to be contacted;
      • To comply with applicable law and regulations.
      • To provide our patients and service users with quality care.
      • To process your application for a job or volunteer role with us.
      • To administer your employment or voluntary work where you become an employee or volunteer.
      • To detect and reduce fraud and credit risk.
      • To seek your opinion about our activities so that we can improve the products and services we offer.
      • To comply with our obligations as a charity in
        accordance with the Fundraising Regulator and Code of Fundraising Practice.
      • To create an individual profile for you (including analysing demographic and geographic information) so that we can enhance your experience and relationship
        with us, understand and respect your preferences and to provide information and details of relevant offers and opportunities where you have agreed to receive them.

Occasionally we engage third party organisations such
as fundraising agencies to assist.

Who do we share you information with?

Weston Hospicecare promises never to share your data with
any third party for their own marketing purposes.
We may need to share your information with service
providers who help us to deliver our fundraising activities and
appeals. These ‘data processors’ will only act under our
instruction and are subject to pre-contract scrutiny and
contractual obligations containing strict data protection
clauses.

We do not allow these organisations to use your data for
their own purposes or disclose it to other third parties and
we will take all reasonable care to ensure that they keep your
data secure.

What are your rights?

If we need to use your information for any reasons beyond
those stated above, we will discuss this with you and ask for
your explicit consent. The Data Protection Act 2018 gives you
certain rights, including the right to:

  • Request to access the personal data we hold about you.
    The way in which you can access your own records is
    further explained on our Individual rights page.
  • Request the correction of inaccurate or incomplete
    information recorded in our records, subject to certain
    safeguards;
  • Request that your information be deleted or removed
    where there is no need for us to continue processing it
    and where the retention time has passed;
  • Ask us to restrict the use of your information where
    appropriate;
  • Ask us to copy or transfer your information from one IT
    system to another in a safe and secure way, without
    impacting the quality of the information;
  •  To object to how your information is used;
  • To challenge any decisions made without human
    intervention (automated decision making)

If you wish to raise a complaint on how we have handled
your personal data, you can contact us (details below) and
we will investigate the matter.

How to contact the commissioners office

The Information Commissioner’s Office (ICO) is the body
that regulates the Hospice under Data Protection
legislation. https://ico.org.uk/. If you are not satisfied
with our response or believe we are processing your
personal data not in accordance with the law you can
complain to the. ICO at:

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

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you
prefer to use a national rate number Fax: 01625 524 510
Email: casework@ico.org.uk

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    Reclaim Gift Aid

    Gift Aid It!Add 25% more to your donation at no cost to you. A Gift Aid declaration allows Weston Hospicecare to claim tax back on eligible donations. It means that for every £1 you donate to Weston Hospicecare we can claim back 25p, at no extra cost to you.

    By ticking the "Yes" box, I agree I would like Weston Hospicecare to reclaim the tax on all qualifying donations I have made, as well as any future donations, until I notify them otherwise. I understand that if I pay less Income Tax and/or Capital Gains Tax than the amount of Gift Aid claimed on all my donations in that tax year I may be asked to pay any difference. I understand that Weston Hospicecare will reclaim 25p of tax on every £1 that I give.

    What is Gift Aid?

    Gift Aid does not cost you a penny more, but can add an additional 25p to every £1 you donate. When Weston Hospicecare receives a donation from a UK taxpayer, we're entitled to claim an amount of tax (calculated at the basic rate of income tax in that year) paid on that donation. Once you have given your permission for us to do this on your behalf, there is no need for you to do anything else.

    All that is required is that you must be a taxpayer and that would have paid or will pay sufficient Income and/or Capital Gains Tax to cover all the Gift Aid claimed on all your donations in that tax year. Please note that it is your responsibility to pay any difference.

    The amount of tax we claim will be 25% of the total value of your donations in that tax year. Furthermore, if you are a higher taxpayer, you are also entitled to claim the difference between the basic rate which we will claim and the amount of tax you have actually paid. For further details on how you can do this, please contact your tax office. If your tax situation changes and your gifts will no longer be eligible for the Gift Aid scheme please contact us and we will amend your record accordingly.

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