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KEMP Hospice Website Privacy Policy

KEMP Hospice is committed to protecting your privacy and the personal data you share with us. This statement explains how we collect and use the personal information you provide to us whether online, or via phone, mobile, email, letter or other correspondence.

By using our website, any of our services, or providing us with any personal information we will assume you are agreeing to your information being used and disclosed in the ways described in this policy.

  1. Data Protection Act/General Data Protection Regulations
  2. What Personal Information Do We Collect?
  3. How Do We Use Your Information?
  4. Sharing Your Information
  5. Keeping Your Information Safe
  6. Keeping Your Information Up-To-Date
  7. Your Rights

  1. DATA PROTECTION ACT (DPA)/GENERAL DATA PROTECTION REGULATIONS (GDPR)

In carrying out our day to day activities we process and store personal information relating to our supporters and we are required to follow requirements of the DPA 1998/GDPR 2018. We take our responsibilities under these acts very seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with these acts.


  1. WHAT PERSONAL INFORMATION DO WE COLLECT?

Personal information is information that can be used to identify you. It can include your:

  • Name
  • Date of Birth
  • Email address
  • Address and contact details
  • Bank or credit/debit card details
  • Whether you’re a UK Tax payer so we can claim gift aid (please be assured, we do not collect information about your actual tax payments)

We collect personal information about you when you ask about our activities, donate to us, volunteer, register for an event, engage with our social media accounts, play our lottery, sign up for our newsletter, or you otherwise give us personal information.

Where it is appropriate we may also ask for:

  • Information relating to your health
  • Information relating to KEMP Hospice services you wish to use
  • Parental consent if you’re under 16
  • Next of kin details
  • Security checks
  • Why you have decided to support us, although you can answer this question at your discretion, or not at all if you prefer.

If you visit our website, we may gather information about your visit, such as which pages are most visited and which events or activities are of most interest. This information can be used to help us improve our website and services, and to ensure we provide you with the best service. You won’t be identified as an individual visitor to our website. More information can be found in our Privacy Policy. For information on Recruitment Privacy please visit our KEMP Hospice Recruitment Privacy Statement.

We will only ever ask for information that is needed to provide the service, information or administration that you have requested.

We do not store your credit or debit card details following the completion of your transaction. Worldpay: Merchant Services part of the Worldpay Group plc

Only those staff authorised to process card payments will enter your card details. These detail are then passed on to our Finance department for processing and card details are securely destroyed.

If you are under 16 and would like to participate in an event, make a donation or get involved with KEMP, we will always seek consent from a parent or guardian before we collect any personal information. When we collect information about a child or young person, we will make the reasons for collecting clear and will always explain how it will be used, in a way which is appropriate to their age.


  1. HOW DO WE USE YOUR INFORMATION?

KEMP Hospice will be using an ‘opt in’ communication policy. This means that we will only send you marketing communications if you’ve explicitly stated that you want us to. We will also ask you what you’re interested in hearing about and how you would like us to contact you.

Our marketing communications include information about our write in the list we agreed at last SMT. If you would like to receive any of this information, but haven’t said “Yes” to KEEP in Touch with KEMP, please contact us on 01562 756000, email us at keepintouch@kemphospice.org.uk or click here.

We will normally only use your information:

  • To provide you with the services, products or information you’ve asked us for. In the course of our work in supporting people with life limiting conditions and providing bereavement support, we may need to collect sensitive information such as health, lifestyle, wellbeing, family information and financial circumstances.
  • In order for you to participate in one of our events or fundraising activities. We will also use the information you’ve provided to inform you with details of any prizes you win in our lottery or raffles.
  • When you volunteer or work with us. For more information please see our Recruitment Privacy Statement.
  • To process your donation to us, including gift aid. We will collect personal information from you in order to take donations and process gift aid, which legally we must keep for 7 years. If you are happy for us to claim Gift Aid on goods you’ve donated for sale in our shops, and they raise over £100 in the tax year, HMRC requires us to contact you quarterly to let you know what Gift Aid we’re claiming.
  • To detect and reduce fraud and credit risk. Unfortunately some people use charities for illegal purposes such as money laundering and we are required to monitor financial activity and report suspected fraud to the appropriate authorities.
  • To ensure we know your contact preferences. We will only contact you with marketing about our work, activities and campaigns with your explicit permission and consent. We will also include information about how to opt out of communications when we send you any marketing.
  • To keep a record of your relationship with KEMP. It is important that we keep clear records of our relationship. We may also keep a record and your information if you send us feedback about our services, or if you give us a compliment or complaint.
  • To share your story or experience of KEMP. Some people choose to tell us about their experiences to help us promote and improve our work. This may include information about their health, family, finances as well as photos/videos. This information might be shared at events, in promotional materials, fundraising campaigns, on our social media, website or in documents such as our annual or quality reports. We will always make sure we have explicit and informed consent from anyone who does share their experience with us, or from a parent or guardian if they are over 16. We will always keep this information safe and secure.
  • To send you Direct Marketing. As we’ve stated above, we will only ever do this with your explicit consent. If you ever change your mind about your communication preferences, you can let us know by contacting us on 01562 756000 or by emailing keepintouch@kemphospice.org.uk
  • To understand our supporters and improve your experience. Although we do not currently use profiling and screening techniques to produce relevant communications and to provide a better experience for our supporters, we may do in the future. Profiling can help us to target our resources more effectively. We may analyse geographic, demographic and other information relating to you so that we can understand your interests and preferences. We may also include information which is public such as Companies House, newspapers and articles.

For more information on your information as someone who accesses our services, please see our Your Information, Our Services document.


  1. SHARING YOUR INFORMATION

We never sell or share personal details to third parties for marketing purposes.

We will only share your details with third party organisations when it’s necessary:

  • To provide the services or information you’ve asked for. If we did ever need to share your data for these purposes, we will always take the utmost care, making sure only essential data is shared and that it is transferred securely and safely. We will always make sure you’re happy for us to do so and will explain who we’re sharing your data with e.g. your local council; to administer your participation in a fundraising event or activity; to comply with health and safety regulations.
  • Through a legal obligation, such as to the police or a government body; to enable us to enforce or apply our terms and conditions or rights under an agreement; to comply with the nurses’ or counsellors codes of professional conduct, or to protect us in the case of suspected fraud or defamation.

We may share your information with our data processors. These are a very small number of trusted partner organisations that work with us in connection with our charitable purposes and to help us raise funds, such as Your Hospice Lottery. You can see YHL privacy statement here http://www.yourhospicelottery.org.uk/privacy.aspx

Our trusted partners are required to comply with data protection laws and our high standards and are only allowed to process your information in strict compliance with our instructions. We will always make sure appropriate contracts and controls are in place and we regularly monitor our partners to ensure their compliance.

We will only ever share your data in other circumstances if we have your explicit and informed consent


  1. KEEPING YOUR INFORMATION SAFE

It is very important to KEMP that we have appropriate measures and controls in place to protect your personal details. We regularly review our systems at Senior level, to ensure we only store necessary information, that all information is secure and protected and that information is only accessible by appropriately trained staff, volunteers and partners.

Although the information we store and process stays within the UK, suppliers who have servers outside the UK are not always subject to the same data protection laws. However, we would always take steps with the aim of ensuring that your privacy continues to be protected as outlined in this policy.

  • We will keep your information for as long as required to enable us to operate our services.
  • We will not keep your information for any longer than is necessary.
  • We will consider legal obligations, tax and accounting rules when determining how long we should retain your information.
  • When we no longer need to retain your information, we will ensure it is securely disposed of, at the appropriate time.

  1. KEEPING YOUR INFORMATION UP TO DATE

We aim to ensure that all information we hold about you is accurate and, where necessary, kept up to date. If any of the information we hold about you is inaccurate and either you advise us, or we become otherwise aware, we will ensure it is amended and updated as soon as possible. Link to form??


  1. YOUR RIGHTS

You have the right to:

  • Request a copy of the information we hold about you
  • Update or amend the information we hold about you if it is wrong
  • Change your communication preferences at any time
  • Ask us to remove your personal information from our records
  • Object to the processing of your information for marketing purposes
  • Raise a concern or complaint about the way in which your information is being used

If you wish to know more, or to obtain a copy of the information we hold about you, please contact us at:

KEMP Hospice
41 Mason Road,
Kidderminster
DY11 6AG

Call: 01562 756000
Email: keepintouch@kemphospice.org.uk

If you have any queries about this statement, please contact our Chief Executive, Heidi Hawkins, at the above address.

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