KEMP Hospice Privacy Policy

Thank you for visiting the KEMP Hospice website.

We, KEMP Hospice (registered charity number 1146310), is committed to protecting the privacy of everyone who visits our website. This statement explains what data we collect via our website, and how we use it.

The purpose of this policy is to give you a clear explanation about how KEMP Hospice collects and uses the personal information that you provide to us. We ensure that we use your information in accordance with all applicable laws concerning the protection of your personal information.

1. Data Protection Act (DPA) / General Data Protection Regulations (GDPR) / The Data Use and Access Act (DUAA).

KEMP Hospice is registered under the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) with the Information Commissioner’s Office, registration number Z3455983, and any data collected will be used and held in accordance with the requirements of the Data Protection Act 2018.

When you visit and browse our website, no personal information is stored, saved or collected, other than information which you have volunteered to us in your emails or via our contact forms.

2. What Personal Information Do We Collect (via our contact forms on our website)?

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 (this is not stored on our website)
• Whether you’re a UK Taxpayer so we can claim gift aid (please be assured, we do not collect information about your actual tax payments)
• Technical data (through our cookies and analytics)

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.

Cookies and Analytics

Our website uses cookies. These are small files placed on your device to help us understand how visitors use the site and to improve the user experience.

We use Cookiebot, which enables us to display a cookie consent banner on our website to achieve data privacy compliance with UK GDPR regulations. We use cookies to 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 experience. You won’t be identified as an individual visitor to our website. Cookie settings can be updated at any time via the Cookiebot icon on the bottom of the screen when accessing the KEMP Hospice website either via desktop or mobile device.

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. We use Stripe to process card payments, and you can view their privacy policy by clicking here. 

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

If you are under 16 and would like to participate in an event, donate 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.

3. How Do We Use Your Information?

KEMP Hospice will be using a ‘soft opt in’ communication policy starting from June 2026. If you have previously completed one of our forms on our website to enquire about services, events or donations, you will have been asked if we could send you marketing communications and by what method you would like us to contact you. This is classed as an ‘opt in’ communication policy, which means we will only send you marketing communications if you have explicitly stated that you want us to, and there will be no change to this.

If you have expressed an interest in any of our products or services after June 2026, we may send you marketing emails or mail that relate to the product or service in the future. You will always have the option to opt out of this marketing by contacting us directly, or by using the ‘update your preferences’ or ‘unsubscribe’ button located at the bottom of our marketing emails.

Similarly, if you would like to receive any of this information but haven’t said Yes to keeping in touch with KEMP, please contact us on 01562 756000, email us at info@kemphospice.org.uk or contact us via our website. 

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.

• For you to participate in one of our events or fundraising activities. We will also use the information you’ve provided to inform you of details of any prizes you win in our lottery or raffles.

• When you volunteer or work with us. For more information, please see our Employee & Volunteer Privacy Notice.

• To process your donation to us, including gift aid. We will collect personal information from you to take donations and process gift aid, which legally we must keep for 7 years. Before KEMP can claim Gift Aid, we are legally obliged to inform you of the money raised from the sale of your donations, once sufficient items have been sold. You can then choose to retain or donate these proceeds to KEMP.

• 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 by email or post if you have expressed an interest in what we do at KEMP.  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 under16. We will always keep this information safe and secure.

• To send you Direct Marketing. If you ever change your mind about your communication preferences, you can let us know by contacting us on 01562 756000 or by emailing info@kemphospice.org.uk

• To understand our supporters and improve your experience. Although we do not currently use AI profiling and screening techniques to produce relevant communications and to provide a better experience for our supporters, we may select your data to communicate events to you based on your interests and interactions with KEMP Hospice. Profiling can help us to target our resources more effectively. 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 other policies on our website.

4. 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 counsellor’s 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 do not share your information for any other purposes.

5. 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.

6. 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.

7. Your Rights

You have the following rights relating to your personal information: 

• You have the right of access – you can ask for a copy of your data at any time. 
• You have the right to rectification – you can ask us to update or amend inaccurate data and add additional data if you wish. If your personal details do change, please contact KEMP Hospice (details below)
• You have the right of restriction – if you believe that the data we hold is inaccurate or unlawful, you can ask us to restrict it from further processing. 
• You have the right of portability – you can ask us to provide you with the information that is held electronically by us, or that you have provided to us. 
• You have the right to object – you can object to us processing your data. 
• You have the right to erasure – you can request that we delete any of the information that we have about you, if we are no longer using the data for the purpose or purposes we originally collected it for. 
• You have the right to complain – if you feel that we have misused or mishandled your data in any way, you can complain to KEMP Hospice or the Information Commissioner’s Office (see below) 

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: info@kemphospice.org.uk

If you have any queries about this statement, please contact our Data Protection Officer, Rachel Paget, at the above address.

You also have the right to contact the Information Commissioners’ Office (ICO) if you have any concerns about the way your information is being processed using their help line 0303 123 1113 or at www.ico.org.uk