Privacy Statement and Policy 

Mary Ann Evans Hospice is committed to protecting your personal data and this privacy policy  states how we collect data, how we store it, and how we use it. 

This privacy policy applies to the products and services offered by Mary Ann Evans Hospice,  including our direct services with patients and clients, adults or children, and their carers and  families.  

The purpose of this policy is to give you a clear explanation about how Mary Ann Evans 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. 

If you have any queries about this policy or your personal information please contact: 

Data Protection Officer  

Mary Ann Evans Hospice 

Eliot Way 

Nuneaton 

CV10 7QL 

Email: maehenquiries@geh.nhs.uk 

Tel: 024 76865440 

Mary Ann Evans Hospice is registered under the Data Protection Act 2018 and the General Data  Protection Regulation (GDPR) registration number 26798367 and any data collected will be used  and held in accordance with the requirements of the Data Protection Act 2018. 

How do we Collect Information?  

We obtain personal information from you when you enquire about our activities, register, apply to  volunteer or work with us, send or receive an email, make a donation to us, ask a question about our  services or otherwise provide us with your personal information.  

Sometimes we may obtain your personal information from third party data suppliers only if they  provide the appropriate evidence that you have agreed for your personal information to be shared  with other organisations. 

We also gather general information about the use of our websites such as pages visited and areas  that are of most interest to users by the use of cookies. We use this information to improve our  websites and make it a better experience for everyone. For further information please see the  cookies section below. 

Occasionally we obtain publicly available information such as contact information or we research  information to help us perform due diligence checks to ensure we are not being abused by fraudsters  or criminals posing as genuine donors or to ensure that there are no conflicts of interest from

potential supporters or organisations prior to our engagement. For further information around this  please see the marketing section below.  

We will collect CCTV images for the sole purpose of incident investigation and potential liaison  with the authorities e.g. the police. 

What Information do we Collect? 

The personal information we collect might include name, address, email address, telephone  numbers, date of birth, bank account details (for setting up regular direct debit or payment  information), and your family relationships to avoid duplicating communications.  Data Protection law recognises that certain categories of personal information are more sensitive.  These are known as special categories of data and cover health information race, religious beliefs  and political opinions. We do not usually collect special categories of data about our supporters.  However, we will collect sensitive data for employees, casual workers, or volunteers as part of our  statutory, contractual, and management responsibilities. 

How do we use your Information? 

We may use your personal information for: 

  • Dealing with your enquiries, requests and complaints 
  • Processing your donations and orders made online or through our shops Providing you with information about our work activities, events and services Complying with our legal obligations, policies and procedures 
  • Providing and personalising our services 
  • Administering membership records 
  • Income Generation 
  • Conducting market research 
  • Recruitment, on-boarding, and management responsibilities 

Credit or Debit Card to Donate or Purchase through our Income Generation?

If you use your credit or debit card to donate to us, buy something, or pay for a registration online  or over the phone, we will ensure this is done securely and in accordance with the Payment Card  Industry Data Security Standard. You can find out more information about PCI DSS here:  https://www.pcisecuritystandards.org/pci_security/ 

We do not store your credit or debit card details following the completion of your transaction. All  card details are securely destroyed once the payment or donation has been processed. Only staff  authorised and trained to process payments will able to see your card details. 

How we Protect your Information  

We adopt appropriate data collection, storage, and processing practices, and security measures to  protect against unauthorised access, alteration, disclosure, or destruction of your personal or  transactional data stored on our website and systems. 

Marketing  

Being able to communicate with you is important, as your support will help transform the lives of  patients with life limiting conditions. We believe in being open, honest and transparent with our  supporters and want you to feel comfortable about your decision to give us your personal  information and how we use it. 

We will use the details you provide to us to communicate with you about how your support is  helping us to provide services to adults in our community with a life limiting illness, ensuring that 

patients and their families are supported with the care and compassion they need. We would also  like to tell you how your support is helping and other ways you can help in the future whether that is through volunteering, participating in events, or fundraising. From time to time, we might also  

send you appeals asking for a donation so we can continue to raise the voluntary funding needed for  our hospice services. 

We promise that we will only communicate with you in the way you wish us to and we will always  respect your privacy. You can change your mind at any time and its quick and easy to let us know  that you no longer want to hear from us by calling the Marketing & Communications team on 024  76865450 or maehenquiries@geh.nhs.uk.  

We will always respond to your wishes in a sensitive, timely, courteous and professional  way. Please be assured that we will take appropriate measures to keep your personal information  safe and secure and we promise not to over contact. We will never pass your personal information  on to other organisations for them to use for their own marketing purposes. 

In certain instances, we collect and use your personal information by relying on the legitimate  interest legal basis. This is because when you, for example, request to receive services or products  from us, we have a legitimate organisational interest to use your personal information to respond to  you and there is no overriding prejudice to you by using your personal information for this purpose.  However, we will always provide you with the option to opt-out of hearing from us. In most  instances, however, we will rely on obtaining your consent to our use of your personal information.  This is the case, for example, where we seek to obtain your consent to receive email marketing from  Mary Ann Evans Hospice. 

We will only communicate to you in the way you have told us. For example: 

Email/Text Marketing 

If you actively provide your consent to us along with your email address and/or mobile phone  number we may contact you for marketing purposes by email or text message. By subscribing to  Mary Ann Evans Hospice emails or opting in to email communication from Mary Ann Evans  Hospice you grant us the right to use the email for email marketing. 

Post/Telephone Marketing 

If you have provided us with your postal address or telephone number we may send you direct mail  or telephone you about our work unless you have told us that you would prefer not to receive such  information or we receive a notification from the Fundraising Preference Service that you have  requested marketing communications to stop.  

It’s your Decision 

It is always your decision as to whether you want to receive information about our work, how we  raise funds, and the ways you can get involved. If you do not want us to use your personal  information in these ways please indicate your preferences on the form on which we collect your  data. 

You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link in  at the end of our marketing emails or sending us an "opt-out" text message following the  instructions we provide you in our initial text. 

You can also change any of your contact preferences at any time including telling us that you don’t  want us to contact you for marketing purposes by calling the Marketing & Communications team  on 024 76865450 or maehenquiries@geh.nhs.uk

 

Personalising and profiling  

We may also carry out targeted fundraising activity to ensure that we are contacting you with the  most appropriate communication, which is relevant and timely and will ultimately provide an  improved experience for you. For example, by providing timely news about our work, letting you  know the different ways you can support us and how you can help raise funds. 

In order to do this, we may also use profiling techniques to provide us with general information  about you, which you have volunteered around your lifestyle and purchasing habits. This will help  us tailor our communication so you hear about the areas of our work that are of most interest to you  i.e. volunteering, events, and how your support is helping us to provide services to young people  and adults in our community with a life limiting illness, ensuring that patients and their families are  supported with the care and compassion they need. 

We may also use your personal information that we have gathered in the course of our relationship  to understand the likelihood of you responding to a fundraising communication from us, potentially  donating and in some instances donating or supporting us at a higher level. Because we have a  greater understanding of you, this means our communication will hopefully be relevant and of  interest to you and in turn it will help us reduce our costs for communication by only  communicating with supporters that want to hear from us. You can opt out of your data being used  for profiling. However, this may mean that you stop receiving marketing communications from us  or they become more generic and less relevant to you as they are no longer based on your interests  in our cause. If you do wish to opt-out please contact the Marketing and Communications team on 024 76865450 or maehenquiries@geh.nhs.uk.  

Disclosures  

We will never pass your personal information on to other organisations for them to use for their  own marketing purposes. 

However, we may disclose your personal information in the following circumstances: To third parties who provide a service to us and are data processors. This would include our  trusted partners that work with us in connection with our employment /volunteering charitable  purposes, and other entities that may act as fundraisers for Mary Ann Evans Hospice, sell Mary  Ann Evans Hospice’s products or provide Mary Ann Evans Hospice’s information and marketing (subject to your communication preferences and our internal policies and  procedures). We require these third parties to comply strictly with our instructions and data  protection laws and we will make sure that appropriate controls are in place. We enter into  contracts with all our data processors and regularly monitor their activities to ensure they are  complying with Mary Ann Evans Hospice’s policies and procedures. 

  • Where we are under duty to disclose your personal information in order to comply with law or  the disclosure is ‘necessary’ for purposes of national security, taxation and criminal  investigation or we have your written consent. 
  • We need to perform due diligence checks to prevent money laundering from the proceeds of  crime, reputational risks, and to ensure we do not engage persons that are unsuitable to work in  an environment with vulnerable adults and children.  

Consent from Parents/Guardians if you are under 13 Years Old  

We are committed to protecting the privacy of the young people that engage with us through our  website and at fundraising events. 

Our fundraising events also request specific information about the age of participants. Anyone  under the age of 16 must obtain parental or guardian consent before participating in an event

organised by Mary Ann Evans Hospice. Children aged under 13 must obtain the consent of a parent  or guardian before providing any personal information. 

Vulnerable Person Policy  

Policy Statement 

Fundraising activities, public support and public trust are all essential to Mary Ann Evans Hospice  ability to achieve its overall objective of providing excellent care and compassion to young people  and adults with a life limiting illness, and to those who matter to them, throughout Northern Warwickshire. 

We believe that giving to your favourite causes should be a positive experience for all, whether an  existing donor or potential new supporter. Everyone should have the opportunity to donate if they  are able to, but Mary Ann Evans Hospice recognises that it is inevitable that some of the many  people that we engage with through our fundraising activities will not always have the capacity, at  the point of the interaction, to fully understand the nature of the donation they are being asked to  give to Mary Ann Evans Hospice, or the consequences of making that donation. 

Mary Ann Evans Hospice also understands that people in vulnerable circumstances may need  further support before deciding whether to donate. 

Mary Ann Evans Hospice recognises that it has an obligation to protect those in vulnerable  circumstances. Whenever we suspect that someone we engage with is lacking capacity or is in  vulnerable circumstances, we will take steps to terminate the contact in a way which seeks to  protect that person while protecting their dignity and having due regard for any desire they have  expressed to support Mary Ann Evans Hospice. 

Whenever we suspect that a person may be vulnerable; our approach is to immediately end the  engagement. Mary Ann Evans Hospice will provide alternative options for the individual to engage  with us once the conversation has ended, thereby upholding the right that everybody has, to donate  if they wish to and are able to do so. 

Keeping your Personal Information 

We keep your personal information for as long as required to operate the service in accordance with  legal requirements and tax and accounting rules. Where your information is no longer required, we  will ensure it is disposed of in a secure manner 

Your Rights  

Under the Data Protection Act 2018 and the General Data Protection Regulation, you have the  following rights: 

  1. The right to access your personal information 
  2. The right to edit and update your personal information 
  3. The right to request to have your personal information deleted 
  4. The right to restrict processing of your personal information 
  5. The right to object 
  6. The right to lodge a complaint with a supervisory authority 
  7. The Right to Access your Personal Information 

You have a right to obtain confirmation that your personal information is being processed. You also  have the right to request a copy of your personal information we hold. Mary Ann Evans complies  with the ICO (Information Commissioner’s Office), Subject access code of practice. Should you wish to exercise any of these rights, in terms of the information that we hold about you,  you can make a request to see your data by using a standard SAR form can be found in Policy BU  018a (Subject access request form) but does not have to be used.  

Alternatively, please ensure you provided us with all the requested information in an alternative  written format to help us locate your records. 

You must provide proof of your identity by enclosing two pieces of approved identification. Your  request will be processed within 30 days of receipt of your request and all the relevant information  we require. 

Please address requests to  

Data protection officer  

Mary Ann Evans Hospice 

Eliot Way 

Nuneaton 

CV10 7QL 

Email: maehenquiries@geh.nhs.uk 

Tel: 024 76865440 

  1. The Right to Edit and Update your Personal Information 

The accuracy of your personal information is important to us. You can edit your personal  information including your address and contact details at any time. Please address requests to: 

Data protection officer  

Mary Ann Evans Hospice 

Eliot Way 

Nuneaton 

CV10 7QL 

Email: maehenquiries@geh.nhs.uk 

Tel: 024 76865440 

Please provide as much information as possible about the nature of your contact with us to help us  locate your records. Any changes you have requested may take 28 days before they take effect. 

  1. The Right to Request to have your Personal Information Deleted 

You have the right to request the deletion of your personal information which we will review on a  case by case basis. 

Should you wish to exercise these rights please address requests to: 

Data protection officer  

Mary Ann Evans Hospice 

Eliot Way 

Nuneaton 

CV10 7QL 

Email: maehenquiries@geh.nhs.uk 

Tel: 024 76865440 

Please provide as much information as possible about the nature of your contact with us to help us  locate your records. Any changes you have requested may take 28 days before they take effect.

 

  1. The Right to Restrict Processing of your Personal Information 

 

You have the right to ‘block’ or suppress processing of your personal data. However, we will  continue to store your data but not further process it. We do this by retaining just enough of your  personal information so we can ensure that the restriction is respected in the future. Should you wish to exercise these rights please address requests to: 

Data protection officer  

Mary Ann Evans Hospice 

Eliot Way 

Nuneaton 

CV10 7QL 

Email: maehenquiries@geh.nhs.uk 

Tel: 024 76865440 

Please provide as much information as possible about the nature of your contact with us to help us  locate your records. Any changes you have requested may take 28 days before they take effect. 

  1. The Right to Object  

You have the right to object to your personal information being processed to marketing (including  profiling) and for research purposes. From the very first communication from us and every  marketing communication we send after you will have the right to object to marketing. Alternatively, you can exercise this right by contacting: 

Data protection officer  

Mary Ann Evans Hospice 

Eliot Way 

Nuneaton 

CV10 7QL 

Email: maehenquiries@geh.nhs.uk 

Tel: 024 76865440 

Please provide as much information as possible about the nature of your contact with us to help us  locate your records. Any changes you have requested may take 28 days before they take effect. If we process your personal information for the exercise or defence of legal claims or we can  demonstrate compelling grounds that override your rights and freedoms we may not be able to fulfil  your request. However, we will contact you to discuss further. 

  1. Your Right to Lodge a Complaint with a Supervisory Authority 

If you wish to lodge a complaint or seek advice from a supervisory authority please contact: 

The Office of the Information Commissioner  

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

Tel: +44 (0) 01625 545 745 

Website: www.ico.org.uk 

Other Websites 

Our websites may contain links to other websites that are outside our control and are not covered by  this Privacy Policy. If you access other sites using the links provided the operators of these sites  may collect information from you that will be used by them in accordance with their privacy policy  which may differ from ours. 

Internet Based Transfers 

Given that the Internet is a global environment using it to collect and process personal data  necessarily involves the transmission of data on an international basis. This means for instance that  data you pass to us may be processed outside the European Economic Area, although the data will  always be held securely and in line with the requirements of UK data protection legislation. By  communicating electronically with us you acknowledge and agree to our processing of personal  data in this way. 

Use of Cookies  

Like most websites, https://www.maryannevans.org.uk/ uses cookies. We use cookies to deliver a  secure service and to help us improve the website. 

These cookies are completely safe and secure and will never contain any sensitive or personally  identifiable information. If you would like to know more information about cookies please follow  this link; www.allaboutcookies.org. 

Cookie Policy: A cookie is a small file which asks permission to be placed on your computer’s hard  drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know  when you visit a particular site. Cookies allow web applications to respond to you as an individual.  The web application can tailor its operations to your needs, likes and dislikes by gathering and  remembering information about your preferences. 

We use traffic log cookies to identify which pages are being used. This helps us analyse data about  web page traffic and improve our website in order to tailor it to customer needs. We only use this  information for statistical analysis purposes and then the data is removed from the system. 

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages  you find useful and which you do not. A cookie in no way gives us access to your computer or any  information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but  you can usually modify your browser setting to decline cookies if you prefer. This may prevent you  from taking full advantage of the website. 

Changes to the Privacy Policy  

We may update this policy from time to time. When we do, we will revise the updated date at the  bottom of this page. We encourage our users to frequently check this page for any changes to stay  informed about how we are helping to protect your personal information we collect. If there are any significant changes in the way we treat your personal information we will contact  you and we will place a prominent notice on our website(s).