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, your personal information or need to contact us about a data protection request please contact:

Data Protection Officer

Mary Ann Evans Hospice

Eliot Way


CV10 7QL

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 publically 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 category data

The UK GDPR defines special category data as:

  • personal data revealing racial or ethnic origin.
  • personal data revealing political opinions.
  • personal data revealing religious or philosophical beliefs.
  • personal data revealing trade union membership.
  • genetic data.
  • biometric data (where used for identification purposes).
  • data concerning health.
  • data concerning a person’s sex life; and
  • data concerning a person’s sexual orientation.

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:

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 be 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.


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 Team on 024 76865450 or

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 Team on 024 76865450 or

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 Team on 024 76865450 or


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 Data Protection Rights

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

  1. The right to be informed
  2. The right to access your personal information
  3. The right to edit and update your personal information (rectification)
  4. The right to request to have your personal information deleted (erasure)
  5. The right to restrict processing of your personal information
  6. The right to data portability
  7. The right to object
  8. Rights related to automated decision-making including profiling

In addition, the right to lodge a complaint with a supervisory authority

  1. The right to be informed

You have the right to be told how your personal information will be used. This policy statement, and shorter summary statements used on our communications, are intended to be a clear and transparent description of how your data may be used.

  1. The Right to Access your Personal Information

You can ask what information we hold on you and request a copy of that information. 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.

  1. The Right to Edit and Update your Personal Information (Rectification)

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 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 (Erasure)

You have the right to request the deletion of your personal information, the right to be forgotten. We will still be required to keep an appropriate record of the request if we can delete your information and, in some instances, a legal basis will override the right to erasure, we will review on a case-by-case basis.

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.

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 Data Portability

The right to data portability only applies to data that is being processed electronically.  You have a right to receive the personal information you provided to us in a portable format.  You may also request to provide it directly to a third party, if technically feasible. We’re not responsible for any such third party’s use of your information, which will be governed by their agreement with you and any privacy statement they provide to you.

  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 through our Marketing Team.
Alternatively, you can exercise this right by contacting our Data Protection Officer

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. Rights related to automated decision-making including profiling

You have the right to object to your personal data being used in a computerised model or algorithm to make decisions that have a legal or similarly significant effect on you.

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. 


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



Tel: +44 (0) 01625 545 745



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, 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;

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).


This document was last updated 28th May 2024