Introduction

St Rocco’s Hospice (the hospice) is a charity which is part of the community we serve.   Without our supporters, we could not carry on with the work we do which is very much valued by the patients and their families that we care for and the local community.  We take our responsibilities very seriously with regard to the personal data that we store. 

We promise to keep your personal information safe and secure and only use it for the purpose for which it was collected. We will not share your data with any other charity and we would not do anything with the data that would not reasonably be expected.

The hospice collects and processes personal information, or personal data, relating to its supporters, such as donors, lottery players and shop customers to manage the working relationship. This personal information may be held on paper or in electronic format.

The hospice is committed to being transparent about how it handles, protects the privacy and security of your personal information and to meet its data protection obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why we will collect and use your personal information both during and after your working relationship with the hospice. We are required under the UK GDPR to notify you of the information contained in this privacy notice.

We also explain your rights and how to contact us.

This privacy statement aims to tell you what we will do with your information and to give you the opportunity to opt-out of the use of your data in this manner should you not consent.

This notice explains:

• Who we are
• What personal information we may collect about you
• How we collect your personal information
• How we may use your personal information
• Whether we disclose this information to anyone else
• How the hospice protects your personal information
• How long the hospice keeps your personal information
• Your choices regarding the information you provide to us
• Your rights in connection with your information
• Online information
• How to contact us
• Changes to this privacy notice

This privacy notice applies to all current and former supporters. It is non-contractual and does not form part of any contract or any other contract for services.

Data protection principles
Under the UK General Data Protection Regulation (UK GDPR) there are six data protection principles with which the hospice must comply. The hospice is responsible for and must be able to demonstrate compliance with these principles. This is called accountability.

The principles provide that the personal information we hold about you must be:

1. Processed lawfully, fairly and in a transparent manner
2. Collected for specified, explicit and legitimate purposes that have been clearly explained to you and not used in any way that is incompatible with those purposes
3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
4. Accurate and, where necessary, kept up to date
5. Kept in a form which permits your identification for no longer than is necessary for the purposes for which the personal data are processed
6. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

Who we are
Within the context of this notice ‘we’, ‘us’, ‘our’ and ‘the hospice’ refers to:

St. Rocco’s Hospice, which is a charitable company registered in England and Wales as a company limited by guarantee under company number 1565543 and with charity registration number 511592. St Rocco’s Hospice is the data controller in respect of all personal data collected on our Website and is also the data controller in respect of all other personal data collected.

St. Rocco’s Shops Limited, a subsidiary of St. Rocco’s Hospice.  It is registered in England and Wales under company number 2484944. St. Rocco’s Shops is the data controller in respect of Gift Aid associated with our shops.

St. Rocco’s Promotions, a subsidiary of St. Rocco’s Hospice which operates the St. Rocco’s Hospice Lottery. It is registered in England and Wales under the company number 03034626. St. Rocco’s Promotions is the data controller in respect of the Lottery. 

The registered office for these companies is: Lockton Lane, Warrington, WA5 0BW.

Data controllers are legally responsible for ensuring that personal data they obtain is processed in full compliance with the Data Protection Act 2018.

What personal information we may collect about you
Personal information is any information about an individual from which that person can be directly, or indirectly, identified. It does not include anonymised data, i.e. where all identifying particulars have been removed.

The information we collect consists of (but is not limited to) name, postal address, email address, telephone and/or mobile number, date of birth if appropriate, bank account details (for lottery players) and debit or credit card details.

If you are participating in or attending any of our events, we may ask you for more “special category data” such as information relating to your health or dietary requirements.

We may also ask you why you have chosen to donate, but this question is never mandatory.

Children’s Data
Occasionally we have reason to collect children’s data.  This might be because they have signed up to an event or have done some fundraising for the hospice.  If we are aware that the individual is a child, they will be flagged on our database as such and automatically set to no further contact, other than a ‘thank you’ letter or certificate.  We do not send direct mail to children.

How we collect your personal information
The hospice may collect personal information about supporters in a variety of ways. It is collected during the fundraising event management process, either directly from you or sometimes from a third party and also as part of the enrolment process for lottery membership or during a visit to one of our shops.  

We may also collect additional personal information throughout the period of your relationship with us. This may be collected in the course of your work-related activities.

Whilst some of the personal information you provide to us is a legal requirement, some of it you may be asked to provide to us on a voluntary basis. We will inform you whether you are required to provide certain personal information to us and if you have a choice in this.

Your personal information may be stored in different places, including in the hospice’s Lottery and Donor databases and in other IT systems in our shops and finance for gift aid purposes.

How we may use your personal information
We will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following circumstances:

• When we have obtained your consent
• When we need to comply with a legal obligation
• When it is necessary for our legitimate interests (or those of a third party) and your interests or your fundamental rights and freedoms do not override our interests

We may use your personal information in one or more of the following circumstances:

• Keep a record of your relationship with us
• Enable us to record how you would like to hear from us
• Keep in touch when people have engaged with us on social media, our website and other channels
• Provide you with information on our services, products, events and information you have asked for
• Invite you to take part in one of our events
• Help us to build profiles of our supporters, so we can target our communications more effectively
• Administer your donations
• Process donations and if you are a tax payer to claim Gift Aid on your donations
• Claim Gift Aid on your behalf for items purchased from our retail shops
• Notify you as a lottery member if you have won

Do we send direct marketing?
We will contact you thank you for making a donation and occasionally send you information to let you know the difference your support makes to our patients and their families. 

This may include sending you a newsletter, information about our events, information about our annual raffle, and other ways you may be able to support the hospice. We may use external companies to collect and/or process data on our behalf.  

Occasionally, we may include information from partner organisations. However, we would never pass your personal details on to them.  We will do our best to make it easy for you to tell us how you would like to hear from us. 

All our communications will have an opt-out statement in them.  If you don’t want us to contact you, please see the ‘How to contact us’ section below.

Whether we disclose this information to anyone else
No, we will never sell or share the information belonging to our supporters.  Sometimes we run events in partnership with a third party or another charity.  In order to administer the event we will need to share the information with them.  We will always make it clear to you in advance and will respect your wishes if you decide not to participate.

We may share your personal information with third parties where it is necessary to comply with a legal obligation, or when it is necessary for our legitimate interests (or those of a third party.)

How the hospice protects your personal information
Your information is held on our systems which are maintained and managed securely by St Rocco’s Hospice Ltd, St Rocco’s Promotions Ltd or St Rocco’s Shops Ltd.  We ensure that there are technical controls in place to protect your personal details.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

Occasionally we may use external companies to collect and/or process data on our behalf.   We do extensive checks on these companies before we work with them and put a contract in place that sets out our expectations and requirements. This contractual arrangement includes how they manage the personal data they have collected or have access to.

We may need to disclose your personal data if required to the police, legal advisers or regulatory bodies.

How long the hospice keeps your personal information
The hospice will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed, including for the purposes of satisfying any legal, tax, reporting or accounting requirements.

The hospice will generally hold your personal information for the duration of your relationship with the hospice for being a lottery member, donor or shop customer.

Personal information which is no longer to be retained will be securely and effectively destroyed or permanently erased from our IT systems. In addition, we will require third parties to destroy or erase such personal information where applicable.

In some circumstances, we may anonymise your personal information so that it no longer permits your identification. In this case, we may retain such information for a longer period.

Your choices regarding the information you provide to us
You can change your mind about whether or how you wish to receive information at any time.

You can advise us that you wish to change your preferences by using any of the methods shown in the section ‘How to Contact Us’ below.

Keeping your information up to date
It is important to us to be able to keep your information up to date and as accurate as possible, so we encourage you to update promptly your personal data if it changes This is part of our obligation in order to comply with data protection law.  We also like to stay in touch with you.

If you would like to tell us of any changes to your information or change the way we contact you, then please see ‘How to contact us’ below.

Your rights in connection with your personal information
It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes, e.g. you change your home address so that our records can be updated. The hospice cannot be held responsible for any errors in your personal information in this regard unless you have notified us of the relevant change.

As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:

• Request access to your personal information – this is usually known as making a data subject access request and it enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
• Request rectification of your personal information – this enables you to have any inaccurate or incomplete personal information we hold about you corrected
• Request the erasure of your personal information – this enables you to ask us to delete or remove your personal information where there’s no compelling reason for its continued processing, e.g. it’s no longer necessary in relation to the purpose for which it was originally collected
• Restrict the processing of your personal information – this enables you to ask us to suspend the processing of your personal information, e.g. if you contest its accuracy and so want us to verify its accuracy
• Object to the processing of your personal information – this enables you to ask us to stop processing your personal information where we are relying on the legitimate interests of the business as our legal basis for processing and there is something relating to your particular situation which makes you decide to object to processing on this ground
• Data portability – this gives you the right to request the transfer of your personal information to another party so that you can reuse it across different services for your own purposes

If you wish to exercise any of these rights, please let us know - see the section ‘How to Contact Us’ below.

We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights. This is a security measure to ensure that your personal information is not disclosed to any person who does not have the right to receive it.

Online information

Visitors to our websites
When someone visits our website www.stroccos.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site and to monitor and report on the effectiveness of the site and help us improve it. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Links to and from our website
Our website contains links to and from other organisations’ websites. This Privacy Notice, the one you are reading, only applies to our website.

If you visit another website from this one, please read their Privacy Policy to find out what that organisation does with your information.

By entering our website implies agreement to our Privacy Notice.

Use of cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Our website uses cookies to monitor browsing preferences. If you allow cookies to be used, we collect and store only the following information about you: the name of the domain from which you access the Internet, the date and time you access our site, and the Internet address of the website from which you linked to our site. We use the information we collect to measure the number of visitors to the different sections of our site, and to help us make our site more useful to visitors.

How to contact us
If you have any questions or concerns about this privacy notice or how we handle your personal information, please contact:

Website:          Go to the ‘Contact Us’ page on our Website (https://www.stroccos.org.uk/contact-us) 

Email:              For general enquiries send an email to enquiries@stroccos.org.uk

Mail:                Write to us at: St. Rocco’s Hospice, Lockton Lane, Warrington, WA5 0BW

Phone:             01925 575780

For specific enquiries, use the following email addresses:

If you wish to withdraw your fundraising consent,
please email us at consent@stroccos.org.uk

If you don’t want us to contact you, or update your fundraising personal details,
please email us at fundraising@stroccos.org.uk

If you wish to update your lottery personal details, or for any other lottery query
please email us at lottery@stroccos.org.uk

If you wish to exercise any of your data rights
please email us at  InformationGovernance@stroccos.org.uk

If you have any questions about this privacy notice, please contact our data protection officer on email: dpo@stroccos.org.uk

Additional Contact Information
If you believe that the hospice has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.

The ICO contact details can be found at: https://ico.org.uk/global/contact-us/

Helpline: 0303 123 1113
(local rate – calls to this number cost the same as calls to 01 or 02 numbers).

Live chat: allows you to have an online conversation with someone at the ICO.

Email: To ask the ICO something by email, just fill in the form at: https://ico.org.uk/global/privacy-notice/how-you-can-contact-us/#submitting

Transferring personal information outside the United Kingdom
The hospice will not transfer your personal information to countries outside the United Kingdom.

Automated decision making
Automated decision making occurs when an electronic system uses your personal information to make a decision without human intervention.

We do not carry out any automated decision making and, as such, no decisions will be taken about you based on automated decision making.

Changes to this Privacy Notice
The hospice reserves the right to update or amend this privacy notice at any time, including where the hospice intend to further process your personal information for a purpose other than that for which the personal information was collected or where we intend to process new types of personal information. We will issue you with a new privacy notice when we make significant updates or amendments. We may also notify you about the processing of your personal information in other ways.