How do we use your personal information?

We will only use your personal data as permitted by the EU General Data Protection Regulation, the UK Data Protection Act and the Privacy and Electronic Communication Regulations.

We will provide an outline of the purpose of collecting any personal data in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we will need to provide your personal data.

How we use your personal data varies greatly depending on the nature of how you interact with the hospice.

Fundraising

The ways that we use your personal data will largely be defined by why you are providing it. These include:

We use your personal information to give you the information, support, services or products you ask for. We also use your personal information to thank you for your previous support or invite you to an event, for example if you have made a donation or have previously taken part in one of our events. We will ensure that we know how you prefer us to contact you, where you have provided this information. The legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

We use your personal information to gain a full understanding of your situation including relationships to other supporters where for example, you have provided family and spouse/partner details so we can develop and offer you the most efficient and the best possible personalised services. The legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

We use your personal information to keep a record of your relationship with us and the contact we have with you and for internal administrative purposes (such as our accounting and records), and to let you know about changes to our services or policies. The legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

We use your personal information to look into, and respond to, complaints, legal claims or other issues. The legal basis we rely on to use your data in this way is article 6 (1) (c) of the GDPR which relates to information being processed where it is necessary to comply with a legal obligation.

We use your personal information to claim Gift Aid on your donations. The legal basis we rely on to use your data in this way is article 6 (1) (c) of the GDPR which relates to information being processed where it is necessary to comply with a legal obligation.

We use personal information to carry out statistical analysis and research in order to help us understand how we are performing and how we can improve our activities and services to meet the needs of people that require our help. The legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

We use your information to send you communications about our work and how you can help us, for example, information about our campaigns, volunteering and fundraising activities and how you can donate to us. Occasionally, we may include information from partner organisations or organisations that support us in these communications. We offer clear communication marketing preference questions and guidance on how you can change your communication preferences or tell us that you no longer wish to hear from us. For electronic communications including email, phone and SMS the legal basis we rely on to use your data in this way is article 6 (1) (a) of the GDPR which states that processing can only occur where the you have given your consent for it. For communications sent by post the legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

Fundraising – Profiling

We use profiling techniques to ensure communications are relevant and timely and to provide an improved experience to our supporters. In some instances, we use trusted third party service providers to provide us with additional information about you which can be collected from external sources, including information that is publicly available about you. This analysis also allows us to target our resources effectively, better understand how likely it is that you may donate to us and tailor what type and level of support we may ask you for.

This sort of profiling can include us using information such as your age, where you live, your job, directorships, your financial circumstances, philanthropic interests, networks and any previous donations you have made.

We also use this information to help us determine whether and in what ways you might be interested in getting involved in our other fundraising activities.

The legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

You can let us know if you would prefer us not to profile you in this way by phoning the Ayrshire Hospice Fundraising Office on 01292 288488, emailing us at [email protected] or by writing to us at 29 Miller Road, Ayr, KA7 2AX.

Clinical

Any information collected from a clinical perspective is used in full identifiable format to ensure we provide the best quality care to our patients and families:

• We use your personal information to assess your medical, personal or social situation and as such tailor the care we provide.
• We use your personal information to contact you and other healthcare or social providers for administration purposes such as sending out appointment, discharge or condolence letters.
• We use your personal information to compile a detailed clinical record in order to meet our professional obligations as a health care provider.
• We may also use your personal contact information to send details of other clinical hospice services that we feel may be of benefit to you.
• We may also use your personal information if you are the family member or friend of a patient who has died in hospice to send out offers of bereavement support.

The legal basis we rely on to use your information for these purposes is article 9 (2) (h) of the GDPR which is where processing is necessary for the purposes of the provision of health or social care or treatment.

Information may also be retained clinically in an anonymised, pseudonymised or aggregated format. This type of information may be used for statistical, research or benchmarking purposes. The legal basis we rely on to use your information in this way article 9 (2) (j) of the GDPR which allows for processing which is necessary for research or statistical purposes.

Organisational

When individuals apply to work or volunteer at the Ayrshire Hospice, we will only use the information they supply to us to process their application and then, if the candidate is successful in joining the organisation, for the purposes of their employment or volunteering. The legal basis we rely on to use your information for these purposes is article 6 (1) (b) of the GDPR which is where processing is necessary in order to take steps prior to entering into a contact or agreement.

Personal information about unsuccessful candidates will be held for 3 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about both successful and unsuccessful applicants to help inform our recruitment activities and to monitor equality & diversity, but no individuals are identifiable from that data. The legal basis we rely on to use your data in this way is article 6 (1) (f) of the GDPR which relates to information being processed for the purposes of the legitimate interests of the Ayrshire Hospice.

Once a person has taken up employment or starts volunteering with us, we will compile a file relating to their employment/volunteering. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment/volunteering. The legal basis we rely on to use your information for these purposes is article 6 (1) (b) of the GDPR which is where processing is necessary for the performance of a contract or agreement.

Once a person’s employment/volunteering with the Ayrshire Hospice has ended, we will retain the file in accordance with the requirements of our retention schedule, which is governed by our legal obligations, and then delete it. The legal basis we rely on to use your data in this way is article 6 (1) (c) of the GDPR which relates to information being processed where it is necessary to comply with a legal obligation.