At Hope House Children's Hospices, we are committed to protecting and respecting your privacy, so this policy explains when and why we collect personal information, how we use it, when and why we might share it and how we keep it secure. It also details your rights in relation to your personal information. The policy will be updated from time to time so please check this page occasionally. Should you have any questions about this policy or your rights regarding your personal information, or if you would like to update your contact preferences, please use the following contact details:-
Hope House Children's Hospices
Nant Lane, Morda
Oswestry, SY10 9BX
01691 671 671
Hope House Children's Hospices has two children's hospices; Hope House in Oswestry and Ty Gobaith in Conwy, is a registered charity in England and Wales (charity number 1003859), and a registered company in England and Wales (company number 2588103). We have two subsidiary companies - Hope House (Trading) Ltd. and Hope House (Lottery) Ltd. This policy will refer to 'Hope House' as a shorthand for the three combined companies.
We may collect your information when you use our website to contact us, register for an event, sign up to our Lottery, register for our newsletter, make a donation, or buy something from our online shop. We may also collect your information via email, over the phone, in person at one of our hospices, offices or shops or at an event organised by us or somebody else. Information might be provided in digital form, verbally or in writing, and be received directly from you or from a third party you have permitted to do so.
We might collect your title, name, address, occupation, email address, date of birth, phone numbers, emergency contact details or bank or card details to set up a single or regular payment.
We only collect the minimum amount of personal information required to fulfil the purpose for which it is collected. You may decide not to provide us with your information or to request that we stop processing your information at a later date, though this may affect your ability to participate in or benefit from some of the activities undertaken by Hope House. Personal information which we collect from you may be used in a number of ways including, but not limited to:-
Hope House will only process your personal data where we have a legal basis for doing so as stipulated by current data protection and privacy legislation, namely:-
Consent means offering you a real opportunity to state whether or not you wish to allow the processing of your personal information. When processing your information on the basis of consent, we will ensure you are fully aware of what you are consenting to and only use your information for that purpose. You can withdraw your consent at any time using the contact details above. We have determined that processing your personal information on the basis of consent is lawful and legitimate when:-
Hope House may undertake data processing in pursuit of our legitimate interests, where to do so will not infringe your rights or interests as the data subject. To ensure this is correctly assessed, we undertake a balancing exercise to ensure that our processing does not adversely impact you. In the case of the following data processing activities, we have determined that the processing of your information for these purposes is lawful and legitimate:-
You have the right to object to the processing of your personal information on the grounds of legitimate interests as detailed below in 'Right to object'.
Hope House will not share your information with third parties for marketing purposes and will not sell or rent your information to third parties, though within the Hope House, 'group' data is sold by Hope House (Lottery) Ltd to its parent company, Hope House Children's Hospices.
Some of the systems operated by Hope House are provided and/or supported by third party providers including database management and payment processing at remote sites accessed via the internet. We use external companies to assist with fundraising activities such as letter production and mailing, lottery recruitment and management and data analytics. Where services are provided by a third party, your personal information may be released to the third party data processor under an agreed contract, which will fulfil the requirements of the data protection legislation, including stipulating how the information is to be transferred, secured and destroyed, the purpose(s) for which it can be used and how the processor will assist Hope House in ensuring your rights are fulfilled.
If you use your credit or debit card to donate to us, buy something or make a booking online, we pass your credit card details securely to our payment processing partner as part of the payment process in accordance with the Payment Card Industry Standard. We hold details for up to 28 days for legal requirements after which they are deleted or destroyed. Hope House may share your personal information with third parties outside of the European Economic Area if any of the exemptions detailed in the General Data Protection Regulation are met. In the case of data processors in the USA, only those certified under the U.S. Privacy Shield framework regarding the collection, storage, transfer, use and other processing of personal data will be utilised.
We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary. Any payment card, bank or direct debit details we receive on our website are passed securely to our payment processing provider according to the Payment Card Industry Security Standards, and all online financial transactions are encrypted using SSL (Secure Sockets Layer).
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the original purpose, or as long as is set out in any relevant contract you hold with us.
You may obtain a copy of the personal information we hold about you by submitting your request to the contact details above. We will reply within one month of receipt of your request unless there is a compelling reason to extend this response time. We may refuse a request in certain circumstances, in which our justification will be communicated to you.
You have the right to have any inaccurate personal information that we may hold for you rectified (corrected) and to request that any incomplete information be completed. You can make your request using the contact details above. If we accept that your information should be rectified, we will do so within one month. In certain circumstances, we may refuse a request if we consider the request to be unfounded or excessively repetitive.
You can request that the information we hold about you be deleted by contacting us using the details above and we will respond within one month. The right to erasure applies if:
In certain circumstances, we may refuse a request for erasure if we consider the request to be unfounded or excessively repetitive, or if any of the specific provisions of the current data protection legislation apply. If we have shared your personal information with any third parties and accept your request for erasure, we will contact them accordingly so they can erase your information as well.
You can make a request for information we hold about you to be suppressed (in other words to be stored but not used) in the following circumstances:-
You can make your request using the contact details above and we will respond within one month. In certain circumstances, we may refuse a request to restrict processing of your information if we consider the request to be unfounded or excessively repetitive.
The right to data portability gives you the right to receive the personal information you have provided to us in a structured, commonly used and machine readable format. It also gives you the right to request that we transfer it directly to another controller. This only applies to information stored electronically, provided directly by you and which we process based on your consent.
You have the right to object to the processing of your personal data in certain circumstances. In the case of direct marketing, this is an absolute right. In other circumstances, we may continue the processing if there is a compelling reason for doing so, or if we consider the request to be unfounded or excessively repetitive. You can make your request using the contact details above and we will respond within one month.
Hope House does not conduct any automated decision making or automated processing/profiling.
If you have a complaint concerning Hope House's processing of your personal data, you can contact us using the information above. Data Protection legislation also gives you the right to lodge a complaint with a supervisory authority. More information can be found on the Information Commissioner's Office website at www.ico.org.uk.