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Privacy Notice

Registered Charity No: 519767
Company Registration No: 2208426
Gambling Operations Number 000/005230/N/30378110004
VAT Number: 997 3057 70
Registered Offices: St Cuthbert’s Hospice, Park House Road, Durham, DH1 3QF

St Cuthbert’s Hospice is registered with the Information Commissioner in the UK (Registered No: Z22126399) and is legally bound to comply with the requirements of
the Data Protection Act 1998.

What type of information we have and why we have it

When reading this document and we mention St Cuthbert’s Hospice this relates to both St Cuthbert’s Hospice Limited and St Cuthbert’s Hospice Win Win Lottery unless otherwise stated.
We at St Cuthbert’s Hospice aim to be as transparent as we can about how and why we communicate with you and how we will use your personal information.
St Cuthbert’s Hospice is committed to protecting the personal information of all those who provide it, regardless of the reason, whether it is provided online or offline.

In this statement we will tell you:

  • why we are able to process your information
  • what purpose we are processing it for
  • whether you have to provide it to us
  • how long we store it for
  • who we share it with

St Cuthbert’s Hospice is the data controller (based on the definitions in the General Data Protection Regulations – GDPR) for the personal information we process, unless otherwise stated.

Why we collect your data
Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You have been referred to one of our clinical services (this information will usually
    be provided initially by another health provider such as your GP).
  • You are a family member of a patient using our services.
  • You have made a complaint or enquiry to us.
  • You have made a donation to us.
  • You play our Lottery
  • You wish to attend, or have attended, an event.
  • You subscribe to one of our newsletters.
  • You have applied for a job or secondment with us or continue to work for us as
    a member of staff or a volunteer.
  • You are representing your organisation.
  • Suppliers/Contractors

You may fit into more than one category so please read any sections that apply to you.
We make it easy for you to tell us how you want us to communicate with you and include information on how to change your communication preferences. If you prefer not to hear from us, please get in touch using our contact details outlined at the end of this Privacy Notice.

We won’t use your personal information for activities where our interests are overridden by the impact on you. For example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

Access to your information

You have the right to ask for a copy of the personal information St Cuthbert’s Hospice holds about you and to correct any inaccuracies in that information.

When requesting clinical information, a consultant with specialist training (the Caldicott Guardian) will review the information before it is disclosed to ensure that no information is shared inappropriately.

We will aim to respond to your request within one month however if it is a complex request we will keep you informed of any potential delay.
There may be rare occasions when we are asked to disclose information to the police or other enforcement agencies. We will consider this on a case by case basis and aim to minimise data that is shared while still supporting the prevention or detection of crime.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
When you ask us to rectify any information we hold about you we will take reasonable steps to investigate whether the data is already accurate or needs to be amended. We will then contact you to confirm the data has been corrected, deleted or added to. If we believe the data is accurate and therefore disagree with your request we will write to you to inform you of our decision and rationale.
If your request relates to clinical information recorded we are not allowed to delete certain notes from your clinical record, however, in these instances we will make a note that you disagree with the content.
We will action your request within one month.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. However, this excludes the following

  • Where we have a legal obligation to keep hold of your data, such as healthcare regulations, employment law, financial regulations.
  • When keeping your data is necessary for establishing, exercising or defending legal claims.

When making a request to be erased from our systems we will confirm that this has been carried out or advise you of the legal reason for not proceeding with your request.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances for example if you are concerned about the accuracy of data or how it is being used.
We will action your request within one month.

Your right to object to processing

You have the right to object to our processing of your data where it relates to processing for our legitimate interests or for direct marketing. If this is the case please contact us using the contact details above and provide us with information about your objections.

We will action your request within one month.

Your right to object to data portability

We would always attempt to accommodate requests to access your data in a portable version, however, we do not currently have any systems that would support the electronic transfer of data as outlined in GDPR. Healthcare records can be shared with consent via SystmOne, the national Summary Care Record or via sending paper notes if systems are incompatible. However, we will consider on a case-by-case basis and do our best to respond where we can.

You are not required to pay any charge for exercising your rights. We have one calendar month to respond to you.
Please note that we may ask for proof of identification before processing any request.

Where we work with other providers

This privacy notice does not cover how any partner organisations processes personal information; this includes any external links connected to our website. We encourage you to read the privacy notices on the other websites you visit. We do work with partner organisations to ensure that appropriate data sharing agreements or appropriate terms and conditions are in place to ensure that they are equally compliant in keeping your data as safe as we do.