Privacy Notices

At Rowans Hospice, we are dedicated to safeguarding your personal information and being open about how we use it. We handle your data in line with all relevant data protection laws and will only use it in ways you would reasonably expect.

This section includes a series of privacy statements that explain in more detail how we process your personal data, depending on your relationship with us.

Last updated 1 September 2025

NOTIFICATION OF CHANGES TO THESE PRIVACY POLICIES

These Privacy Policies may change from time to time. For example, we will continue to update it to reflect new legal requirements. Please visit this website page to keep up to date with the changes to our Privacy Notices.

Supporters
Patients and patients representatives
Employees and job applicants
Volunteering
Complaints

Supporters

WHO WE ARE

Rowans Hospice supports people across Southeast of Hampshire who have a life-limiting illness, are facing the end of life or experiencing bereavement.

Rowans Hospice is a charity, registered in England and Wales (charity number 299731) and a Company Limited by Guarantee, registered in England and Wales (company number 02275068), whose registered office is Rowans Hospice, Purbrook Heath Road, Waterlooville, PO7 5RU.

Depending on your interaction with Rowans Hospice, we will collect the following types of information about you:

Your contact details, such as name, postal address, telephone number and email address
Your date of birth
Your financial information, such as bank account details
Your Gift Aid declaration
Your professional information, such as job title
A record of our communications with you
Your communication preferences
Your giving history
Your interests, and reasons for your support
Your next of kin details, such as when you are participating in a Challenge Event
Any information you choose to share with us (such as relationships to other donors)
Photography and videography, such as images at events, case studies and other marketing materials

In all cases, we will ensure that we have a valid legal basis for processing this information

WHERE DOES THIS INFORMATION COME FROM?

We collect information in the following ways:

When you give it to us directly:

You may give us your details to sign up for one of our events, tell us your story, or make a donation.

When you use our website:

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in about this in our cookies section.

When you give it to us indirectly:

Your information may be shared with us by third parties, for example independent event organisers like the London Marathon, and fundraising sites like Enthuse, Just Giving and Much Loved. These independent third parties will only do so when you have indicated that you wish to support Rowans Hospice and with your consent.
Information about you shared by our partner organisations, including Local Hospice Lottery, when you have given your consent to do so.
We may also receive data about you from third parties acting on our behalf who provide us with technical, payment or delivery services. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Social Media:

Communication, engagement and actions taken through external social media platforms that we participate on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or ‘X’, you might give us permission to access information from those services, for example when you publicly tag us in an event photo. When you communicate, engage or take any action on a social media platform, please do ensure that you refer to the terms and conditions of those platforms as well as their privacy policies.

Social Media Advertising

We may use the information you provide us with to target our digital and social media advertising. This could include securely providing contact details such as your name and email address to digital advertisers and social media companies, including but not limited to Facebook, Google and Twitter. By using your data in this way, we will be able to be more efficient in our digital marketing.
Any information we share with social media companies will be shared in an encrypted format and will not be used for their own purposes. You can stop your information being used for this by contacting us at fundraising@rowanshospice.co.uk

Information available publicly:

We supplement information on our supporters with details from publicly available sources such as charity websites and annual reviews, corporate websites, public social media accounts, the electoral register and Companies House in order to create a fuller understanding of someone’s interests and support of Rowans Hospice. Wherever it is practical for us to do so, we will make clear why we are collecting this type of information and what it will be used for.
In some situations, we update our supporters’ personal information using information from public registers or other agencies. For example, we do this to check we have a valid and deliverable postal address for you, or to check if you are registered with the Telephone Preference Service (TPS) or Fundraising Preference Service (FPS).

HOW WE USE YOUR DATA

In simple terms, your personal data is used to help us effectively deliver our charitable services or to help us raise funds for those charitable services.

We have summarised below the different reasons why we do this (these are often referred to as ‘purposes’). How we use your data for these purposes will depend on the nature of our relationship with you.

Marketing and Fundraising	To efficiently raise the voluntary income required to enable us to care for people in Southeast of Hampshire requiring hospice care. To send you marketing including updates about the Hospice, volunteering and various ways you can support Rowans Hospice including fundraising, events and playing our Lottery. To contact you about your regular donations. To process your donation and send you a thank you acknowledgement by mail or email. To manage events and fundraising activities. To ensure as many supporters as possible maximise the value of their donations through Gift Aid and to recover Gift Aid where appropriate.
Sponsorship	To process your donation and send you confirmation. For the recovery of Gift Aid (where you have completed a Gift Aid declaration).
Raffles and Lotteries	If you play our Lottery which is run in partnership with Local Hospice Lottery Ltd. When you sign up to Local Hospice Lottery, you will be given the choice to share your data with the Hospice you support. Your name, address and marketing preferences are shared with us securely monthly and stored on our database. Your data will be treated in line with all other supporters as detailed in this policy. If you cease your contract with Local Hospice Lottery, your data will be shared once again so we can keep our database up to date. Please visit Local Hospice Lottery for their full privacy policy – https://www.localhospicelottery.org/privacy-policy.
Legacies	If you have got in touch with us about leaving a gift in your Will (legacy) to the Hospice, we will manage and administer your pledge.
Events	To process registration fees and administer events, and to communicate with you about the event and, if applicable, the fundraising you agreed to take part in. To collect and store images and videography with the purposes to promote future fundraising events. To obtain relevant information on health or medical conditions, to support the safe participation of event participants.
Media and PR	Contacting you about press enquiries and case studies to help promote our work.
Analysis, targeting and segmentation	To better understand our supporters, customers and volunteers, and allow us to serve you optimised, tailored messages and marketing through segmentation, to find new supporters, and to ensure that we are providing the best possible service. To use public sources to add to our analysis. To better understand how our online services, like our website, are being used so we can improve our services. More information is available in the Cookies section.
Retail trading and online purchases	To fulfil orders for goods and services.
Enquiries and complaints	To enable us to record, consider and reply to enquiries and complaints from members of the public received a variety of ways, including via social media.
Research	To conduct supporter, customer and service user satisfaction surveys and other research to help design and improve our products, services and communications. To carry out research in relation to our supporters and services, including desk research to help identify potential high value supporters.
Photography and videography	To archive and store images and videos for historical interest and to use for event promotion.
Health and Safety while visiting our site	To ensure your health and safety when visiting our sites, including keeping first aid records, a record of arrivals and departures, and the use of CCTV across all sites.

How the law applies to Rowans Hospice use of personal information

Data Protection legislation requires us to make sure that we have a valid ground for processing your data. The law sets out six different grounds for when personal data can be processed (plus additional ones where sensitive data is used) The legal grounds that are most relevant to Rowans Hospice use of your personal information are:

Where you have provided specific Consent
Where we have a Legitimate Interest to do so that has been balanced and does not adversely affect your rights.
Where we have a Contract in place that cannot be fulfilled without processing your information.
Where we have a Legal Obligation to use or disclose information about you; or
We believe it is in the Public Interest to, and this interest is supported by law.

The law sets out an additional ground for processing not listed above, that Rowans Hospice is not currently using. Any changes or additions to the grounds for processing in the future will be updated above.

EVENT PARTICIPATION

When you register to attend or participate in one of our events, we will ask you to provide any relevant medical/health information that will allow us to support you in your participation. This is to ensure your safety and enjoyment of the event. We will also ask you in some cases to provide contact details of a relative or friend in the event of an emergency.

MARKETING AND FUNDRAISING

Rowans Hospice marketing activity helps us to raise the income we need to enable us to support people in Southeast of Hampshire who have a life-limiting illness, are facing the end of life or experiencing bereavement.

Rowans Hospice seeks your consent to send you marketing via email, phone or text message (SMS). If you choose to hear from us in these ways, you will receive news, updates about the Hospice, invitations to take part in research, and general information about volunteering and various ways you can support the Hospice, including fundraising, and events. Examples include a monthly update email, invitations to events, and telephone calls to existing supporters about their regular gifts.

Rowans Hospice relies on legitimate interests to send you marketing and fundraising communications by post, if you have provided a postal address or have given your permission for your address to be shared with us by a third party such as Much Loved, Just Giving or Enthuse. Unless you tell us not to, we will contact you by post with communications we believe you will be interested in. If you would like to opt out of these communications, you can do so at any time by contacting us, see the Contact Us section for details. We also rely on legitimate interest to telephone you if you have signed up to donate regularly, to ask you for your postal address, as well as update you on our work, and to ask you to consider supporting our work financially or increasing your current gift.

When you register to attend or take part in one of our fundraising or challenge events, we will use your information to process the registration fees (if any), administer your participation in the event and provide you with information about the event and fundraising you agreed to take part in.

We will never rent, swap or sell your details for marketing purposes.

FINANCIAL TRANSACTIONS

If you donate to us, or buy something from us, we will process your debit or credit card details. We will also pass your card details securely to our payment-processing partner as part of the payment process. We do this in accordance with the Payment Card Industry Security Standards and do not store the details on our website or databases.

If you have kindly added Gift Aid to your donation to Rowans Hospice, we must record the fact that you are a UK taxpayer and we have to maintain a record of the amount of Gift Aid we have claimed.

When you purchase an item from our online shop, we will collect certain information from you including your name, address, phone number, email address and payment details, so that we can process and send you your item or contact you if we have any queries regarding your purchase.

ANALYSING AND PROFILING

Fundraising and Marketing

It is important for us to know why you choose to support Rowans Hospice, as this helps us to give you the information that is most relevant for you. We will analyse your data to better understand your preferences, to improve our services, and to tailor our marketing communications to you. The information we use to do this will include your current engagement with Rowans Hospice, interests, preferences, and future potential support, such as level of potential donations, so that we can see who may be interested in supporting us or who may be able and willing to give more.

Rowans Hospice also carries out click-through email tracking, which allows us to analyse when an email has been interacted with (for example when an email is opened, or when links within it are clicked). This helps us to better understand the impact of our communications and success of our campaigns. Similarly, we use online analytics tools to analyse how our online services, such as our websites, are being used. This helps us to improve our online services and understand the impact or our marketing activity. More information is available in our Cookies section.

High Value Giving and Research

We undertake research on individuals and organisations to help us to identify potential supporters who are able to make substantial donations or appear to have an interest in our work and who may be able to help us raise substantial donations through their networks or by being involved in our events. We undertake this research based on Legitimate Interest and consider this critical processing to ensure we raise much needed funds and support for our vital work. Where we do undertake such research, we balance your right to privacy with your reasonable expectations that as a high value individual or organisation such processing does take place.

We only ever collect the minimum amount of personal data needed for us to identify whether you would be a prospective donor, and only ever use reliable, trustworthy sources with information that is already in the public domain, such as press coverage, Companies House and LinkedIn. We will never collect and store any special category data (see Types of personal data we collect section for more information on what this is) and will inform you of the processing we undertake in our first communication to you, and in other communications we may make to you as a supporter. As with all personal data processing completed at Rowans Hospice you can exercise your Data Protection Rights at any time, and if you have questions or concerns about our use of your data for research purposes you can contact our Data Protection Officer.

FILMING AND PHOTOGRAPHY

Rowans Hospice organised events

We will only use your image with your consent if you were a participant at one of our events or we have asked you for your consent on the day. Please be advised however that if you are not the focus of the image, we will not usually need to collect your consent, but you may still appear in the background or as part of a crowd. There will always be notices advising where photography is taking place at our events, and prior notification will be provided in the event Terms and Conditions.

Events not organised by Rowans Hospice

Where events are not organised by us, such as national challenge events like the London Marathon, we use photography and film under our legitimate interest. More details will be included in the event terms and conditions.

Case studies

If you have interacted with Rowans Hospice, for example if you been a service user or taken part in a fundraising event, we may ask you if you would be interested in being a case study for us. We only use your case study where we have your consent to do so.

Please be advised that at either Rowans Hospice or third-party events there could be photographers from other organisations, such as press and other media outlets, who we are not responsible for. If you have any concerns or questions about photography at events please speak to the event organisers, or any photographers on the day.

Children

No personal details (including names) of any under 18-year-old participants will be used in any publicity materials without the written consent of their parent or legal guardian. Please be advised however that we may use images where children are incidentally included in the background (for example, images of mass participation in the warm-up exercises, or on the starting line), but only where individuals are not clearly identifiable.

User generated images

Some of our events will also utilise ‘user generated content sharing technology’, allowing participants to share their own images to their social media accounts with an appropriate ‘hashtag’ that will allow us to find the images, and share them via our website. More details will be included in the event Terms and Conditions where this is in place.

DATA RETENTION

We will retain personal information for different periods of time depending on your relationship with Rowans Hospice and in line with our Retention Policy and Schedules, relevant laws and best practice recommendations. For example, if you donate to us, we will keep your financial information for at least seven years after your last interaction with us. When we no longer need to retain your information, we will ensure it is securely erased. If you would like more information on our Retention Policy and Schedules, please contact us.

DATA STORAGE

Rowans Hospice operations are based in the UK and we endeavour to store all our data in the UK or within the European Economic Area (EEA).

Some organisations which provide services to us may transfer personal data outside the EEA for processing purposes, but we will only allow them to do so if your data is adequately protected and in line with legal requirements. This includes, for example, ensuring that appropriate safeguards in relation to international transfers of data are included in contracts, and conducting Data Protection Impact Assessments on the processing activity.

We have in place a robust back up system for all our information, and a business continuity process to ensure that in the event of a situation that affects normal operating procedures we are able to restore information and return to normal operations in a timely and secure manner.

DATA SHARING

Rowans Hospice will not exchange or sell your personal information to another organisation for their own marketing purposes.

In some cases, we may have to share data about you when requested to do so by statutory agencies, such as the police.

We will also share your data with our contracted suppliers, and external service providers, such as our:

email service providers.
fulfilment houses.
marketing and fundraising agencies.
our Lottery partner, Local Hospice Lottery.
advertising platforms: We may provide your email address and phone number to advertising platforms such as Facebook and Google (to determine whether you are a registered account holder with them) to analyse whether your website visit occurred due to seeing a Rowans Hospice advert. Your data is sent in an encrypted format which the social media provider can only view if you have an account, data belonging to individuals who do not have an account is deleted. This information helps us to determine how our advertising is performing.
Friends of Rowans Hospice, for the purposes for which it was obtained.

In these situations, the relationship between Rowans Hospice and the third-party supplier will be governed by a contract and strict security requirements will be in place to protect your personal information. In addition, we undertake due diligence and Data Protection Impact Assessments on the third parties we work with before sharing any personal data with them.

YOUR DATA PROTECTION RIGHTS

When Rowans Hospice is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask Rowans Hospice to stop using your personal information for direct marketing purposes. Simply contact us and we will amend your contact preferences.

You also have the following rights:

RIGHT TO BE INFORMED

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

RIGHT OF ACCESS

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

RIGHT OF ERASURE

You have the right to be forgotten (i.e., to have your personally identifiable data deleted). 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.

RIGHT OF RECTIFICATION

If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.

RIGHT TO RESTRICT PROCESSING

In certain situations, you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

RIGHT TO DATA PORTABILITY

you can ask us to send a copy of your information to another organisation where processing is automated. Although we don’t currently carry out any such processing. If we do in future, you can make a request and this data can be exported from our systems for you.

RIGHT TO OBJECT

you have an absolute right to stop the processing of your personal data for direct marketing purposes, as well as the right to object to other processing activities.

RIGHT TO OBJECT TO AUTOMATED DECISIONS

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.

You can contact us at any time if you want to exercise any of these rights.

NOTIFICATION OF CHANGES TO THIS PRIVACY POLICY

This Privacy Policy may change from time to time. For example, we will continue to update it to reflect new legal requirements. Please visit this website page to keep up to date with the changes to our Privacy Policy.

WHAT TO DO IF YOU ARE NOT HAPPY

In the first instance, please talk to us directly so we can help resolve any problem or query. You can reach our Fundraising team on:

Phone: 02392 250001

Email: fundraising@rowanshospice.co.uk

Post: Fundraising Supporter Care and Database Officer, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville, Hants PO7 5RU

You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about the way your information is being processed using their help line 0303 123 1113 or at www.ico.org.uk

CONTACT US

If you have any questions about this Policy, or about how Rowans Hospice manages your data, please contact our Fundraiser Supporter Care and Database Officer or Data Protection Officer:

For general enquiries, complaints and compliments

Supporter Care

Phone: 02392 250001

Email: supportercare@rowanshospice

Post: Fundraiser Supporter Care and Database Officer, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville, Hants PO7 5RU

For personal data rights requests and data protection complaints and queries:

Data Protection Officer:

Phone: 02392 250001

Email: dpo@rowanshospice.co.uk

Post: Data Protection Officer, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville, Hants PO7 5RU

COOKIES

Cookies are small text files on your device. They are made by your web browser when you visit a website. Every time you go back to that website, your browser will send the cookie file back to the website’s server. They improve your experience of using a website for example, by remembering your preference setting and by measuring your use of a website to ensure that it meets your need. You can find more information about Cookies at www.allaboutcookies.org. Our Cookie policy is here.

Disabling Cookies

You can manually delete old cookies and stop cookies from being saved to your hard drive in the future.

Patients and patients representatives

Patients and Patient Representatives Privacy Notice

We are committed to protecting and respecting your privacy as a patient or family member or carer of the patient.

WHO WE ARE

Rowans Hospice supports people across Southeast Hampshire who have a life-limiting illness, are facing the end of life or experiencing bereavement.

DATA PROTECTION

We care about your personal data and ensuring that you are informed about how we use it. Rowans Hospice promises to protect your data, and to manage any information you share with us in line with data protection laws.

Rowans Hospice processes your personal data in accordance with the legal requirements set out in the following Data Protection legislation:

Data Protection Act 2018 (DPA2018)
UK General Data Protection Regulations (UK GDPR)
Privacy and Electronic Communication Regulations (PECR)

This Privacy Policy sets out how and why Rowans Hospice will collect and use your personal data in line with the above legislation, to ensure you remain informed and in control of your information.

Please read this privacy notice carefully, along with our Terms and Conditions and any other documents referred to in this notice, to understand how we collect, use and store your personal information.

If you have any questions about how Rowans Hospice processes your information, please get in touch using the details in the Contact us section.

WHY WE PROCESS INFORMATION ABOUT YOU

In order to support your care, health professionals maintain records about you. We take great care to ensure your information is kept securely, that it is up-to-date, accurate and used appropriately. All of our Hospice staff are fully trained to understand their legal and professional obligations to protect your information and will only look at your information if they need to. They will only look at what they need to in order to do things like arrange to visit you, give palliative care advice, provide you with care and, if necessary, refer you on to other services.

Your care will sometimes be discussed with colleagues within the service to ensure that your care is co-ordinated and/or to obtain further advice from other team members (e.g. doctors, occupational therapists, pharmacists, physiotherapists, psychologists, nurse specialists, dieticians, chaplains, social workers, patient equipment and transport services etc).

We have a small number of highly skilled volunteers who may be involved in processing your data in order to deliver care and support, for example, in Bereavement Support, Chaplaincy and Complementary Therapy. We always ensure that these volunteers receive appropriate training, supervision, support and audit.

WHAT IS OUR LEGAL BASIS FOR COLLECTING YOUR DATA?

We will process your data when:

When we have your consent to use your information
When it is necessary for compliance with a legal obligation to which we are subject (for example a change in the law)
When there is a legitimate interest to do so – for example, in order to fulfil our duty of care to you
When it is in the public interest to do so (for example, a notification of infectious diseases (NOID) that need to be reported to the Local Authority health protection team)
Where data disclosure may be required by law, for example to government bodies and law enforcement agencies

SPECIAL CATEGORY DATA

We may process sensitive personal data which includes racial or ethnic origin; sexual orientation; political opinions; religious or philosophical beliefs and data concerning your health.

The primary additional basis for processing that we rely on is Article 9(2)(h) where the processing is for the purposes of preventive or occupational medicine, for the assessment of the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services based on legislation or pursuant to contract with a health professional.

The relevant basis in UK law is set out in the Data Protection Act (DPA) 2018, in Schedule 1 condition 2.

Article 9(3) of the UK GDPR contains the additional safeguard that the Hospice can only rely on this condition if the personal data is being processed by (or under the responsibility of) a professional who is subject to an obligation of professional secrecy.

Section 11 of the DPA 2018 makes it clear that in the UK this includes:

(a) a health professional or a social work professional; or
(b) another person who in the circumstances owes a duty of confidentiality under an enactment or rule of law.

Article 9(2)(f) permits us to process special category data where the processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

Article 9(2)(c) permits us to process special category data where the processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.

Article 9(2)(g) permits us to process special category data where the processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

The relevant basis in UK law is set out in section 10(3) of the DPA 2018. This means that we should also meet one of the 23 specific substantial public interest conditions set out in Schedule 1 (at paragraphs 6 to 28).

Subject to the conditions and safeguards and Schedule 1 of the Data Protection Act 2018, the Hospice relies on (6) our statutory purposes as a healthcare provider, (16) where we support individuals with a particular disability or medical condition, (17) for our Counselling services and (18) where we need to safeguard children and individuals at risk.

INFORMATION ABOUT YOUR FAMILY MEMBERS, CARERS AND OTHERS THAT YOU IDENTIFY AS IMPORTANT TO YOU

We record names and contact details about your family members, carers and others that you identify as important to you in order to:

Keep them informed of changes in your situation (unless you ask us not to)
Ensure they are involved in planning that might affect them as well as you (e.g. if we were arranging for health or other professionals to visit you at home, or for equipment to be delivered)
Offer support, including emotional and psychological support, if needed
Where Next of Kin or family details are provided within clinical services, this information will be shared with our Fundraising team to enable invitations to memorial events to be sent to loved ones.
Offer bereavement support if you were to die.

WHAT INFORMATION DO WE HOLD ABOUT YOU

We use a combination of electronic and paper records and working practices and technology to ensure that your information is kept confidential and secure. Records which the Hospice hold about you may include the following information:

Your age, contact details and next of kin
Your racial or ethnic origin, sexual orientation, and religious or philosophical beliefs
Details of your referrals, appointments, telephone calls, clinic visits etc.
Records about your symptoms and concerns, illnesses, medications, treatment and care
Results of investigations, such as laboratory tests, x-rays, etc.
Information from other health professionals, relatives or those who care for you.
We may also take photographic images of you for medical purposes, with your prior consent, such as in the case of pressure ulcers. These will be processed only to assist in your care.

CCTV SYSTEM

We operate a Closed-Circuit Television (CCTV) surveillance system throughout the hospice premises with images being monitored and recorded. The system is owned, operated and managed by Rowans Hospice. It is used for maintaining public safety, the security of property and premises and for the detection, prevention and investigating of crime.

Disclosure of recorded material will only be made to third parties in accordance with the purposes of the system and in compliance with Data Protection legislation.

WHERE DO WE GET INFORMATION ABOUT YOU FROM

In additional to the information that you, your family and any carers give to us, we often obtain information from:

The health professional referring you to our service such as your GP
Records of investigations (e.g. imaging, biopsy and blood results), clinic letters and discharge summaries available electronically from local and mainland hospitals via their secure electronic information systems
Other professionals already involved in, or who can give help and advice about, your care.

PATIENT DATA SHARING

SHARING INFORMATION WITHIN ROWANS HOSPICE

Members of the hospice team looking after you may share your personal information with each other, for example, details about you and your family’s contact details, and notes and reports about your health and the care you need. This team may include nurses, doctors, therapists, pharmacists and clerical support staff plus students and trainees in medicine or other health and social care professionals who are looking after you.

SHARING INFORMATION OUTSIDE ROWANS HOSPICE

Often it is necessary to share your information with professionals in other services who may be directly involved with your care or if you need treatment elsewhere. This helps provide seamless care amongst partner organisations providing care to you. Such professionals might, for example, include:

Your GP Practice
Acute Hospital Trusts
Community Nurses
Ambulance Services
Integrated Care Board
Social Care Services
Fire and Rescue Services
Police and Judicial Services
Local Authorities
Voluntary Sector providers such a patient groups or health charities
Private Sector providers
Funeral Directors

In most circumstances you will be informed who your data will be shared with and in some cases asked for explicit consent for this to happen.

HOW WE USE THE DATA WE COLLECT ABOUT YOU

We use your personal data for a number of purposes including the following:

Information relating to diagnosis, treatment and care will be shared across our multi-disciplinary hospice and hospital teams to ensure all our healthcare professionals are updated for continuing care.
Advising patient representatives (keeping in touch).
If appropriate, information will be shared with external healthcare professionals such as GP’s, Hospitals and other involved health care professionals, such as our contracted Pharmacy.
For medical research and educational purposes.
On exceptional occasions, disclosing your data may be required by law, for example to government bodies and law enforcement agencies.

Rest assured, we never share, sell, swap or rent your data to third parties for marketing purposes.

DATA STORAGE

Like all healthcare providers, the Hospice uses an electronic clinical records programme to store your personal information. We also hold a small amount of information on paper (e.g. medication prescriptions, summaries of care and information required in the event of an electrical failure etc. when the electronic system cannot be accessed).

We have up-to-date security software and regularly review our procedures and technical measures to protect your data. Your data will be kept in a secure environment with access restricted on a need-to-know basis.

We don’t keep your data for longer than is necessary for the purpose for which it is obtained, in accordance with our internal policies. If you require any further information, please contact the Data Protection Officer at the address provided at the end of this privacy notice.

TRANSFERRING YOUR DATA OUTSIDE THE UK

Personal data will not be transferred to a country or territory outside the UK unless there is a specific operational or medical reason to do so, in which circumstance we are obliged to ensure that the country concerned ensures an equal level of data security/protection and confidentiality procedures (i.e. compliant with the UK General Data Protection Regulation) for your rights and freedoms, in relation to the processing and storage of personal data.

HOW WE LOOK AFTER YOUR DATA

We never use clinical data for educational or research purposes without encrypting or anonymising so that no recognisable personal information is released.

This privacy notice is reinforced with our internal policies such as Confidentiality and Information Governance.

We are committed to protecting your privacy and will only use personal data that we collect lawfully, in line with all current applicable data protection laws and regulations. Our compliance is mandatory and governed by the Information Commissioners Office (details on request).

To monitor the protection of Data we have an appointed Caldicott Guardian who is a senior person responsible for ensuring the confidentiality of patient and service-user information.

In addition, we have a Data Protection Officer who advises on all matters concerning data and its securities.

The Hospice participates and contributes to efforts by the NHS to use your information in an anonymous and safe way to:

protect the health of the public
help us anticipate, plan and provide care
audit, review, monitor and evaluate the quality of services provided.

Information used for these purposes will not identify you but if you would like further details about this, or if you do not want us to use your information in this way, please contact the Hospice Data Protection Officer at the address provided at the end of this privacy notice.

DATA RETENTION

Records of clinical care often inform future clinical decision making, for example, responses to medication such as allergies and diagnoses that might recur in the future. Therefore, your details will be held on our systems after you have been discharged from the Hospice so that your patient record can be shared across various services in the event that it needs to be accessed by other professionals to ensure decisions about any future treatment are informed.

YOUR DATA PROTECTION RIGHTS

You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all the information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise or defend our legal rights.

You have the right to be informed about how we use the data you provide. We will try to be as transparent as possible in our interactions with you. Any time you give us personal information you have a right to be informed about why we need it and how we will use it. You can find most of the information you need in this Privacy Notice.

You have right of access to any of your personal data that we hold about you. You can contact us at any time to gain information about what data we hold about you and why we hold it.

If you make a formal request, we will acknowledge your request and will first require you to prove your identity. We may also ask you for information about any specific information you are seeking to help us make sure we meet your request fully and speed up the process.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

We will provide you with the information that you are entitled to as soon as possible and without unreasonable delay and at the latest within one month of your identity being verified by us.

In exceptional cases, we may extend the period of compliance by a further two months if the request(s) are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.

In most cases, we do not charge a fee to comply with a request.

However, we can charge a ’reasonable fee’ for the administrative costs of complying with a request if:

it is manifestly unfounded or excessive; or
an individual requests further copies of their data following a request.

You have the right to have any personal data we hold corrected at any time if you believe it to be inaccurate, e.g. the spelling of your name or your contact information.

You also have the right to ask for our processing of your personal data to be restricted. For example, if you are contesting the accuracy of data we are using about you. In such case we will restrict our processing while we verify the accuracy of the data that we hold.

You can also ask for certain information about you to be deleted. For example, if you are moving out of the area.

In certain cases, we will be unable to delete your information if there are statutory grounds to retain it (i.e. HMRC or other legal requirements).

You have the right to data portability where processing is automated, although we don’t currently carry out any such processing. If we do in future, you can make a request for this data to be exported from our systems for you.

You have the right to ask us not to process your personal data for marketing or profiling purposes.

You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting either the Information Governance Lead or our Caldicott Guardian:

Email: Caldicott.Guardian@stmichaelshospice.org.uk

Post: Caldicott Guardian, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville, Hants PO7 5RU

To help us keep your personal information accurate and up to date, please tell us about any changes by writing to:

For personal data rights requests and data protection complaints and queries:

Data Protection Officer:

Phone: 02392 250001

Email: dpo@rowanshospice.co.uk

Post: Data Protection Officer, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville, Hants PO7 5RU

NOTIFICATION OF CHANGES TO THIS PRIVACY POLICY

Employees and job applicants

Employees and Job Applicants Privacy Notice

This privacy notice is intended to let you know how and why we use the data you provide to us. You don’t need to do anything – but please read this document carefully. We may update this notice from time to time, so please check it regularly.

WHO WE ARE

Rowans Hospice supports people across North Hampshire who have a life-limiting illness, are facing the end of life or experiencing bereavement.

DATA PROTECTION

Rowans Hospice processes your personal data in accordance with the legal requirements set out in the following Data Protection legislation:

Data Protection Act 2018 (DPA2018)
UK General Data Protection Regulations (UK GDPR)
Privacy and Electronic Communication Regulations (PECR)

This Privacy Policy sets out how and why Rowan Hospice will collect and use your personal data in line with the above legislation, to ensure you remain informed and in control of your information.

If you have any questions about how Rowans Hospice processes your information, please get in touch using the details in the Contact us section.

Personal data only includes information relating to living individuals where they can be either:

directly identified from a piece of information
indirectly identified from a combination of information

Sensitive personal data is a type of data that reveals or concerns an individual’s:

race or ethnic origin
political opinions
religious or philosophical beliefs
trade union membership
genetic data
biometric data (when used for identification purposes)
health
sex life
sexual orientation

WHAT DATA TO WE COLLECT ABOUT YOU?

We collect personal data about you for employment purposes, with the aim of meeting the regulatory and contractual obligations to enable us to carry out our duties as an employer. This includes processing your pay and pension, providing information for statistical purposes, and ensuring that all health and safety standards are successfully complied with.

The personal data we collect includes:

Your contact details, such as name, postal address, date of birth, gender, ethnicity telephone number and email address
bank account details, national insurance number and tax status
information about next of kin and emergency contacts
Copies of qualifications and professional registration numbers (e.g. NMC, GMC)
recruitment information including right to work documents, CVs and covering letters and Pre-employment references, pre-employment health questionnaire and photoVehicle registration details, Proof of ID /Proof of right to work in the UK
CCTV Footage
Any information you choose to share with us (such as information for statistical purposes)
Information you may send to us or enter onto our website (such as speculative CV’s or Application Forms).

WHERE DOES THIS INFORMATION COME FROM?

We collect information in the following ways:

When you give it to us directly

You may give us your details in order apply for a role with us

When you use our website

When you apply for a job on our website. Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in about this in our cookies section.

When you give it to us indirectly

Your information may be shared with us by third parties, for example recruitments organisations when you have given them permission to do so.

HOW WE USE YOUR DATA

We use your personal data for a number of purposes including the following:

to process job enquiries and expressions of interest
to complete our recruitment process
to process the details of your contract of employment, pay and pension, and keep a record of employment related matters
to deliver our services as an employer
for our own internal administrative purposes
for statistical purposes appropriate to our services
to comply with relevant laws and regulations
allowing Rowans Hospice to build a comprehensive picture of its workforce including its diversity
shaping the development and retention of its employees
shaping the development of its policies
allowing employees to be properly paid
allowing employees to have the appropriate employee benefits provided

By law we’re allowed to process your data for one or more of the following reasons:

you have provided consent
in accordance with a contract of employment
it is necessary for us to be legally compliant
due to a public task
there is a legitimate interest to do so (e.g. in our role as an employer)

We will never share, sell, swap or rent your data to third parties for marketing purposes.

There may be occasions where Rowans Hospice shares data it has collected with third parties. These instances may include but are not limited to:

when requested to by law
ensuring the safety and/or wellbeing of someone
when references are requested from other employers
facilitate a contract of employment

We will always keep your data secure and confidential. However, disclosure may be required by law, for example to government bodies and law enforcement agencies.

DATA RETENTION

We don’t keep your data for longer than is necessary for the purposes for which it is processed. This is in accordance with our Retention Policy and Schedules, which adheres to the requirements of the UK GDPR.

DATA STORAGE AND SECURITY

We have security procedures, rules and technical measures to protect your data. Your data will be kept in a secure environment with access restricted to a need-to-know basis.

HOW DO YOU UPDATE YOUR PERSONAL DATA?

We want to make sure that your personal data is accurate and up to date. Please let us know if your details change.

To let us know of any changes please contact:

Human Resources

Rowans Hospice, Purbrook Heath Road, Waterlooville, PO7 5RU.

Email – hr@rowanshospice.co.uk

Tel. 02392 250001

YOUR DATA PROTECTION RIGHTS

You also have the following rights:

RIGHT TO BE INFORMED

RIGHT OF ACCESS

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

RIGHT OF ERASURE

RIGHT OF RECTIFICATION

If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.

RIGHT TO RESTRICT PROCESSING

In certain situations, you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

RIGHT TO DATA PORTABILITY

You can ask us to send a copy of your information to another organisation where processing is automated. Although we don’t currently carry out any such processing. If we do in future, you can make a request and this data can be exported from our systems for you.

RIGHT TO OBJECT

You have an absolute right to stop the processing of your personal data for direct marketing purposes, as well as the right to object to other processing activities.

RIGHT TO OBJECT TO AUTOMATED DECISIONS

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.

You can contact us at any time if you want to exercise any of these rights.

For personal data rights requests and data protection complaints and queries:

Data Protection Officer: dpo@rowanshospice.co.uk

Phone: 02392 250001

Post: Data Protection Officer, Rowans Hospice, Purbrook Heath Road, Waterlooville, PO7 5RU.

NOTIFICATION OF CHANGES TO THIS PRIVACY POLICY

COOKIES

Disabling Cookies

You can manually delete old cookies and stop cookies from being saved to your hard drive in the future.

Volunteering

Volunteering Privacy Notice

Who we are

Rowans Hospice supports people across South East Hampshire who have a life-limiting illness, are facing the end of life or experiencing bereavement.

Data protection

Rowans Hospice processes your personal data in accordance with the legal requirements set out in the following Data Protection legislation:

Data Protection Act 2018 (DPA2018)
UK General Data Protection Regulations (UK GDPR)
Privacy and Electronic Communication Regulations (PECR)

This Privacy Policy sets out how and why Rowans Hospice will collect and use your personal data in line with the above legislation, to ensure you remain informed and in control of your information.

If you have any questions about how Rowans Hospice processes your information, please get in touch using the details in the Contact us section below.

What data do we collect about you?

Personal data we collect may include one or more of the following, depending on your volunteer role:

your name, date of birth, contact address, telephone number(s), e-mail address, emergency contact information
records of your correspondence with us
reference information
health conditions
relevant information to process a DBS application
DBS certificate number and date
details of criminal convictions
equal opportunities monitoring data
vehicle registration and insurance details as appropriate
school information
copies of relevant qualifications and professional registration numbers as appropriate
information you may enter onto the website
any information you choose to share with us (such as relationships to other supporters/volunteers).

Where does this information come from?

We collect information in the following ways:

When you give it to us directly

You may give us your details when you apply to volunteer with us

When you use our website

When you apply to be a volunteer on our website. Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in about this in our cookies section.

When you give it to us indirectly

Your information may be shared with us by third parties when you have given them permission to do so.

How we use the data we collect about you?

We use your personal data for a number of purposes including the following:

to process volunteer enquiries and expressions of interest
to complete the volunteer recruitment process
to support your ongoing volunteering relationship with us
to share your information with your line manager so that they can effectively support you
to send you information linked to your volunteering at the Hospice, for example information about new volunteer roles and volunteering events.
for our own internal administrative purposes and to keep a record of your relationship with us
to manage your communication preferences i.e. how you have chosen to be contacted
to carry out research and surveys about our services
to analyse internal volunteering trends and processes
to comply with applicable laws and regulations.

By law we’re allowed to process your data for one or more of the following reasons:

you have given consent
it is necessary for us to be legally compliant
there is a legitimate interest to do so (for example, to communicate with you about your role as a volunteer)

Rest assured, we never share, swap, rent or sell your data to third parties for marketing purposes.

Sometimes we need to share information with authorised people or organisations, for example some of our volunteering programmes work in partnership with other organisations. You would be informed of this relationship in advance and we only provide authorised parties with the data they need to deliver relevant services and ensure they have the same or equivalent securities and confidentiality processes.

We will always keep your data secure and confidential. However, disclosure may be required by law, for example to government bodies and law enforcement agencies.

DATA RETENTION

We do not keep your data for longer than is necessary for the purposes for which it is used. This is in accordance with our Retention Policy and Schedules, relevant laws and best practice recommendations.

Complaints

MAKING A COMPLAINT

If a data subject wishes to complain about how Rowans Hospice have handled their personal data they should contact Rowans Hospice Data Protection Officer: dpo@rowanshospice.co.uk

If you remain unhappy with how Rowans Hospice have used your data after raising a complaint with them, you can complain to the Information Commissioner’s Office.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

The ICO’s helpline number is 0303 123 1113 or you can make a complaint online.

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At Rowans Hospice, we are dedicated to safeguarding your personal information and being open about how we use it. We handle your data in line with all relevant data protection laws and will only use it in ways you would reasonably expect.

This section includes a series of privacy statements that explain in more detail how we process your personal data, depending on your relationship with us.

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