Privacy Policy

Rowans Hospice Privacy Notice

Read the General Information

and then jump to the section relevant to you:

Privacy Notice - Supporter
Privacy Notice - Employment, Volunteering, Learning & Development and Clinical Education
Privacy Notice - Patients, Families and Carers
Privacy Notice - Finance (Customers, Suppliers, Current Employees, Volunteers and Supporters
Privacy Notice - Legacies

 


Privacy Notice

Rowans Hospice (RH) is a local charity in Portsmouth and South East Hampshire that provides specialist palliative care and hospice care across a number of services.  Further information about us can be found on our About Us page. For the purpose of the General Data Protection Regulation 2016/679 (GDPR), the data controller is Rowans Hospice, Purbrook Heath Road, Waterlooville, Hampshire, PO7 5RU.

Our Data Protection Officer (DPO) can be contacted at dpo@rowanshospice.co.uk

 

Data Subject Rights

Under the GDPR you have rights as an individual which you can exercise in relation to the information we hold about you. The specific rights are;

  • The right of access to allow individuals to be aware of and verify the lawfulness of the processing in relation to personal data.
  • The right to rectify personal data if it is inaccurate or incomplete.
  • The right to be forgotten enabling an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.
  • The right to withdraw consent, at any time, to the holding and processing of personal data. This is only applicable where consent is relied upon as the grounds for data processing. You will not be penalised for wishing to withdraw consent.
  • The right not to be subject to automated decision taking, including profiling.
  • The right to transparency
  • The right to data portability
  • The right to lodge a complaint with a supervisory authority.

 

Access to personal information

RH tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to;
  • tell you the envisaged retention period;
  • remind you of your right to correct, erase, or restrict the processing of the data;
  • tell you how we collected the information;
  • give you details of any regulated automated decision making, and;
  • let you have a copy of the information in an intelligible form.

To make a request to RH for any personal information we may hold you need to put the request in writing addressing it to our DPO at dpo@rowanshospice.co.uk or DPO, Rowans Hospice, Rowans Hospice, Purbrook Heath Road, Waterlooville, Hampshire, PO7 5RU.

In all cases we will respond to your request within one month.

RH tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

If you would like to make a complaint about the way we have processed your personal information, you should contact the DPO at dpo@rowanshospice.co.uk.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of RHs collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to dpo@rowanshospice.co.uk.

 

Data Sharing Within RH

For RH to be capable of delivering a comprehensive service, it will be necessary at times to share data between departments within RH.

 

Links to other websites

This Privacy Notice does not cover the links within this notice linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

 

Changes to this Privacy Notice

We keep our Privacy Notice under regular review. This Privacy Notice was last updated May 2018.

 


Rowans Hospice Privacy Notice - Supporter

This section refers to the information Rowans Hospice (RH) will process in relation to donations; event registrations & sponsorship; Lottery memberships; and donating items to our charity shops.

The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will not store any of your information outside of the European Economic Area.

RH is the data controller for the information you provide with a donation, event registration or Lottery membership unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at fundraising@rowanshospice.co.uk

 

What will we do with the information you provide to us?

All of the information you provide will be used for the legitimate purpose of processing your donation; entering you into the event you have registered for; administering your Lottery membership; logging your donated items; or to fulfil legal or regulatory requirements if necessary.

We will use the contact details you provide to us to contact you regarding the event you have entered, your Lottery membership, if we have any queries with your donation or to let you know about the sale of your donated items.

If you have given us consent to send you our newsletter, fundraising communications or raffle mailings, these mailings may be processed by a third party data processor (please see below).

 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to process your donation, event registration or Lottery membership. You don’t have to provide what we ask for but in the case of event registrations and Lottery membership, it may result in us not being able to register you on an event or completing your membership application if you don’t.

 

Use of data processors

Data processors are third parties who provide elements of our marketing mailing service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely, retain it for the period we instruct and then destroy it in a safe and secure manner.

 

Donorflex

Donorflex is the supporter database that is used for logging all financial donations, event registrations & sponsorships, and Lottery memberships. Your personal details will be held on this database from when we receive them with your donation/event registration/Lottery membership indefinitely.

Data is kept for analysis of support methodology including but not restricted to: how donations are received, the geography of where support comes from, the reasons monies are received. This enables us to plan better for how support may be received in the future. The Donorflex database is password protected with restricted access.

 

Itineris

Itineris Limited is our website host, and all information provided via our website, www.rowanshospice.co.uk, is processed by Itineris.

Here is a link to the Itineris Privacy Notice: https://www.itineris.co.uk/privacy/

 

Sagepay

All online donations and registrations are processed through Sagepay. They only pass on necessary personal data for us to process the monies – your name, address, amount paid, date & time of payment, authorisation code. Access to this information is password protected with restricted access.

Here is a link to the Sagepay Privacy Notice:

 

TT Mail

TT Mail is the email system that is used for either administrative or marketing emails to be sent out. Only relevant data is uploaded to the system, for sending out the relevant emails. Access to TT Mail is password protected with restricted access.

The data for marketing emails is removed two weeks after the email has been sent.

The data for event administrative emails is removed once the event has taken place.

The data for any other administrative emails is removed two weeks after the email has been sent.

 

Lottery Fundraising Services Ltd

The personal data of lottery members signed up by our canvassing agency is input to their database, and then sent securely to RH. The data is kept on the database held by Lottery Fundraising Services Ltd for a period of one year from the date of sign up, in line with the contract held between RH and Lottery Fundraising Services Ltd. All data transfers are via a secure, password protected FTP site with restricted access.

Here is a link to Lottery Fundraising Services Ltd’s Privacy Notice:

 

Kudos

Kudos is the till system used in our charity shops. It is also used to store the personal details of supporters that donate items to our shops, who have informed us that they are a tax payer and that we can claim Gift Aid on the sale of their donated items. The supporter details are kept on the system indefinitely, in case of future donations being made, or requests from HMRC.

 

How long is the information retained for?

Please refer to the Donorflex, TT Mail, Lottery Fundraising Services and Kudos sections above for details on how long your personal data is held onto for.

Online donation and event registration data is also held on password protected electronic cashbook spreadsheets for seven years.

 

Data Sharing

We will only share your personal data with third parties where necessary, and only the required data will be shared.

Examples of where your data may be shared include with HMRC in relation to a Gift Aid claim, and with event third parties where necessary for event security.

 

Marketing

In order to mail marketing materials to an individual (either by post or by email) we ask for explicit consent and record exactly how and when we received that consent on Donorflex. A copy of the form containing the consent is also scanned and kept on file electronically. Once scanned, any paper or electronic form is then securely destroyed.

We make it easy for individuals to withdraw consent or change their mailing preferences at any time by completing the online form: (https://www.rowanshospice.co.uk/contact-us/contact-preferences).


Rowans Hospice Privacy Notice for Employment, Volunteering, Learning and Development and Clinical Education

This section refers to the information Rowans Hospice will process in relation to prospective, current and former employees and volunteers, workers (including agency, casual and contracted staff), trainees and those carrying our work experience. This section will also refer to the information Rowans Hospice will process in relation to learning and development opportunities for employees and volunteers, and to the management of information relating to clinical education provided by Rowans Hospice for external delegates.

The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will not store any of your information outside of the European Economic Area.

The following provides information in a question and answer format

 

What will we do with the information you provide to us?

  • Recruitment and Selection

All of the information you provide during the recruitment and selection process will only be used for the legitimate reason of progressing your application, or to fulfil legal or regulatory requirements as necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes.

We will use the contact details you provide to us to contact you to progress your application. We will use equality and diversity information for monitoring purposes. We will use the other information you provide to assess your suitability for the role you have applied for.

  • Employment or Volunteering

Other information that you provide during the course of your employment or volunteering will be used to legitimately and appropriately manage the employment contract or volunteering relationship. This could be information relating (but not limited) to the, updating of personal contact details, renewal of professional memberships, provision of benefits, provision of training or disclosing medical conditions.

Where appropriate, information will be shared with managers through the recruitment and selection process.

  • Clinical Education

All of the information you provide for education enrolment will be used for the purpose of processing your course booking, facilitation of training for a service and the assessment/accreditation process for specific courses. We will not share any of the information you provide with any third parties for marketing purposes.

We will use the contact details you provide to us to contact you regarding the course/training event for which you have enquired. With consent, we will hold your contact details to enable us to share direct marketing information regarding upcoming clinical education events that may be of interest.

 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

  • Recruitment and Selection

During the recruitment and selection process you will be asked to share your basic contact details as well as your employment and education history. Owing to the vulnerability of people receiving healthcare, you will also be asked to disclose details of any criminal convictions. The processing of criminal offence data for this purpose meets the conditions of the Data Protection Bill.

  • Application Stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equality and diversity information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

  • Shortlisting Stage

The hiring managers will shortlist applications for interview with the support of People Services. They will not be provided with your equal opportunities information if you have provided it.

  • Assessment Events

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Rowans Hospice.

If you are unsuccessful following assessment for the position you have applied for, we will retain your details for a period of three months. During this time we would proactively contact you should any further suitable vacancies arise.

  • Employment and Volunteering

Should you be successful in securing employment or a volunteering position with Rowans Hospice you will be required to ensure that any changes to your basic personal details are shared, this could include; name, address, bank details, emergency contact, professional memberships etc. You will also be asked to share information relating to sickness absence and on occasion, where necessary, your medical history. The processing of health information is necessary for the purpose of assessing the working capacity of the employee or volunteer.

The information we ask for is used to assess your suitability for employment or volunteering, and subsequently manage the employment contact or volunteer relationship. You don’t have to provide what we ask for but it might affect your application or the way in which we can support you if you don’t.

  • The offer of employment or a volunteering role

If we make an offer of employment or a volunteering role we will ask you for information so that we can carry out pre-employment/volunteering checks. You must successfully complete pre-employment/volunteering checks as the offer is conditional upon them being satisfactory. We are required to confirm the identity of our employees and volunteers, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our premises with original documents, and photocopies.
  • Proof of your qualifications – you will be asked to attend our premises with original documents and photocopies or membership numbers.
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • Where applicable you will be asked to complete a Disclosure and Barring Service (DBS) application form for a Criminal Record check via the Disclosure and Barring Service, which will verify your declaration of unspent convictions.
  • In order to obtain references we will contact your referees directly, using the details you provide in your application.
  • We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor Drayton Medical Services (please see below).

To complete your personal file and process your employment contract or volunteering activities efficiently and effectively, we will also ask you for the following as applicable:

  • Bank details – to process salary and/or expenses payments.
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • Membership of a NHS Pension scheme – As a directional employer you may be eligible to re-join your previous scheme.

 

  • During employment or volunteering

Throughout your employment or volunteering at Rowans Hospice you will be required to ensure that any changes to your basic personal details are shared, this could include; name, address, bank details, emergency contact etc. You will be asked to update this via People Zone which is a HR record system.

  • Professional Memberships and Insurances

If your employment or volunteering position is conditional upon a valid membership or insurance, evidence of renewal will be requested.

  • Management of Short and Long Term Sickness Absence

It will be necessary for you to share basic information relating to reasons for sickness absence from work. Where we have cases of prolonged or persistent sickness you may be asked to disclose more detailed information relating to your medical history or medical condition. We use occupational health services to advise and guide us appropriately on individual cases of prolonged or persistent sickness. You will be reminded of your rights at the time an occupational health referral is requested.

  • Maternity / Paternity / Adoption / Parental Leave

You will be asked to provide documentation and information that confirms your eligibility to take leave.

  • Clinical Education

The information we ask for education and training is used to book the course you are interested in. You don’t have to provide what we ask for in relation to courses on the booking form but it may result in us not being able to register you onto a training event or completing your assessment or accreditation application if you don’t.

We will also ask separately to send further information regarding future courses if consent has been given. You can specify whether you wish to be contacted via email or post in the consent process.

 

Who assists us when processing your data?

Data processors are third parties who provide elements of our people service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

 

CIPHR and People Zone

CIPHR is an internally used HR records system. People Zone is the self-service ‘kiosk’ front end of the system that is accessible by employees and volunteers.

Your personal details will be held on CIPHR from the point at which you are an applicant in our recruitment and selection process, until seven years post termination of employment or a volunteering role.

All information relating to, your employment or volunteering role is added to CIPHR and will continue for the duration of your time with Rowans Hospice.

Here is a link to CIPHR Privacy Notice:

www.ciphr.com/privacy-notice

 

Bond Payroll Services

If you are employed by Rowans Hospice, relevant details about you will be provided to Bond Payroll Services who provide outsourced payroll services to the Rowans Hospice. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

For more information please contact their Data Protection Officer on; dpo@fmpglobal.com

 

Pension Providers

Your details will be provided to NHS Pensions who are the administrators of the NHS Pension Scheme of which RH are members, or Royal London, who are the administrators of the Rowans Hospice Auto Enrolment Pension Scheme. You will be enrolled into the pension scheme and details shared with the provider will be your name, address, date of birth, National Insurance number, pension reference number and salary. Your bank details will not be passed to the provider at this time.

Here is a link to Royal London Privacy Notice:

www.royallondon.com/legal/privacy

 

 

Drayton Medical Services

Drayton Medical Services provide our Occupational Health service. If we make you an offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

Your offer pack will contain a paper version of the questionnaire which, once complete, we ask you to send direct to Drayton Medical Services. The information you provide will be held by Drayton Medical Services who will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your employment offer. If an occupational health assessment is required, this is likely to be carried out by Drayton Medical Services.

Here is a link to Drayton Medical Services Privacy Notice:

www.draytonmedicalservices.co.uk

 

Health Assured

Health Assured provide Rowans Hospice with an Employee Assistance Programme (EAP). No information is automatically shared with Health Assured. If you choose to use this service then the information you provide Health Assured will be direct to them via their website, over the phone or face to face. If you do access Health Assured services, they will keep a record of your information and the assistance they have provided. Anonymised usage reports are shared with RH.

Separate from above Rowans Hospice may use Health assured to conduct a health assessment as part of our process for managing sickness absence.

 

BHSF Health Care Cash Plan and Platform Discount benefits

BHSF provide Rowans Hospice with a healthcare cash plan scheme. No information is automatically shared with BHSF. If you choose to take advantage of this benefit then the information you provide BHSF will be direct to them via their application form, website, or over the phone. If you do access BHSF cash plan or discount benefits, they will keep a record of your information and the category of claim you made and will share this with Rowans Hospice.

Here is a link to BHSF Privacy Notice:

www.bhsf.co.uk/privacynotice

 

How long is the information retained for?

If you are successful in securing an employment or volunteering role, the information you provide during the application process will be retained by us as part of your employee/volunteer file for the duration of your employment plus seven years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the recruitment and selection process, the information you have provided until that point will be retained for three months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for three months following the closure of the campaign.

Equal opportunities information is retained for 3 months following the closure of the campaign.

If you have attended (from an external service) a clinical education event, and you have given explicit consent, we will hold your contact details for 5 years. This will be to enable us to share direct marketing information regarding upcoming clinical education events that may be of interest. We will then contact at this point to obtain renewed consent. If you no longer wish to remain in contact or we do not hear back from you, your mailing preferences will be updated accordingly.  You have the right to withdraw consent at any time. To do this, contact the Learning and Development Manager at education@rowanshospice.co.uk to request withdrawal of consent and removal of the information.


Rowans Hospice Privacy Notice – Patients, Families & Carers

 Caring for you and your personal information

Rowans Hospice takes confidentiality and privacy very seriously; we work hard to protect and manage your data confidentially.

We need to ask you for personal information that is relevant to your care in any area of hospice services you are involved with e.g. Day Care, Hospice at Home, In Patient Unit; this information will enable us to care for you effectively. All information is kept securely in paper or electronic patient records.

Everyone working in Rowans Hospice, and within our partner agencies, Community NHS Trusts, Hospital Trusts, GPs and Social Care, have a legal duty to keep information about you confidential. You can be assured that only relevant staff access information that is necessary for them to carry out their role in caring for you.

When a healthcare professional needs to discuss your case in order to plan your care we need to share information together; we do this in order to provide the most appropriate care and support for you and your carers, and for the welfare of other people close to you. We will only share information in this way if we consider this necessary. We store and manage your data within the legal basis of having a legitimate interest in providing well co-ordinated care.

 

Sharing information with Family, Friends and Carers

We need to work with the most relevant people in your life identified by you, and may need to share information with them about you during your relationship with us; this may include general information about your diagnosis, and medication, i.e. benefits and possible side effects. This is in order that your carer’s are helped to understand:

  • Your present situation.
  • Your treatment plan and its aims.
  • Any written Care Plan, Crisis Plan or Recovery Programme.
  • The role of each professional involved in your care.
  • That denied requests for information will be explained to the carer.

You also need to be aware that carers may give information to staff. This is also confidential, and can only be shared with you if the carer agrees.

 

Overriding Circumstances

However, there may be other circumstances when legally we must share information with other agencies.

Examples of these are:

  • If there is a concern that you are putting yourself at risk of serious harm.
  • If there is concern that you are putting another person at risk of serious harm.
  • If there is concern that you are putting a child at risk of harm.
  • If we have been instructed to do so by a Court.
  • If the information is essential for the investigation of a serious crime.
  • If you are subject to the Mental Health Act (1983), there are circumstances in which your ‘nearest relative’ must receive information even if you object.
  • If your information falls within a category that needs to be notified for public health or other legal reasons, e.g. certain infectious diseases.

 

Your Rights as an Individual

Your rights as an individual are a priority for us. We protect, store, access and delete your personal data in order to uphold your rights and provide excellent well organised care. We will not use your quotes, feedback or information for research or marketing purposes without gaining your explicit consent. We would encourage and welcome any questions you may have regarding our processes at any time during or after your care, by telephone 02392 250001 or by email contact to:

Rowans Hospice Data Protection Officer can be contacted at: dpo@rowanshospice.co.uk

Rowans Hospice Caldicott Guardian is erika.lipscombe@rowanshospice.co.uk


Rowans Hospice Privacy Notice - Finance

Customers / Suppliers / Current Employees, Volunteers and Supporters

Rowans Hospice (RH) is the data controller for the information you provide whilst you are a customer / supplier or employed by RH. This to include volunteers and supporters were applicable. If you have any queries about the process or how we handle your information please contact us at accounts@rowanshospice.co.uk

 

What will we do with the information you provide to us?

All of the information you provide whilst you are a customer / supplier / volunteer or employed by RH will only be used for the purpose that is required, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

  •  Employees - we will use information provide to us by the People services department in order to process relevant salary and pension transactions. We will also transfer the relevant data to our payroll processors, pension providers and HMRC as required.
  • Volunteers – we will use any relevant data required to process any expenses payments this to include Name and address details. No other details will be held by the Finance dept.
  • Suppliers – Address and bank details will be required to set up an account on the Sage Accounting system and to process payments. This may require personal detail if the supplier is an individual rather than an organisation.
  • Customers – Address details required to set up accounts to send out invoices correctly. This may require personal details if the invoice is to an individual rather than an organisation.
  • Supporters of RH – if the individual has joined the Retail gift aid scheme, there personal details will be held by the finance dept to enable us to process a retail gift aid claim. This will include name, address, email and phone number. We will also need to know your tax status in order for us to process the claim correctly. Details will be held electronically and paper copies of the form stored in a locked cabinet. Details will also be held on KUDOS and will be sent to HMRC as required to support the claim.

 

Use of data processors

Data processors are third parties who provide elements of our payroll and pension services for the RH and also our Gift Aid claims. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

 

Bond Payroll Services

If you are employed by the Rowans Hospice, relevant details about you will be provided to Bond Payroll Services who provide outsourced payroll services to the Rowans Hospice. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

For more information please contact their Data Protection Officer at dpo@fmpglobal.com

 

NHS Pension

Likewise, your details will be provided to NHS Pensions who are the administrators of the NHS Pension Scheme, of which the Rowans Hospice is a member organisation. You will be enrolled into the pension scheme and details provided to NHS Pensions will be your name, date of birth, National Insurance number, pension reference number and salary. Your bank details will not be passed to NHS Pension at this time.

Updated privacy statement will be available on the NHS website by the end of April.

 

Royal London

Likewise, your details will be provided to Royal London who are the administrators of the Rowans Hospice Auto Enrolment Pension Scheme. You will be auto-enrolled into the pension scheme and details provided to Royal London will be your name, date of birth, National Insurance number, and salary. Your bank details will not be passed to Royal London at this time.

 

Privacy notice available on the Royal London website, please see link below:

www.royallondon.com/legal/privacy

 

HMRC

If you are employed by the Rowans Hospice all relevant details will be provided to HMRC. This will include all the employees’ details.

 

SAGE Accounting Software

All details provided to us to process customer / suppliers transactions on Sage Accounting system are held securely by RH. Access to this data by a third party can only be granted by RH.

 

Kudos EPOS System

All details provided to RH for us to process Retail Gift Aid claims can only be accessed by RH and KUDOS. When making a retail gift aid claim your details will be sent to HMRC to validate the claim and to process the payment to RH.

 

How long is the information retained for?

Wages and salary records will be held for 10 years after the termination of your employment.  This will also apply to all details relating to any pensions as well.

Customer and supplier records will be held for a maximum of 7 years as required by law after which they will be destroyed.

Volunteer details will be held for 7 years after your employment with RH has ceased.

Retail gift aid details will be held for 6 years after the end of the tax year they relate to.


Rowans Hospice Privacy Notice – Legacies 

Rowans Hospice (RH) is the data controller for the information you provide whilst we are in the process of dealing with a legacy. If you have any queries about the process or how we handle your information please contact us at Julian.thomas@rowanshospice.co.uk

 

What will we do with the information you provide to us?

All of the information you provide whilst we are engaged in legacy claim at RH will only be used for the purpose or that is required or to fulfil a legal or regulatory requirement if necessary.

If the data is purely about the deceased then it is fine to share externally, if the data is about others consent must be obtained. However if the data has contractual obligations not to disclose data then it will not be shared.

We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes. Examples of information that we will receive and use to process legacy claims are listed below

  •  Notifications from solicitors
  • Smee and Ford Reports
  • Direct communication from the family
  • Lay executors
  • Data shared from other charities

 

How long is the information retained for?

Legacy records are to be kept for a minimum of six years after the estate has been wound up. However RH will keep legacy files for 25 years should a legal challenge arise.