Patients and Patient Representatives Privacy Notice

Rowans Hospice is committed to protecting and respecting your privacy when you receive care from us, or when you are a family member, carer or patient representative involved in that care.

This Privacy Notice explains how we collect, use, store and protect your personal information. It also explains your rights in relation to your information and how to contact us if you have any questions.

We may update this notice from time to time, so we encourage you to review it periodically to remain informed about how we use your personal information.

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.

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.

For the purposes of data protection legislation, Rowans Hospice is the Data Controller of the personal information it processes.

DATA PROTECTION

We care about your personal data and ensuring that you are informed about how we use it. We are committed to protecting your personal information and ensuring that it is processed lawfully, fairly and transparently.

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

• Data Protection Act 2018 (DPA 2018)
• UK General Data Protection Regulation (UK GDPR)
• Privacy and Electronic Communications Regulations (PECR)

• Data (Use and Access) Act 2025

This Privacy Notice explains how and why Rowans Hospice collects, uses, stores and protects 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

To provide safe and effective care, healthcare professionals maintain records about patients receiving our services.

We take great care to ensure that information is:

• kept secure and confidential;
• accurate and up to date;
• accessed only by those who need it; and
• used appropriately and lawfully.

All staff, volunteers and contractors are required to understand and comply with their professional and legal duties of confidentiality.

Members of the Hospice team may share relevant information with other healthcare professionals involved in your care to ensure that your care is appropriately coordinated and to seek specialist advice where necessary.

This may include doctors, nurses, pharmacists, occupational therapists, physiotherapists, psychologists, dietitians, chaplains, social workers and other professionals involved in supporting your care.

We also have a small number of specially trained volunteers who assist in services such as Bereavement Support, Chaplaincy and Complementary Therapy. These individuals receive appropriate training, supervision and support and are subject to confidentiality requirements.

WHAT IS OUR LEGAL BASIS FOR COLLECTING YOUR DATA?

As a healthcare provider, Rowans Hospice uses personal information where:

• you have given your consent;
• we need it to provide health or social care;
• we have a legal obligation to do so;
• it is necessary to protect someone’s vital interests;
• it is in the public interest (for example, where certain infectious diseases must be reported to health protection authorities); or
• we have a legitimate reason to use it that does not override your rights and freedoms.

Our legitimate interests include service management, safeguarding, quality improvement, information governance, fraud prevention, maintaining the security of our systems and premises, and ensuring the effective operation of our services.

To provide your care and treatment, we usually rely on legal provisions under UK data protection law that allow healthcare organisations to use personal information for health and social care purposes and in the public interest (Article 6(1)(e) and Article 9(2)(h) UK GDPR). We may also use your information where this is necessary to comply with a legal obligation.

Where we process health information or other sensitive personal information, we do so only where permitted by data protection law and with appropriate safeguards in place to protect your privacy.

SPECIAL CATEGORY DATA

As part of providing care and support, Rowans Hospice processes special category personal data, including information relating to:

• your physical or mental health;
• your racial or ethnic origin;
• your religious or philosophical beliefs;
• your sexual orientation; and
• other information relevant to your care and support needs.

We use this information to provide safe and effective care, treatment and support, and to manage our healthcare services.

We only use this information where the law allows us to do so. In most cases, this will be because the information is necessary for the provision of health or social care.

All information is handled by healthcare professionals and others who are subject to strict duties of confidentiality.

In some circumstances, we may also use this information where it is necessary to:

• protect someone’s vital interests;
• safeguard children or adults at risk;
• establish, exercise or defend legal claims;
• comply with a legal obligation; or
• meet another requirement permitted by data protection law.

We take appropriate technical and organisational measures to protect your information and ensure it is handled securely and confidentially.

The main legal basis for processing health information is Article 9(2)(h) UK GDPR, which allows healthcare organisations to process information necessary for health and social care purposes.

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

We may 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
• Offer bereavement support if you were to die.

Where Next of Kin or family details are held as part of our clinical services, limited contact information may be shared internally with our Fundraising team for the purpose of sending invitations to remembrance, memorial or similar bereavement-related events. Individuals may opt out of receiving such communications at any time.

This information will not be used for general fundraising or marketing unless the individual has separately agreed to receive such communications. Individuals can opt out at any time.

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 name, address, date of birth and contact details;
• next of kin and emergency contact information;
• demographic information, including ethnicity, religious beliefs and sexual orientation where relevant to your care;
• referral, appointment and admission records;
• details of symptoms, diagnoses, treatment and care;
• medication records;
• laboratory and diagnostic test results;
• information provided by other healthcare organisations and professionals;
• information provided by family members and carers involved in your care; and
• clinical photographs where necessary to support your treatment. Where consent is required, it will be obtained and recorded appropriately.

We use secure electronic systems and, where necessary, paper records to maintain this information.

CCTV SYSTEM

Rowans Hospice operates a Closed-Circuit Television (CCTV) system across its premises.

CCTV is used for the following purposes:

• maintaining the safety and security of patients, visitors, staff and volunteers;
• protecting Hospice property and assets;
• preventing, detecting and investigating crime, anti-social behaviour and security incidents; and
• supporting the investigation of accidents, incidents or complaints where appropriate.

CCTV images are recorded and stored securely and are only accessed by authorised individuals who have a legitimate business need to do so.

Where necessary and lawful, CCTV footage may be shared with the police, insurers, legal advisers or other authorised organisations for the purposes outlined above.

Footage is retained in accordance with the Hospice’s CCTV Policy and Records Retention Schedule unless it is required for an ongoing investigation or legal proceedings.

WHERE DO WE GET INFORMATION ABOUT YOU FROM

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

• Your GP or other healthcare professional who refers you to our services;
• Hospitals, community healthcare providers and other NHS organisations;

• Electronic healthcare systems used by local healthcare providers, including records of investigations (such as imaging, biopsy and blood test results), clinic letters and discharge summaries made available through secure healthcare information systems; and

• Professionals involved in your care who can provide advice and support.

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
• NHS Trusts and Hospitals
• Community Nursing Services
• Ambulance Services
• Integrated Care Boards
• Social Care Services
• Fire and Rescue Services
• Police and Judicial Services
• Local Authorities
• Voluntary Sector providers such as patient groups or health charities
• Private Health Care providers
• Funeral Directors where appropriate

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 GPs, hospitals and other involved healthcare professionals, such as our contracted pharmacy provider.
• For service evaluation, clinical audit, research and educational purposes. Wherever possible, information used for these purposes will be anonymised or pseudonymised so that individuals cannot be identified. Such processing is carried out in accordance with applicable data protection legislation, confidentiality obligations and NHS guidance where applicable.
• 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.

NATIONAL DATA OPT-OUT

Where Rowans Hospice uses or discloses confidential patient information for purposes beyond your individual care, such as research or planning, we will consider and apply the National Data Opt-Out where we are required to do so. The National Data Opt-Out allows patients to choose whether their confidential patient information is used for research and planning purposes beyond their individual care and treatment.

Your choice will not affect the care and treatment you receive from Rowans Hospice.

Further information about the National Data Opt-Out, including how to make or change your choice, is available at:

www.nhs.uk/your-nhs-data-matters

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 do not retain personal information for longer than necessary and do so in accordance with the NHS Records Management Code of Practice, applicable legal requirements and the Rowans Hospice Records Retention Schedule.

TRANSFERRING YOUR DATA OUTSIDE THE UK

We do not routinely transfer personal information outside the United Kingdom.

Where there is a specific clinical, operational or legal requirement to transfer personal information outside the UK, Rowans Hospice will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

This may include transfers to countries that are subject to UK adequacy regulations, the use of the UK International Data Transfer Agreement (IDTA), approved contractual safeguards, or other lawful transfer mechanisms recognised under UK data protection law.

In all circumstances, Rowans Hospice will take appropriate steps to ensure that personal information transferred outside the UK is subject to equivalent standards of confidentiality, security and data protection.

Further information about international transfers can be obtained from the Data Protection Officer.

HOW WE LOOK AFTER YOUR DATA

This Privacy Notice is supported by our internal Information Governance, Data Protection and Confidentiality policies and procedures.

The Hospice has appointed a Caldicott Guardian, who is responsible for ensuring that patient and service-user information is handled appropriately and confidentially.

We also have a Data Protection Officer, who provides advice and oversight regarding data protection compliance.

Where possible, information used for service evaluation, audit, education or research purposes will be anonymised or pseudonymised so that individuals cannot be identified.

The Hospice also contributes to NHS initiatives that use anonymised information to:

• protect public health;
• plan and improve healthcare services;
• monitor the quality of care; and
• improve patient outcomes.

Rowans Hospice has procedures in place to detect, investigate and manage personal data breaches. Where a breach is likely to result in a high risk to your rights and freedoms, we will notify you and the Information Commissioner’s Office where required by law.

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. Clinical records are retained in accordance with the NHS Records Management Code of Practice and the Rowans Hospice Records Retention Schedule. Retention periods vary depending on the type of record and applicable legal, regulatory and operational requirements. Most adult healthcare records are retained for a minimum period following death in accordance with national NHS retention requirements.

Your records will continue to be retained after discharge in accordance with legal and NHS retention requirements. If you receive care from healthcare providers in the future, information may be accessed or shared where lawful, necessary and proportionate to support your care and treatment.

YOUR DATA PROTECTION RIGHTS

You have certain rights in relation to your personal information, although these rights do not apply in every circumstance or to all the information that we hold about you. For example, we may need to continue to retain and process information to comply with legal obligations or to establish, exercise or defend legal claims.

Right to Be Informed – You have the right to be informed about how we collect, use, store and share your personal information.

We aim to be as transparent as possible about our use of personal data. This Privacy Notice explains why we collect information about you, how we use it and the rights available to you.

Right of Access – You have the right to request access to the personal information we hold about you and to understand how and why it is being processed. Requests for copies of personal information are commonly known as Subject Access Requests (SARs).

If you make a formal request, we will ask you to provide proof of identity before disclosing any information. We may also ask for additional details about the information you require to help us respond as efficiently as possible.

Where appropriate, and with your agreement, we may be able to respond informally, for example by providing specific information over the telephone.

We will respond to your request as soon as possible and, in most cases, within one month of verifying your identity.

In certain circumstances, where requests are complex or numerous, we may extend this period by up to a further two months. If this is necessary, we will inform you within one month of receiving your request and explain the reason for the extension.

We do not normally charge a fee for responding to requests. However, we may charge a reasonable fee or refuse to act on a request where it is manifestly unfounded, excessive or repetitive, as permitted by data protection legislation.

Right to Rectification – You have the right to ask us to correct personal information that you believe is inaccurate or incomplete. For example, you may ask us to update your name, address, contact details or other personal information held within your records.

Right to Restrict Processing – You have the right to request that we restrict the processing of your personal information in certain circumstances. For example, if you dispute the accuracy of information we hold about you, we may restrict processing whilst we verify the information.

Right to Erasure – You have the right to request the deletion of certain personal information in some circumstances. However, this right is not absolute. As a healthcare provider, Rowans Hospice is often required to retain clinical records and other information to comply with legal, regulatory and professional obligations. Where we are unable to delete information, we will explain the reasons for our decision.

Right to Data Portability – You have the right to receive certain personal information in a structured, commonly used and machine-readable format and to request that it is transferred to another organisation where technically feasible.

This right only applies in specific circumstances. Although we do not currently undertake processing that routinely requires data portability, any request will be considered in accordance with applicable legislation.

Right to Object – You have the right to object to certain types of processing, including processing carried out on the basis of legitimate interests.

You also have the right to object to the use of your personal information for direct marketing purposes at any time.

Rights Relating to Automated Decision-Making – Rowans Hospice does not currently make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.

If this position changes, individuals will be informed of their rights in accordance with applicable data protection legislation.

Where applicable, you may:

• request human intervention;
• express your views;
• obtain an explanation of the decision; and
• challenge the outcome.

These rights reflect current UK data protection legislation, including the Data (Use and Access) Act 2025.

EXERCISING YOUR RIGHTS

To exercise any of your data protection rights, or if you have questions about how your information is processed, please contact either the Data Protection Officer or the Caldicott Guardian using the contact details provided in this Privacy Notice.

Where appropriate, you may also be able to exercise certain choices by indicating your preferences on forms used to collect your information.

CONTACT US

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

For data protection enquiries, complaints or requests relating to your rights, please contact:

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

Alternatively, you may contact:

Email: Caldicott.Guardian@rowanshospice.co.uk
Post: Caldicott Guardian, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville, Hants PO7 5RU
Phone: 02392 250001

DATA PROTECTION COMPLAINTS

If you have concerns about how Rowans Hospice has used your personal information, we encourage you to contact us first. We will acknowledge and investigate your complaint in accordance with our data protection complaints procedure and respond within a reasonable timeframe.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

Telephone: 0303 123 1113
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: www.ico.org.uk

NOTIFICATION OF CHANGES TO THIS PRIVACY NOTICE

This Privacy Notice 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 Notice.

Privacy Notice Version: 3
Approved By: JR/JF
Last Reviewed: October 2026
Next Review Due: October 2027

Employees and Job Applicants Privacy Notice

This Privacy Notice explains how and why Rowans Hospice collects, uses and protects the personal information you provide to us.

You do not need to take any action, but we encourage you to read this notice carefully. We may update this notice from time to time, so please check it regularly to ensure that you remain informed about how we use your information.

WHO WE ARE

Rowans Hospice supports people across Southeast Hampshire who have a life-limiting illness, are approaching the end of life, or are 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), with its registered office at:

Rowans Hospice
Purbrook Heath Road
Waterlooville
PO7 5RU

For the purposes of data protection legislation, Rowans Hospice is the Data Controller of the personal information it processes.

DATA PROTECTION

We care about your personal data and are committed to ensuring that it is used appropriately, lawfully and securely. Rowans Hospice will protect your information and manage it in accordance with applicable data protection laws.

We process personal data in accordance with:

• Data Protection Act 2018 (DPA 2018)
• UK General Data Protection Regulation (UK GDPR)
• Privacy and Electronic Communications Regulations (PECR)
• Data (Use and Access) Act 2025

This Privacy Notice explains how and why Rowans Hospice collects, uses, stores and protects 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 and alongside any employment policies, recruitment information and 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 we process your information, please contact us using the details provided in the Contact Us section below.

What is Personal Data?

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

• directly identified from that information; or
• indirectly identified from that information when combined with other available information.

What is Special Category Data?

Special category data includes information relating to an individual’s:

• racial or ethnic origin
• political opinions
• religious or philosophical beliefs
• trade union membership
• genetic data
• biometric data used for identification purposes
• health
• sex life
• sexual orientation

Rowans Hospice will only process special category personal data where there is an appropriate lawful basis and an additional condition for processing under the UK GDPR and Data Protection Act 2018.

WHAT DATA DO WE COLLECT ABOUT YOU?

We collect personal data for employment and recruitment purposes to meet our legal, regulatory and contractual obligations as an employer.

The personal data we collect may include:

• Your name, postal address, date of birth, gender, ethnicity, telephone number and email address
• Bank account details, National Insurance number and tax information
• Next of kin and emergency contact details
• Records of absence, sickness, annual leave, training and performance management where applicable
• Copies of qualifications and professional registration numbers (for example, NMC or GMC registration)
• NHS pension details where applicable
• Recruitment information, including:
• CVs and covering letters
• Application forms
• Proof of the right to work in the UK
• Pre-employment references
• Pre-employment health questionnaires
• Photographs
• Information relating to Disclosure and Barring Service (DBS) checks where relevant to the role.
• Criminal conviction information where permitted by law and necessary for safeguarding purposes.
• Vehicle registration details
• CCTV footage to ensure the safety and security of staff, volunteers, patients, visitors and Hospice property through the operation of CCTV systems.
• Information generated through the use of Hospice IT systems, access control systems, entry cards, fobs, telephone systems or other workplace monitoring measures where these are implemented for security, operational, safeguarding, health and safety or compliance purposes.
• Information you choose to provide for equality monitoring or statistical purposes
• Information submitted through our website, including speculative CVs, applications and enquiries

Some information we process, including health information, DBS information, criminal conviction data, equality monitoring data and trade union membership information, is subject to additional protections under data protection legislation and will only be processed where lawful and necessary.

WHERE DOES THIS INFORMATION COME FROM?

Information You Provide Directly

You may provide information directly to us when:

• applying for a role
• completing application forms
• attending interviews
• commencing employment (through the onboarding process)
• corresponding with us

Information Collected Through Our Website

When you apply for a role through our website, certain information may be collected electronically.

Like most websites, we use cookies to help improve your experience and understand how visitors use our website. Cookies are small text files stored on your device which enable websites to remember your preferences and improve functionality.

Information Provided by Third Parties

We may receive information from third parties where you have given permission for this to be shared, including:

• Recruitment agencies
• Referees
• Occupational health providers
• Regulatory or professional bodies
• Disclosure and Barring Service checking providers
• Pension providers

HOW WE USE YOUR DATA

We use your personal data for the following purposes:

• To process job enquiries and expressions of interest
• To manage recruitment and selection processes
• To assess your suitability for employment or voluntary roles
• To verify qualifications, registrations and professional memberships
• To undertake pre-employment checks, including right-to-work and DBS checks where applicable
• To comply with safeguarding obligations
• To administer contracts of employment
• To process payroll, pensions and employee benefits
• To maintain employment records
• To deliver our services as an employer
• To comply with legal and regulatory obligations
• To support workforce planning and statistical reporting
• To monitor workforce diversity and equality
• To develop and improve employment policies and practices
• To support employee development and retention
• To ensure health, safety and wellbeing requirements are met
• To maintain the security of Hospice premises, systems, information and assets, including the use of CCTV, access control systems, entry cards, fobs and other workplace monitoring measures where appropriate and lawful.

Lawful Basis for Processing

We process personal data where one or more of the following lawful bases apply:

• Where you have provided your consent
• It is necessary to perform or enter into a contract of employment
• It is necessary to comply with a legal obligation
• It is necessary for our legitimate interests as an employer, provided those interests are not overridden by your rights and freedoms.

Where we rely on Legitimate Interests, we carefully consider and balance any potential impact on your rights and freedoms against the Hospice’s interests. Our legitimate interests include recruitment, workforce planning, employee engagement, business administration, safeguarding, fraud prevention, information security, health and safety, quality improvement and ensuring the effective operation and sustainability of our charitable work.

Where we process special category data, such as information about health, ethnicity, trade union membership or criminal convictions, we will only do so where an appropriate lawful basis and an additional condition for processing applies under data protection legislation.

Where criminal convictions and offences data are processed, Rowans Hospice will do so only where permitted by law and in accordance with Article 10 UK GDPR and the relevant provisions of the Data Protection Act 2018.

SHARING YOUR INFORMATION

We will never sell, rent, swap or share your personal information with third parties for marketing purposes.

We may share your information where necessary:

• To comply with legal obligations
• To protect the safety or wellbeing of employees including through Occupational Health services.
• To obtain or provide employment references
• To administer your employment contract
• With payroll, pension and benefit providers
• With government bodies, law enforcement agencies and other regulatory authorities, including HMRC where required
• Disclosure and Barring Service checking providers.
• NHS organisations and regulators where required.
• Professional bodies such as the NMC, GMC or HCPC where required.
• Employee benefit providers.
• IT and system support providers.

All information shared will be done so securely and only where there is a lawful basis for doing so.

DATA RETENTION

We retain personal information only for as long as necessary for the purposes for which it was collected, in accordance with our Retention Policy and Schedules, applicable legislation and recognised best practice.

Retention periods are determined in accordance with legal and regulatory requirements, employment legislation and the Hospice’s Records Retention Schedule.

Different retention periods apply to different categories of information. For example, unsuccessful recruitment records, personnel files, payroll records and pension records may be retained for different periods depending on legal, regulatory and operational requirements.

When personal information is no longer required, it will be securely deleted, anonymised or destroyed in accordance with our Records Retention Schedule and applicable legal requirements.

If you would like further information about how long specific categories of employee or recruitment information are retained, please contact us.

DATA STORAGE AND SECURITY

We have implemented appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration or destruction.

Your personal data will be stored securely and access will be limited to those who require it for legitimate business purposes.

Rowans Hospice stores personal information primarily within the United Kingdom. Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK data protection legislation. These safeguards may include adequacy regulations, the UK International Data Transfer Agreement (IDTA), approved contractual clauses or other lawful transfer mechanisms.

HOW TO UPDATE YOUR PERSONAL DATA

We want to ensure that the information we hold about you is accurate and up to date.

If your details change, please contact:

Human Resources
Rowans Hospice
Purbrook Heath Road
Waterlooville
PO7 5RU

Email: hr@rowanshospice.co.uk
Telephone: 02392 250001

YOUR DATA PROTECTION RIGHTS

Where Rowans Hospice relies on your consent to process personal information, you have the right to withdraw that consent at any time.

You also have the following rights:

Right to Be Informed – You have the right to understand how your personal information is collected and used.

Right of Access – You may request a copy of the personal information we hold about you. Such requests are commonly known as Subject Access Requests (SARs).

Right to Rectification – You may ask us to correct information that is inaccurate or incomplete.

Right to Erasure – In certain circumstances, you may ask us to delete your personal information. This right is not absolute and may be overridden where we are legally required to retain information.

Right to Restrict Processing – You may ask us to restrict the processing of your personal information in certain circumstances.

Right to Data Portability – Where applicable, you may request that we transfer your personal information to another organisation in a structured, commonly used and machine-readable format.

Right to Object – You have the right to object to certain types of processing, including processing for direct marketing purposes.

Rights in Relation to Automated Decision-Making

Rowans Hospice does not currently make decisions about employees or job applicants based solely on automated processing that produce legal or similarly significant effects.

If this position changes, individuals will be informed of their rights in accordance with applicable data protection legislation.

Where applicable, you may:

• request human intervention;
• express your views;
• obtain an explanation of the decision; and
• challenge the outcome.

CONTACT US

For all data protection queries, complaints or requests relating to your personal information, please contact:

Data Protection Officer
Rowans Hospice
Purbrook Heath Road
Waterlooville
PO7 5RU

Email: dpo@rowanshospice.co.uk
Telephone: 02392 250001

MAKING A COMPLAINT

If you have concerns about how Rowans Hospice has used your personal information, we encourage you to contact us first. We will investigate and respond to your concerns as quickly as possible.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

Website: www.ico.org.uk
Telephone: 0303 123 1113

Information Commissioner’s Office (ICO)

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would welcome the opportunity to address your concerns in the first instance before you contact the ICO.

NOTIFICATION OF CHANGES TO THIS PRIVACY NOTICE

This Privacy Notice 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 Notice.

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. Further information is available at www.allaboutcookies.org.

Disabling Cookies

You can manually delete old cookies and stop cookies from being saved to your hard drive in the future. Find out more on all about cookies website.

Privacy Notice Version: 3
Last Reviewed: October 2026
Next Review Due: October 2027

Volunteering Privacy Notice

This Privacy Notice explains how and why we use the personal information you provide to us. You do not need to take any action, 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 Southeast 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.

Data protection

We care about your personal data and ensuring that you are informed about how we use it. Rowans Hospice is committed to protecting your data, and managing it responsibly, securely and transparently.

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

• Data Protection Act 2018 (DPA 2018)
• UK General Data Protection Regulation (UK GDPR)
• Privacy and Electronic Communication Regulations (PECR)
• Data (Use and Access) Act 2025

This Privacy Notice 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 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
• Relevant health information or accessibility requirements where required to support your volunteering safely.
• relevant information to process a DBS application
• DBS certificate number and date
• details of criminal convictions where this is necessary and lawful for the volunteer role.
• equal opportunities monitoring data/information
• vehicle registration and insurance details where relevant to the role
• School, college or educational information where applicable.
• copies of relevant qualifications and professional registration numbers as appropriate
• Information submitted through our website or online forms.
• any information you choose to share with us (such as relationships to other supporters/volunteers).

Some information we collect, such as health information and criminal conviction data, is subject to additional protections under data protection legislation and will only be processed where necessary and lawful to do so.

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 enquire about volunteering opportunities.
  • When you submit a volunteer application.
  • During interviews, recruitment checks and induction processes.
  • During your volunteering relationship with Rowans Hospice.
• When you use our website
  • When you complete volunteer application forms online.
  • Through the use of cookies and similar technologies.

Like most websites, we use cookies to help us understand how our website is used and to improve your experience. Cookies are 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. Further information can be found in our Cookies section.

• When you give it to us indirectly
  • Your information may be shared with us by referees you have nominated.
  • DBS checking providers.
  • Educational establishments where relevant.
  • Third parties where you have given them permission to share information with us.

How we use the data we collect about you?

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

• Processing volunteer enquiries and expressions of interest.
• Managing volunteer recruitment, selection and onboarding processes.
• Carrying out appropriate checks, including references and Disclosure and Barring Service (DBS) checks where required.
• Supporting and managing your ongoing volunteering relationship with us.
• Sharing relevant information with your line manager to enable them to effectively support you in your role.
• Communicating information relevant to your volunteering activities, including training, events, updates and opportunities.
• Maintaining records relating to your volunteering activities and engagement with the Hospice.
• Managing your communication preferences.
• Sending information about supporting Rowans Hospice where you have indicated that you would like to receive this and have selected your preferred communication methods. Further information can be found in our Supporter Privacy Notice.
• Conducting volunteer surveys, feedback exercises, research and engagement activities.
• Analysing volunteering trends and identifying opportunities for service improvement and development.
• Meeting our legal, regulatory and health and safety obligations.
• Protecting volunteers, staff, patients, visitors and the Hospice from fraud, safeguarding concerns and other risks.

This may also include using information to monitor and improve the effectiveness of our volunteer services and to ensure that volunteers are appropriately supported throughout their time with the Hospice.

Our Lawful Basis for Processing

We process your information because it is necessary to recruit, support and manage volunteers, comply with legal obligations, fulfil our legitimate interests as a charity, and where appropriate, with your consent.

By law we are permitted to process your data where –

• You have provided your consent.
• Processing is necessary to comply with a legal obligation.
• Processing is necessary for our legitimate interests as a charitable organisation, provided those interests are not overridden by your rights and freedoms.
• Processing is necessary to take steps at your request before entering into a volunteer agreement or to administer your volunteering relationship with us.

Where we rely on Legitimate Interests, we carefully consider and balance any potential impact on your rights and freedoms against the Hospice’s interests. Our legitimate interests include volunteer recruitment and management, volunteer engagement, service improvement, research, event management, safeguarding, fraud prevention, maintaining accurate records, and ensuring the sustainability of our charitable work.

Where we process special category data, such as health information, or criminal conviction data, we will identify an additional lawful condition as required by data protection legislation.

Sharing your Information

We do not share, swap, rent or sell your personal data to third parties for marketing purposes.

In some circumstances, we may need to share information with authorised organisations or individuals for legitimate operational purposes, including:

• DBS checking providers.
• Training providers.
• Partner organisations involved in volunteering programmes.
• Professional advisers and auditors.
• Regulatory bodies.
• Government departments or law enforcement agencies where required by law.

Where information is shared, we will ensure that appropriate contractual, confidentiality and security measures are in place.

We will always seek to keep your data secure and confidential.

DATA RETENTION

We do not keep personal data for longer than necessary for the purposes for which it was collected.

Data is retained in accordance with our Retention Policy and Schedules, relevant legislation, regulatory requirements and recognised best practice.

The length of time we retain data depends on the nature of the information and your relationship with Rowans Hospice. We regularly review the information we hold and securely delete or anonymise information that is no longer required.

When personal data is no longer required, it will be securely deleted, anonymised or destroyed.

If you would like further information about how long specific categories of volunteer information are retained, please contact us.

DATA STORAGE AND SECURITY

We take appropriate measures to protect your personal data and ensure it is only accessed by authorised individuals who need it for their role.

We store personal information primarily within the United Kingdom. Where personal information is transferred outside the UK, appropriate safeguards will be put in place in accordance with UK data protection legislation. These may include adequacy regulations, the UK International Data Transfer Agreement (IDTA) or other lawful transfer mechanisms.

If you communicate with us through third-party platforms, such as LinkedIn or Facebook, their privacy policies will apply to any information you share through those services.

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. We may use publicly available sources to keep your records up to date, such as checking your postcode is correct by using the Royal Mail postcode lookup facility.

To update your personal data please contact:

Phone: 02392 250001
Email: volunteers@rowanshospice.co.uk
Post: Voluntary Services, Rowans Hospice, Purbrook Heath Road, Purbrook, Waterlooville,  Hants PO7 5RU

What rights do I have over my personal data?

Under data protection law, you have the right to:

• Know how we use your personal data.
• Ask for a copy of the data we hold about you. Requests for copies of personal information are commonly known as Subject Access Requests (SARs).
• Ask us to correct data that is inaccurate or incomplete.
• Ask us to delete your data in certain circumstances.
• Ask us to limit how we use your data in certain circumstances.
• Receive a copy of information you have provided to us in a format that can be transferred to another organisation, where applicable.
• Object to us using your data where we rely on our legitimate interests.
• Challenge decisions made solely by automated means, where applicable.

If you would like to exercise any of these rights, please contact us using the details provided in this Privacy Notice.

Automated Decision-Making

Rowans Hospice does not currently make decisions about volunteers based solely on automated processing that produce legal or similarly significant effects.

If this position changes, individuals will be informed of their rights in accordance with applicable data protection legislation.

CONTACT US

If you have any questions about this Privacy Notice or how we use your personal information, please contact:

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

DATA PROTECTION COMPLAINTS

If you have concerns about how Rowans Hospice has used your personal information, we encourage you to contact us first. We will acknowledge and investigate your complaint in accordance with our data protection complaints procedure and respond within a reasonable timeframe.

If you remain dissatisfied, you have the right to make a complaint to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk

NOTIFICATION OF CHANGES TO THIS PRIVACY NOTICE

This Privacy Notice 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.

Privacy Notice Version: 3
Last Reviewed: October 2026
Next Review Due: October 2027

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.