At Hope House Children's Hospices, we are committed to protecting and respecting your privacy, so this policy explains when and why we collect personal information, how we use it, when and why we might share it and how we keep it secure. It also details your rights in relation to your personal information. The policy will be updated from time to time so please check this page occasionally. Should you have any questions about this policy or your rights regarding your personal information, or if you would like to update your contact preferences, please use the following contact details:-
Hope House Children's Hospices
01691 679 679
Hope House Children's Hospices has two children's hospices; Hope House in Oswestry and Ty Gobaith in Conwy, is a registered charity in England and Wales (charity number 1003859), and a registered company in England and Wales (company number 2588103). We have two subsidiary companies - Hope House (Trading) Ltd. and Hope House (Lottery) Ltd. This policy will refer to 'Hope House' as a shorthand for the three combined companies.
We may collect your information when you submit an application for a paid or voluntary position at Hope House, when you start in such a position or through questionnaires for staff and volunteers. We may collect your information in writing, via email, over the phone, in person at one of our hospices, offices or shops or at an event organised by us or somebody else. Information might be provided in digital form, verbally or in writing, and be received directly from you or from a third party you have permitted to do so.
For employees, volunteers and applicants, we might collect and use your title, name, address, email address, date of birth, phone numbers, emergency contact details, health information regarding disabilities, information on prior criminal convictions, prior professional experience and remuneration, academic and professional qualifications and information regarding your race, religion and gender.
We only collect the minimum amount of personal information required to fulfil the purpose for which it is collected. You may request that we stop processing your information at a later date, though this will depend on the type of information and the reason for processing it. Personal information which we collect from you may be used in a number of ways including:-
Hope House will only process your personal data where we have a legal basis for doing so as stipulated by current data protection and privacy legislation, namely:-Where we have your explicit consent (see below)
Consent means offering you a real opportunity to state whether or not you wish to allow the processing of your personal information. When processing your information on the basis of consent, we will ensure you are fully aware of what you are consenting to and only use your information for that purpose. You can withdraw your consent at any time using the contact details above. We have determined that processing your personal information on the basis of consent is lawful and legitimate when:-
Hope House may undertake data processing in pursuit of our legitimate interests, where to do so will not infringe your rights or interests as the data subject. To ensure this is correctly assessed, we undertake a balancing exercise to ensure that our processing does not adversely impact you. In the case of the following data processing activities, we have determined that the processing of your information for these purposes is lawful and legitimate:-
You have the right to object to the processing of your personal information on the grounds of legitimate interests as detailed below in 'Right to object'.
Hope House will not share your information with third parties for marketing purposes and will not sell or rent your information to third parties. Some of the systems operated by Hope House are provided and/or supported by third party providers including database management and payment processing at remote sites accessed via the internet. We use external companies to assist with payroll and pension processing, occupational health assessments, disclosure and barring service checks, professional qualification checks, training delivery, our staff intranet, staff and volunteer surveys and lone worker safety. Where services are provided by a third party, your personal information may be released to the third party data processor under an agreed contract, which will fulfil the requirements of the data protection legislation, including stipulating how the information is to be transferred, secured and destroyed, the purpose(s) for which it can be used and how the processor will assist Hope House in ensuring your rights are fulfilled.
Hope House may share your personal information with third parties outside of the European Economic Area if any of the exemptions detailed in the General Data Protection Regulation are met. In the case of data processors in the USA, only those certified under the U.S. Privacy Shield framework regarding the collection, storage, transfer, use and other processing of personal data will be utilised.
We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the original purpose, or as long as is set out in any relevant contract you hold with us.
Right to be informed
Right of access
You may obtain a copy of the personal information we hold about you by submitting your request to the contact details above. We will reply within one month of receipt of your request unless there is a compelling reason to extend this response time. We may refuse a request in certain circumstances, in which our justification will be communicated to you.
Right to rectification
You have the right to have any inaccurate personal information that we may hold for you rectified (corrected) and to request that any incomplete information be completed. You can make your request using the contact details above. If we accept that your information should be rectified, we will do so within one month. In certain circumstances, we may refuse a request if we consider the request to be unfounded or excessively repetitive.
Right to erasure
You can request that the information we hold about you be deleted by contacting us using the details above and we will respond within one month. The right to erasure applies if:
Right to restrict processing
You can make a request for information we hold about you to be suppressed (in other words to be stored but not used) in the following circumstances:-
you have contested the accuracy of the information we hold and we are investigating;
You can make your request using the contact details above and we will respond within one month. In certain circumstances, we may refuse a request to restrict processing of your information if we consider the request to be unfounded or excessively repetitive.
Right to data portability
The right to data portability gives you the right to receive the personal information you have provided to us in a structured, commonly used and machine readable format. It also gives you the right to request that we transfer it directly to another controller. This only applies to information stored electronically, provided directly by you and which we process based on your consent.
Right to object
You have the right to object to the processing of your personal data in certain circumstances. We may continue the processing if there is a compelling reason for doing so, or if we consider the request to be unfounded or excessively repetitive. You can make your request using the contact details above and we will respond within one month.
Rights related to automated decisions and profiling
Hope House does not conduct any automated decision making or automated processing/profiling.
If you have a complaint concerning Hope House's processing of your personal data, you can contact us using the information above. Data Protection legislation also gives you the right to lodge a complaint with a supervisory authority. More information can be found on the Information Commissioner's Office website at www.ico.org.uk.