Privacy Policy

Staff & Volunteers

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
Nant Lane
Morda
Oswestry
SY10 9BX

01691 679 679

HR@hopehouse.org.uk

Who are we?

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.

How do we collect personal information?

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.

What personal information do we process?

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.

Why do we collect personal information?

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:-

  • Replying to an enquiry you have made to Hope House via phone, text, email or post;
  • Processing job applications, including CV, job references and DBS checks;
  • Completing and retaining a signed contract of employment;
  • Processing a completed volunteering opportunity application form;
  • Processing Occupational Health and other health related referrals and responses;
  • Confirming your right to work information;
  • Processing payroll, tax and pension information and fulfilling our reporting obligations;
  • Retaining your Emergency Contact information;
  • Completing performance evaluations and pay reviews
  • Maintaining up-to-date training and professional certification records (e.g. NMC);
  • Maintaining records of disciplinary and grievance processes;
  • Using head shot photographs for producing ID badges and security protocols.

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)

  • In order to comply with a legal obligation
  • When performing official functions or tasks in the public interest
  • If it is in your or somebody else's vital interests
  • To fulfil contractual requirements
  • When to do so is in our legitimate interests (see below)

Consent

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:-

  • Maintaining a record of potential employees so we can contact you about future opportunities

Legitimate Interests

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:-

  • Processing job applications, including shortlisting, interviewing and retention;
  • Checking professional registrations, driving licenses, job references and health information;
  • The setup, administration and deletion of staff details on internal databases
  • Completion of agreements with volunteer professionals e.g. counsellors;
  • Monitoring of employee activity through (for example) CCTV, email and phone records.

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'.

Who do we share personal information with?

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.

How do we protect personal information?

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.

How long do we keep personal information?

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.

What are your rights regarding your personal information?

Right to be informed

You have the right to be informed about the collection and use of your personal data by Hope House Children's Hospices. Details of the types of information we collect, the purposes for which it is collected, who we share the information with and how long we retain it are detailed in this privacy policy which is updated periodically and always accessible via the Hope House website.

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:

  • we no longer need your information for the purpose for which we collected it;
  • our processing of your information is based on consent, and you withdraw that consent;
  • processing of your information is based on legitimate interests, and you successfully object;
  • your information has been processed unlawfully;
  • we have a legal obligation to remove your personal information.
  • In certain circumstances, we may refuse a request for erasure if we consider the request to be unfounded or excessively repetitive, or if any of the specific provisions of the current data protection legislation apply. If we have shared your personal information with any third parties and accept your request for erasure, we will contact them accordingly so they can erase your information as well.

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;

  • your information has been unlawfully processed but you want to restrict it, not erase it;
  • you want us to keep your information after we need it in support of a legal dispute;
  • you have objected to our processing of your information 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.

What should you do if you have a complaint?

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.

May 2018

Stay up to date

* indicates required