Privacy notice

East Lancashire Hospice is committed to protecting your information and privacy. We only collect data from you when you give it us directly or if it is from other health and social care providers involved in supporting you or your family

The information below provides an overview of how we comply with legislation and protect your information. Please click on the links for more details

PLEASE NOTE WE NEVER SELL YOUR INFORMATION ON TO THIRD PARTIES

YOUR RIGHTS

You have the right to be informed about how we collect and use your personal information

This privacy notice sets out how we collect, use, protect, share, retain, archive and destroy personal information.

You have the right to access information we hold about you
You have the right to request that any incorrect or incomplete information we hold about you is corrected and completed
You have the right to request that personal information we hold about you is erased
You have the right to request we restrict processing of your personal information
You have the right to request the personal information we hold on you be provided in a format that allows you to transport this information to others
You have the right to access any profiles we carry out using your personal information

You have the right to object to how we collect and use your personal information except where we are legally obliged to for example

If a serious crime has been committed

If there is a risk to you or the general public

To protect vulnerable children and adults

Under a court order

If you have any questions, concerns, want to exercise these rights or object to us processing your information please contact us:

Telephone - 01254 965833
Email - info@eastlancshospice.org.uk
Post - East Lancashire Hospice, Park Lee Rd, Blackburn, BB2 3NY

SOCIAL MEDIA

We use social media to publicise our work and share information and stories. Depending upon your privacy settings you may receive information from us via this route

CLINICAL SERVICE USERS

At East Lancashire Hospice, we aim to provide the highest quality of care and support. To do this we create records from the information given to us about people who use our services, their health and the care and support we are providing.

What information do we collect and use?

We collect and use a wide range of information relating to the health and social care of people who use our services. We only use information that is relevant to the provision of treatment and support for their current condition such as

Contact Details - Name, address, telephone numbers
Contact details of those important to patients - Name, address, telephone numbers, relationship to the service users
Details of diagnosis and treatment
Results of any tests and investigations
Details of care provided by others involved in providing care and support
The service user’s needs, concerns, choices
How we intend to support and care for the service users
Treatment plans
The effectiveness of care and treatment plans
Risks to the service user and how we intend to manage these

The lawful basis for us collecting this information, is that it is a legal requirement under the Health and Social Care Act and associated regulations to ensure the provision of safe effective and appropriate medical and nursing care

How we use your information:

We use your information to help us understand your healthcare needs and provide you with safe, effective, responsive care including

Understanding your needs, choices and wishes
Assessing the support and care you require
Planning care and support to meet your needs
Considering how well the support and care we provide are helping you

Sharing your Information

To ensure you receive the care and support you need, we may need to work with others such as your GP, District Nurses, acute hospitals, social care and other providers. If this is necessary we will discuss the information we want to share, with whom and how this can help you and we will obtain your permission to do so.
We will only share information with your family and friends with your agreement and permission
We will make a record of your consent to information sharing in your plan of care
You can withdraw your consent should this be your wish, although this may have a negative impact on your care and this will be explained to you to support your decision making
May request your consent to take photographs and record your story to help us promote the work of the hospice

How we keep your information safe

Training: All staff and volunteers are trained so they understand the law and their responsibility in regard to maintaining confidentiality, obtaining and using information appropriately, storing information securely and destroying information safely when it is no longer required
Access controls: Paper records are locked away securely and all electronic systems are password protected so that only those who are involved in providing your care and support have access to the information they need
Monitoring: We make regular checks to ensure that we meet the required standards and that your information is obtained, used, stored and destroyed in accordance with the law.
Archiving and destruction: To comply with the law we keep your records for seven years after you cease using our services. After this time, information is destroyed in line with best practice guidance, shredding paper documents and securely deleting electronic records

You can raise any queries or concerns you have about how we use your information with the health professionals involved in your care or directly with our Caldicott Guardian. The Caldicott Guardian is a designated person at the hospice who has responsibility to ensure we work within the law in relation to healthcare records.
The Caldicott Guardian For East Lancashire Hospice is the Clinical Services Manager who can be contacted by

Telephone 01254 965830

Email info@eastlancshospice.org.uk

or by post to East Lancashire hospice, Park lee Road, Blackburn, Lancashire, BB2 3NY

If you have further questions or would like more detail on how we use, store, share and destroy information we hold about you please ask a member of clinical staff.

SUPPORTERS

We process information to support us to raise money to fund the provision of hospice services

What information do we collect and use?

If you support us by making a donation, register for an event, become a lottery member, purchase merchandise such as Christmas cards, register for gift aid on either donations or goods provided to our shops and/or warehouse, we collect the information listed below to process

Name, postal address, telephone numbers
Email address if provided and requested as preferred means of contact

The amount donated
When you donated
Gift aid declaration
Bank details - if provided
Payment Card details – If provided

If appropriate, for example when registering to take part in a hospice event, we may also ask you to provide information related to:

Health
Dietary requirement
Clothes size

This will only be used for this event that you are participating in and will only be passed on to relevant third parties such as those providing medical cover at the event if relevant. The information will not be retained by the third party and destroyed as soon as it is no longer needed

The lawful basis for us collecting this information is: -

It is as part of a contract with you if you have donated as part of subscribing to an event

In our legitimate interests to obtain support and funding for the provision of hospice services
In our legitimate interest to advise people who have expressed an interest in supporting the hospice of other ways to help us
With the consent of donors

How we use your information:

We use your bank details to process the payment of your donation.
These records are retained securely until the donation is processed and then we destroy them
If payment is made via Payment Card we do not store these details and obscure and destroy these as soon as your donation is processed
We use your gift aid declaration to process gift aid on your donation
Direct marketing - We use your contact details to keep in touch by sending you newsletters and information on how donations are used and forthcoming fundraising initiatives. You can decide how you would like us to contact you at any time you can advise us that you do not want us to use your information in this way
Profiling - we profile our donor information in order to provide information that may be of interest to you based on your previous involvement with us. This allows us to target resources effectively. When building a profile we may use your expressed interest and/or geographical location
We may request your consent to take photographs and record your story to help us promote the work of the hospice

Sharing your Information

We share your contact details with a mailing house for the purposes of keeping in touch with you and providing information on how donations are used and forthcoming fundraising initiatives
We share your gift aid declaration details with HMRC to process the gift aid payment
Your information is shared with a data cleansing company who help us ensure our data is accurate and up to date
All information is shared in a secure way via a secure portal or is encrypted
We have clear contractual obligations set out for those who process your data on our behalf

How we keep your information safe

Training: All staff and volunteers are trained so they understand the law and their responsibility in regard to maintaining confidentiality, obtaining and using information appropriately, storing information securely and destroying information safely when it is no longer required
Access controls: Paper records are locked away securely and all electronic systems are password protected so that only those who are involved in processing supporter information have access to the information they need. Our IT systems have security built into their design
Monitoring: We make regular checks to ensure that we meet the required standards and that your information is obtained, used, stored and destroyed in accordance with the law.
Archiving and destruction: To comply with the law we keep your records for seven years after your last contact. After this time, information is destroyed in line with best practice guidance, shredding paper documents and securely deleting electronic records

EDUCATION PARTICIPANTS

EDUCATION PARTICIPANTS

We process information on education candidates in order to ensure the effective planning and organisation of educational sessions

What information do we collect and use?

We collect information listed below when we process bookings for events and education so that we can provide participants with information on the event and on any future events or education.

Attendees contact details (full name, email, telephone numbers, job role, working location)
Your role, organisation and line managers details (full name, telephone & email)
The event or education session booked
Date of booking
Purchase order number/ invoice address if an external organisation is paying
Financial data (including method of payment and bank account details) – to allow us to bill you for the services you receive from us and to manage your payment arrangements
If you contact us by phone we may retain a written record of the conversation.
If you contact us by post or e-mail we will retain a record of the contact.
If you use our website, we will retain a record of the contact and we may collect additional data about you to provide a better digital service and website functionality.
Details of attendance at the event or education session
Your feedback and comments about our events or education session

We must have a lawful basis for processing your information. The lawful basis for us collecting this information is:

That it is as part of a contractual service with you to provide access to education; or because you have asked us to do something before entering into a contract (e.g. provide a quote)

How we use your information:

We use your contact details to advise you of any logistics or changes to the planned arrangements for the education session
To keep in touch by sending you information on future education we provide (if you have consented for us to do so on the education booking form)
You can decide how you would like us to contact you and at any time you can advise us that you do not want us to use your information in this way
We use purchase order and invoice details to process payment
In analysis and evaluation to improve service delivery of future education
We may request your consent to take photographs, share your feedback and record your story to help us promote the work of the hospice

Sharing your information:

We provide reports to paying organisations on who has accessed our education sessions, these will detail your name and role and only be provided to the organisation who paid for your education
We provide anonymised reports to Clinical Commissioners regarding numbers and roles of people accessing our education provision
We have legal obligations to share data with our regulators and other third parties identified in law. We may disclose your personal data to third parties if we are under a duty to disclose or share your personal data to comply with any legal obligation. We do not require your consent to process your data in this way.
Where necessary we will be required to supply personal data to HMRC, the Department for Work and Pensions DWP, the police, fraud agencies or UK Visas and Immigration. Under Data Protection legislation we are permitted to share this data with them without your consent and we are not required to notify you that this has taken place. We will always fulfil our duty to support the prevention and detection of crime by statutory agencies.
From time to time we may require legal assistance and may need to share your personal data with our legal advisers or our insurance company or other professional advisors to obtain advice or make a claim.

How we keep your information safe:

Training: All staff and volunteers are trained so they understand the law and their responsibility in regard to maintaining confidentiality, obtaining and using information appropriately, storing information securely and destroying information safely when it is no longer required
Access controls: Paper records are locked away securely and all electronic systems are password protected so that only those who are involved in processing education bookings have access to the information they need
Monitoring: We make regular checks to ensure that we meet the required standards and that your information is obtained, used, stored and destroyed in accordance with the law
Archiving and destruction: We only retain your data for as long as we need it in line with policy and legislation. We will retain certain data (e.g. contact data and bank details) for as long as you have a relationship with us, or if there is an additional lawful basis for processing. After this time, information is destroyed in line with policy, by shredding paper documents and securely deleting electronic records
Although we will do our best to protect your personal data, we cannot guarantee the security of data you send to us that is outside of our security arrangements; any transmission is at your own risk

STAFF

We process information on staff in order to ensure the effective management of their employment

What information do we collect and use?

We collect personal information listed below in order to manage staff employment

Contact Details - name, postal address, email, telephone numbers,
Recruitment documentation: application form, interview records

Pre-employment checks - references, occupational health questionnaires, DBS where applicable and identification documents
Professional registration where applicable
Immunity status where applicable
Bank details for processing salaries
National Insurance Number for processing salaries and pensions
Sickness records including sick notes, return to work interviews and occupational health reports
Personal Development Reviews
Access to education
Emergency contact details
Management letters
Leave forms
Pension details
Qualifications where applicable
Vehicle details
Rosters

The lawful basis for us collecting this information is:

That it is as part of a contract of employment that we hold with you and in compliance with employment legislation

How we use your information:

We use your information to effectively manage your employment
We use your bank details to pay your salary

Sharing your information

We share your information with our payroll provider for the purposes of processing payment of your salary
We share your information with pension providers for the purposes of processing your pension contributions
We share your information with HMRC for the purposes of processing tax contributions
We share your information with your consent to our Occupation Health provider in order to effectively manage your wellbeing and comply with our legal obligations

How we keep your information safe

Training: All staff and volunteers are trained so they understand the law and their responsibility in regard to maintaining confidentiality, obtaining and using information appropriately, storing information securely and destroying information safely when it is no longer required
Access controls: Paper records are locked away securely and all electronic systems are password protected so that only those who are involved in processing staff records have access to the information they need
Monitoring: We make regular checks to ensure that we meet the required standards and that your information is obtained, used, stored and destroyed in accordance with the law
Archiving and destruction: To comply with the law we keep your records for six years after you leave the organisation. After this time, information is destroyed in line with best practice guidance, shredding paper documents and securely deleting electronic records

VOLUNTEERS, WORK PLACEMENTS, LEARNING PLACEMENTS

We process information on volunteers and people on work and learning placements in order to ensure the effective management of their volunteering or placement

Privacy Notice for volunteers and those on work or learning placements

What information do we collect and use?

We collect personal information listed below in order to manage volunteering and placements

Contact details - name, postal address, email, telephone numbers,
Recruitment documentation: application form, interview records

Pre-commencement checks - references, occupational health questionnaires, DBS where applicable and identification documents
Professional registration where applicable
Immunity status where applicable
Access to education
Emergency contact details
Management letters
Vehicle details where applicable
Rosters

The lawful basis for us collecting this information is:

That it is as part of a contract that we hold with you and in compliance with legislation

How we use your information:

We use your information to effectively manage your volunteering or placement

Sharing your information

We share your information with your consent to our Occupation Health provider in order to effectively manage your wellbeing and comply with our legal obligations

How we keep your information safe

Training: All staff and volunteers are trained so they understand the law and their responsibility in regard to maintaining confidentiality, obtaining and using information appropriately, storing information securely and destroying information safely when it is no longer required
Access controls: Paper records are locked away securely and all electronic systems are password protected so that only those who are involved in processing volunteer, learning and work placements have access to the information they need
Monitoring: We make regular checks to ensure that we meet the required standards and that your information is obtained, used, stored and destroyed in accordance with the law
Archiving and destruction: We keep volunteer records for six years after you leave the organisation. We keep work and learning placements for 12 months after completion of the placement. After this time, information is destroyed in line with best practice guidance, shredding paper documents and securely deleting electronic records

COMPLAINANTS

We process information on complaints to ensure we can investigate and resolve concerns

Privacy Notice for Complainants

What information do we collect and use?

We collect personal information listed below in order to manage volunteering and placements

Complaints contact details - name, postal address, email, telephone numbers
Details of the service user if the complaint relates to care provided
Healthcare records of the service user if the complaint relates to care provided

The lawful basis for us collecting this information is:

That it is with the consent of the Service User and in compliance with legislation

How we use your information:

We use your information to effectively investigate and feedback on your complaint

Sharing your Information

We share anonymised information to the Clinical Commissioning Group

How we keep your information safe

Training: All staff and volunteers are trained so they understand the law and their responsibility in regard to maintaining confidentiality, obtaining and using information appropriately, storing information securely and destroying information safely when it is no longer required
Access controls: Paper records are locked away securely and all electronic systems are password protected so that only those who are involved in processing complaints have access to the information they need. Access to service users records is by their explicit consent or that of their Next of Kin if deceased
Monitoring: We make regular checks to ensure that we meet the required standards and that your information is obtained, used, stored and destroyed in accordance with the law
Archiving and destruction: To comply with the law we keep your records for 10 years after you complain. After this time, information is destroyed in line with best practice guidance, shredding paper documents and securely deleting electronic records

We are interested in your feedback on our privacy notice

Please could you advise us

How you accessed our privacy notice
Did you find it easy to understand
Whether there was anything difficult, unclear, you did not like it; or were there any errors

Please email the Head of Quality and Governance at Risk.ELH@nhs.net with your comments

Data Collection

East Lancashire Hospice is committed to protecting your information and privacy. We only collect your personal data for education in line with GDPR. For further information on how we collect, use and store your data please see our privacy notice available here