East Lancashire Hospice | Covering Blackburn, Darwen, Accrington and Clitheroe areas

Telephone
01254 287000

Privacy policy

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 the Data Protection Officer (DPO), Denise Williams by:

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 helps 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 Caldecott Guardian. The Caldecott Guardian is a designated person at the hospice who has responsibility to ensure we work within the law in relation to healthcare records.
  • The Caldecott Guardian For East Lancashire Hospice is  the Clinical Services Manager who can be contacted by

Telephone 01254 287000

Email General.­Administration@­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

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

  • Contact Details- Name,  Email, Telephone numbers
  • The event or education session booked
  • When you booked
  • Purchase order number/ invoice address if an organisation is paying
  • Your role, organisation and line managers details

The lawful basis for us collecting this information is:

  • That it is as part of a contract with you to provide access to education

How we use your information:

  • We use your contact details to advise you of any changes to the planned arrangements for the r education session and to keep in touch by sending you information on future education we provide.
  • 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 by an organisation
  • 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 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

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 keep your records until reported on at each year end each April. After this time, information is destroyed in line with best practice guidance, shredding paper documents and securely deleting electronic records
APPLICANTS for JOB VACANCIES & VOLUNTEER ROLES

We process information on applicants to job vacancies and volunteer roles in order to ensure the effective management of their recruitment

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,
  • Application details
  • Interview records
  • Pre- employment checks- references, occupational health questionnaires, DBS where applicable and Identification documents
  • Professional registration where applicable
  • Immunity status where applicable
  • Qualifications where applicable

The lawful basis for us collecting this information is:

  • That we obtain your consent via the application form
  • As part of preparation to a potential  contract of employment
  • In compliance with employment legislation

How we use your information:

  • We use your information to effectively manage your recruitment

Sharing your Information

  • We share your information with your consent to our Occupation Health provider in order to effectively screen that you are fit for the post applied for.

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 applications 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 6 months after you have applied unless you are successful in which case it is retained for 6 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
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