Ensure that your details are accurate and up-to-date.
Data sharing with partners
We may share your information securely with partner companies who support us in delivering our fundraising activities, such as mailing houses who act on our behalf to circulate our publicity materials or banks to set up a regular gift by standing order. If you are participating in an event we will share your personal data with the relevant event organisers and administrators when required for legal purposes. Finally, we use a data company, Quantor, to scan our paperwork for digital archiving.
When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. We may also share your data if it is required by law, for example, by a court order or for the purposes of prevention of fraud or crime.
Please be reassured that we will not release your information to any third parties for them to use for their own direct marketing purposes. We have never and will never sell your information.
Targeting our marketing
We will carry out targeted fundraising and marketing to ensure that we are contacting you with the most relevant information (for example about volunteering, events, research and how your support helps) through your preferred channels.
This approach has mutual benefits; you will hopefully receive communications from us that feel purposeful, but equally we are using our resources effectively, which is important to both us and you as supporters. For example, if you have already participated in an event or bought a product; we will contact you about that and/or similar events or products, unless you ask us not to.
We will keep your record updated with relevant information that will help us, such as previous events you have taken part in or whether you are giving in memory of a loved one. We may analyse geographic, demographic or other information relating to you to better understand your interests and motivation for giving.
Next of kin and patient data
In order to protect the way we communicate with current patients and next of kin, if you are an active Hospice supporter and you or your family member starts to receive one (or more) of our services, we will amend your Donorflex record to reflect your relationship with the Hospice and adjust your communications accordingly.
No information is shared or stored about the services you are receiving or your health and condition. The names and addresses of patients and next of kin with no previous relationship with the Hospice are stored on Donorflex in the event we are contacted by the individuals or we receive a donation in the future, so we are aware of their relationship with the Hospice. This information will not be used for marketing purposes.
If you are bereaved, as part of our support for you we will let you know about ways to remember your loved ones, such as our Lights of Life event. If you are a bereaved next of kin and you were not previously a Hospice supporter, we will invite you to be a part of our Lights of Life services and campaign, but if you do not respond this will be the only time you hear from us, unless you support us in the future.
The organisation complies with the Fundraising Regulator's requirements and will provide a simple and easy way to stop communications that are no longer required. Any use of legitimate interest will only relate to postal communications and telephone only. This is clearly explained in our leaflet ‘Your information: How we use it’ which is given to all patients and next of kin upon referral to our services.
Sharing your story or photographs
Stories of people who have used or are using our services help us to raise awareness of GHHC’s services. If you choose to support us by getting involved in publicity work, including photographic, video or written content, we will obtain consent from you. Once we have held your photograph and/or case study for two years, we will not use them in new publications or documents without renewing your consent. Photographs taken at our fundraising events will be used for up to five years. You can withdraw your consent at any time by emailing marketing@ghhospicecare.org.uk.
Garden House Hospice Care Community Groups
We have a number of community groups, who are committees of volunteers who fundraise for the Hospice within their local community. They may do this by running events, raffles and having stalls at local fetes and fairs. Although they operate independently, they work in partnership with the Hospice, receive our training and comply with all the data protection laws as well as our own policies. Any data they capture for fundraising purposes is securely shared with us at the Hospice - where it falls under the same protection as all other supporter data - and then destroyed from their systems.
Local Hospice Lottery
We run our lottery in partnership with Local Hospice Lottery Ltd. Local Hospice Lottery Ltd is a private limited company with registered company number 03226004 and registered address Farleigh Hospice, North Court Road, Broomfield, Chelmsford, Essex, CM1 7FH.
If you play the Local Hospice Lottery, you will be given the choice to share your data with the Hospice you support. Your name, address and marketing preferences are shared with us securely on a monthly basis, and stored on our database, Donorflex. Your data will be treated in line with all other supporters as detailed in this policy. If you cease your contract with Local Hospice Lottery, your data will be shared once again so we can keep our database up to date.
Please visit the Local Hospice Lottery for their full privacy policy https://www.localhospicelotter...
Keeping our data accurate
Whenever we contact our supporters, we will give you an opportunity to update your information so it is as current and accurate as possible.
We use your details for data cleansing. We want to keep your details accurate and up-to-date – and so we work with a partner organisation who will notify us if people have moved and tell us about people who have recently deceased to avoid any distress that continued communications may cause.
Changing your preferences
You can opt out of your data being used for profiling. However, this may mean that you stop receiving relevant marketing communications from us or they become more generic and less relevant to you as they are no longer based on your interests in our cause. If you do wish to opt out please contact the supporter care team using the information below.
You are welcome to contact us at any time to change your communications preferences. Please call the supporter care team during office hours on 01462 679540, option 3, or email fundraising@ghhospicecare.org.uk. Any email or postal marketing we send will include information on how you can change your communication preferences or cease communication from the Hospice. If you request to receive no further information from us, we will also keep your personal data on our database so that we can always ensure that you do not receive any unwanted communication.
We currently keep all of our records on Donorflex until you have been an inactive supporter for six years. This means we haven’t heard from you or received donations or fundraising support for six years. The exception to this rule is if we are informed of a change in your situation before then, or we are asked to delete the record.
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 (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity or as long as it is set out in any relevant contract you hold with us.