Midhurst Palliative Care CIO Privacy policy

Latest version updated on 23.09.2022

Purpose of this statement

This statement sets out to give you a clear understanding of our charity’s data processing practices, which safeguard you and your personal information. These practices are guided by the 1998 Data Protection Act and the General Data Protection Regulations (GDPR) currently in force.

About us

Midhurst Palliative Care CIO (MPC) ("we", “us”, “our” and “ours”) is a charity set up to raise funds exclusively for the Midhurst Macmillan service. We are registered in England as a charitable incorporated organisation under number 1195572 and our registered office is at 41 Guillards Oak, Midhurst, West Sussex, GU29 9JZ.

For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a data protection manager. Our data protection manager is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at paragraph 12 (Contact Us), below.

 

What is personal information

Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number, IP address, credit/debit card details and information relating to your health and personal circumstances.

 

Ways in which we might need to use your Personal Information

If you support us, for example by making a donation, volunteering, registering to fundraise or sign up for an event, we will generally collect:

  • Your name
  • Your contact details including address, email or phone number
  • Your credit/debit card details (not stored after payment is processed)
  • Details of any events you have participated in or attended
  • The value of your donation or sponsorship
  • If you are registered for Gift Aid
  • Where you donate to us via a third party platform such as JustGiving, we may receive certain information about the transaction, such as your name and the amount you have donated

Where it is appropriate, we may also collect:

  • Your date of birth
  • Your bank details for direct debits

We will use your data to:

  • Provide you with the services or information requested.
  • Administer your donation or support your fundraising, including processing gift aid and thanking you.
  • Keep a record of your relationship with us.
  • Ensure we know your communication preferences.
  • Understand how we can improve our services or information.

We aim to make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions, and we include information on how to opt out when we send you communications. If you don’t want to hear from us, just let us know when you provide your information or contact us 01730 812111 or email This email address is being protected from spambots. You need JavaScript enabled to view it.

We do not sell or share personal details to third parties for the purposes of marketing.

We will share your personal data with third parties where we are required by law e.g. with HMRC for the purpose of claiming gift aid. 

We will not sell or share your details with other charities or organisations (in compliance with the Data Protection Acts).

 

Social Media
Depending on your settings or the privacy policies for social media and messaging services such as Facebook, Instagram or Twitter, you might give us permission to access information from those accounts or services.

Website
The content of our website pages are for your general information and use only. They are subject to change without notice.

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Recent government legislation means we are obliged to seek your agreement to the use of cookies when you visit our website. We collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifiable information from any source.

How we keep your information safe and who has access

We have put in place commercially reasonable and appropriate technical controls in place to protect your personal details.  Our online forms, such as Donorfy which handles donations, are encrypted and the network is protected and routinely monitored.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

How long is the information retained for

We are required to retain financial information for up to seven years. This includes details such as name, address and gift donations. If Gift Aid is claimed, we are required to retain the information for 6 years and submit it to HMRC as necessary to process the Gift Aid claim.

Rights of access, correction, erasure and restriction

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

 

  • Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
  • Request correction of the personal data that we hold about you.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Contact us

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please contact our Data Protection Point of Contact:

Dr Alex Maccallum at This email address is being protected from spambots. You need JavaScript enabled to view it.

 

Phone – 01730 811121

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone - 0303 123 1113 (local rate) or 01625 545 745

Website - https://ico.org.uk/concerns

 

 

Information specific to volunteers

Volunteers are vital to the success of our charity and service we fund, the Midhurst Macmillan Service. Volunteers may provide vital support to service users and/or their families, or they might be acting as fundraisers.

What personal information we collect and how we use it

We are the data controller for the information you provide during the process of registering as a volunteer. If you have any queries about the process or how we handle your information, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. 

All information you provide during the process will only be used for the purpose of progressing your application to volunteer, or to fulfil legal and regulatory requirements such as Disclosure and Barring Service (DBS) checks. The information you provide will be held securely by us whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

 

Information specific to an employee, or a potential or past employee

What personal information we collect and how we use it

We are the data controller for the information you provide during the application and employment process. If you have any queries about the process or how we handle your information, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it.

Information you provide during the process will only be used for the purpose of progressing you application, or to fulfil legal and regulatory requirements if necessary. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Application stage

We will ask you for your personal details including name, contact details, any previous work experience, education, referees and answers to questions relevant to the role you have applied for. The relevant HR team which may be that of Sussex Community Foundation Trust or that of Midhurst Palliative Care and the recruitment panel will have access to this information.

We may share your personal details with a third party payroll bureau for the purposes of processing monthly salaries.

Conditional offer/employment check

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. We are required to confirm the identity of our staff, their right to work in the UK and seek assurance as to their trustworthiness, integrity and reliability.

You will be asked to provide:

  • Proof of identity
  • Proof of qualifications
  • You will be asked to complete a criminal records declaration
  • Details to complete a Disclosure and Barring Service
  • Details of referees that we will contact
  • Bank details – to process salary payments
  • Emergency contact details
  • Pension details

 

 

 

Changes to this Statement

We may change this Privacy Statement from time-to-time.  If we make any significant changes in the way we treat your personal information we will make this clear on the Midhurst Palliative Care website, our newsletter, or by contacting you directly.

Last reviewed 23.09.2022