This Fair Processing Notice (“Privacy Notice”) describes how Dr Kershaw’s Hospice collects and uses your information.
This Notice tells you what personal information Dr Kershaw’s Hospice collects about you, why we need it, how we use it and what protections are in place to keep it secure.
“Personal information” means information about you, and from which you could be identified, including information which may be protected under the privacy or data protection laws of the United Kingdom.
It is Dr Kershaw’s Hospice policy to:
What personal information does Dr Kershaw’s Hospice collect from and about you?
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Why do we need to collect and use your personal information?
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How do we protect your personal information?
We have security arrangements in place to guard against unauthorised access, improper use, alteration, destruction or accidental loss of your personal information. Only those staff with a genuine ‘Need to Know’ will have access to your personal information.
We take appropriate organisational and technical security measures and have rules and procedures in place to ensure that any personal information we hold on computer systems is not accessed by anyone it shouldn’t be.
When we use third party organisations to process information on our behalf we ask them to demonstrate their compliance with our security requirements and any instructions we may give them, and their compliance with relevant data protection legislation throughout the time that they are delivering a service to the hospice. These organisations take their instructions from us and their obligations with regard to what information they process and what they can do with it are agreed in the contracts we have with them.
How long do we retain your personal information?
All information held by Dr Kershaw’s Hospice is retained in accordance with Dr Kershaw’s ‘Records Management Retention Policy’ which can be found at the link.
Visitors to our websites
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Dr Kershaw’s website has a search engine facility however no personal information is collected or processed.
We use a third party provider, Print Web Design, to deliver the hospice e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter.
This information is processed internally in the hospice and is retained for marketing unless the Data Subject exercises the right to be forgotten.
Security and performance
We use a third party service, WordPress.com, to publish our website and information that goes out through our screens network in our five retail outlets and the Hospice reception.
We use a standard WordPress service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.
People who contact us via social media
Any personal information collected via social media is done so by hospice staff and is used to establish contact with supporters. This is not shared with any third party and is retained for no longer than six months.
People who email us
General correspondence e-mails are distributed to the relevant department and dealt with in accordance with other areas of this policy particular to the specific e-mail.
We use Square Space to collate information regarding emails sent to the Hospice.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software.
Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
CCTV is used for the security of the site. This information is not shared with any third parties unless required to do so by law. CCTV footage is over written after a period of four weeks.
Mediscreen provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
We will send your completed questionnaire to Mediscreen, who will book a face to face appointment with you. They will provide us with a fit to work report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by Mediscreen. The information you provide will be held by Mediscreen.
Use of data processors
Data processors are third parties who provide services to Dr Kershaw’s Hospice. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Links to their Privacy Notices are below.
Under the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you. This includes access to information held about you.
How can you request access to the personal information held about you?
If you have any questions about the personal information that we hold about you please seek advice from a senior member of the management team.
You are also legally entitled to make a Subject Access Request further details of which can be found in Dr Kershaw’s ‘Policy for Subject Access Request’ which can be found at the link.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 25 May 2018.
How to contact us
Postal: Dr Kershaw’s Hospice
Tel: 0161 624 2727