Our contact details
Name: St Andrew’s Hospice (Lanarkshire)
Address: 1 Henderson Street, Airdrie, ML6 6DJ
Phone Number: 01236 766951
E-mail: [email protected]
At St Andrew’s Hospice, we are committed to protecting your personal information and privacy. We comply with all legislation regarding the collection and use of personal data. This Privacy Notice describes how we collect and use your personal information.
We may update this Privacy Notice from time to time so please check back periodically. We will notify you of significant changes by placing a notice on our website.
If you have any queries about this Privacy Notice, please contact our nominated person responsible for Data Protection who is our Quality & Governance Manager on 01236 766951 or e-mail [email protected]
St Andrew’s Hospice
In this Privacy Notice, ‘St Andrew’s Hospice’ means St Andrew’s Hospice (Lanarkshire), registered as a charity in Scotland, No SC010159 and private limited company by guarantee (SC299663), whose offices are at St Andrew’s Hospice, 1 Henderson Street, Airdrie ML6 6DJ. We are registered with the Information Commissioner’s Office, registration reference: Z5448030
When We Collect Personal Information
We collect personal information about you when you interact with us (e.g. in person, by phone or online) in order to:
- access one of our clinical, educational, social care or support services
- be acknowledged as the next of kin of one of our service users
- apply to work or volunteer with us
- enquire about our activities and services
- make a donation
- participate in an event
- donate to our shops & register for gift aid
- buy from our online shop
We may also receive information about you from third parties that we work with or support, for example the NHS, North/South Lanarkshire Council, GP’s, our service users, Lottery Fundraising Services, JustGiving, pension providers or Disclosure Scotland, as part of our recruitment and pre-employment verification process.
The Personal Information We Collect
Service Users and Next of Kin
The types of information we might collect from patients and clients and their family members include names, postal addresses, e-mail addresses, phone numbers, date of birth and next of kin as well as information of a medical and personal-sensitive nature.
This information is collected for the purposes of providing clinical and social care services to those referred to us and could be used and shared between departments within the organisation as well as with other health and social care service providers under strict guidelines. We may also receive further information from the NHS and North/South Lanarkshire Council which is only shared with us under strict guidelines and where information sharing could improve the delivery of care or is necessary for direct care.
We may also use more sensitive types of personal information, including information about racial or ethnic origin; religious or philosophical beliefs; health or sexual orientation.
Employees and Volunteers
The types of information we might collect from employees and volunteers include your name, postal address, email address, phone numbers, date of birth, next of kin, employment history, disabilities relevant to your employment or volunteering role, and character or employment references. The organisation will process personal information lawfully e.g. to comply with an employment contract or legal obligation, and protecting the legitimate interests of the Hospice or a third party. We may collect personal-sensitive information including but not limited to race, faith, gender, religion, disability and family life for statistical and reporting purposes but these will be anonymised and no individual will be identifiable.
The types of information we might collect from supporters include your name, postal address, email address, phone numbers, date of birth, next of kin, communication preferences, credit or debit card details, and whether you are a tax payer so that we can claim Gift Aid. We also hold records of your donations and fundraising efforts alongside the communications that we have had with you.
We will not store credit or debit card details after they have been processed.
We do not collect personal-sensitive data such as race or disability, about our supporters unless there is a legitimate reason for this (e.g. if you participate in an event for which we may need to provide support.)
Lawful Basis and Purpose
Service Users and Next of Kin
The lawful basis for processing service users and next of kin data is the legitimate purpose of providing a health and social care service. Special category data held on service users is processed for the purposes of providing a health and social care service.
If you, a relative or a friend, are cared for or supported by St Andrew’s Hospice, the personal-sensitive information you provide to us will be used only for the purposes of offering access to and providing you with services including bereavement support, for training our staff or for monitoring the volume and quality of our services. St Andrew’s Hospice will not disclose your personal information to any third party without your consent, except in the following circumstances:
- to health and social care professionals and organisations involved in the provision of your care, and always within the appropriate regulations governing sharing of your health and social care records.
- to the NHS Scotland Information Services Division as part of a statutory return on our activity.
- exceptionally, to professional bodies or otherwise as required by law, regulation or codes of practice.
- from time to time, St Andrew’s Hospice may participate with partners in research projects for the furtherance of work in the field of palliative care. We will only ever use service user data with the explicit consent of the individual.
We will not use your information for other purposes without your permission. If you tell us about your own experience with terminal illness or the experience of someone else, we will explain how we will use that information. If you don’t want us to use such information for other purposes or change your mind at any time, it will not affect any services we provide.
If you receive education, training or mentoring we will use your personal details only for the purposes of offering access to and providing you with such services.
Employees and Volunteers
The lawful basis for processing employee and volunteer data is the legitimate purpose of managing the relationship between the Hospice and the employee or volunteer.
We use the information collected on our employee and volunteer application forms to identify if you are suitable to work for or volunteer with St Andrew’s Hospice. If your application is unsuccessful, we dispose of your data within six months. If your application is successful, we will retain a copy of your application form and your data will be stored electronically to allow us to manage the employment or volunteering relationship we have with you.
If you cease to be employed by St Andrew’s Hospice, we will retain your personal data for a period of six years.
If you cease to volunteer with St Andrew’s Hospice, we will retain your personal data for a period of 6 years.
Our volunteer data is stored on a cloud-based system managed by ‘SMI StaffCare’. The data is stored safely and securely and in adherence with our legal requirements under GDPR Regulations.
The lawful basis for processing data held on recent (donations made within the past three years) supporters is the legitimate purpose of raising charitable funds to support the delivery of a health and social care service in Lanarkshire. If for a period of three years you stop making donations, we only process your data with your consent.
We use the personal information collected from you for a number of purposes, including:
- to provide you with services, products or information you have requested;
- to process and acknowledge donations or payments we have received from you;
- to fulfil sales made online or through our shops;
- to record and administer your participation in events for which you have registered;
- to record your gifts of money or the sale of goods you donated to our shops and, if appropriate, to reclaim tax paid on these through the Gift Aid scheme;
- to keep a record and breakdown of our fundraising income which we may analyse to help us improve income in future years;
- for a period of three years following your most recent donation to send you newsletters and fundraising information unless you choose not to receive these. If a period of three years passes without a donation we will only continue to mail you with your consent (see section on ‘Your Updates and Preferences’ below).
- to analyse and improve our work, services, activities, products or information (including our website) or for our internal records;
- for fraud prevention, credit risk reduction or otherwise as required by law or regulation;
- to improve our communication with you and to contact you in the most appropriate and relevant way.
We may also use your details:
- to invite voluntary participation in research or surveys;
When you use our secure online donation or payment pages you will be directed to a specialist supplier company, who will receive your credit card number and contact information to process the transaction. We do not retain your credit or debit card details.
We use external companies to help us with larger mailings and to process Direct Debits, these companies are UK based and are data protection compliant. If you complete a Gift Aid declaration we will share your name and address and the value of your donations with HMRC for the purposes of reclaiming tax paid.
We may share your information with external agencies in order for them to contact you on our behalf, in accordance with your marketing and contact preferences. We will never share information with other organisations for marketing purposes not related to St Andrew’s Hospice.
Your Updates and Preferences
It is important that we keep your personal information up to date. You can contact us on 01236 766951 or [email protected] at any time if your circumstances change.
For our legitimate fundraising purposes, we will mail you newsletters and fundraising information for a period of three years following your latest donation.
You can update your contact preferences at any time by contacting us on 01236 766951, changing your preferences using our online form at www.st-andrews-hospice.com/contact-preferences or e-mailing [email protected]
You can stop receiving emails by clicking on the “unsubscribe” link in our marketing e-mails.
We will not use your details for fundraising or related purposes if you tell us not to, however, we will retain your details on our database to help ensure that we do not contact you again.
Sharing with Third Parties
We will never sell your data to any third party. We will not share your details with other charities for marketing purposes.
We will only share information with other organisations where we have your permission to do so in accordance with this Privacy Notice, where it is necessary for a legitimate reason connected with the services we offer or where it is required by law or regulation.
Sometimes, we may need to share your information with a small number of trusted partners (service providers, agents and affiliated companies) for the purposes outlined above (e.g. a supplier that produces promotional material or delivers goods for us or a supplier that processes payments securely). Where we use third parties, we require them to adhere to appropriate controls to protect personal information.
We use Microsoft Office 365, Cybertill, SMI Staffcare, SPARK and OASIS which are multi-tenant cloud services, to store data. This means that internal documents and information which are generated at St Andrew’s Hospice are stored in cloud services which are hosted within the European Economic Area (EEA).
If you participate in the Project ECHO telementoring service your details will be stored in the iECHO database located in the USA for the purposes of recording your participation in ECHO sessions. Storage of data in the USA may not meet the same standards as those in the UK and you will be asked to consent to this at the time we record your details.
We may, on an exceptional basis, use other tools or services which process data outside the EEA. In these cases we require suppliers to ensure adequate protection for personal data e.g. Microsoft may provide us with emergency support for Office 365 from outside the EEA in rare circumstances.
St Andrew’s Hospice is committed to keeping your personal information safe and secure and we have security policies and technical measures in place to help protect your information.
Unfortunately, no data transmission over the internet can be guaranteed 100% secure. As a result, while we strive to protect your personal information, St Andrew’s Hospice cannot ensure or warrant the security of any information you transmit to us, and you do so at your own risk.
As a user, you can help protect the integrity of any data you transmit to St Andrew’s Hospice by taking common precautions such as regularly allowing patching for your operating system, ensuring you are running up to date and supported anti-virus software, and only transmitting data where HTTPS appears at the beginning of the page URL (this refers to the security technology Secure Sockets Layer (SSL) and indicates that the data is being transmitted securely).
You have the following rights with regard to the data we store about you:
- The right to make a data protection complaint – tell an organisation if you’re concerned about how they are using your data.
- The right to be informed – an organisation must inform you if it is using your personal data
- The right of access – you have the right to find out if an organisation is using or storing your personal data
- The right to rectification – you can challenge the accuracy or personal data held about you by an organisation
- The right to erase you can ask an organisation to delete personal data that it holds about you
- The right to restrict processing – you can limit the way an organisation uses your personal data
- The right to data portability – you have the right to get your personal data from an organisation in a way that is accessible.
- The right to object – you have the right to object to the processing or use of your personal data in some circumstances.
- Rights in relation to automated decision making and profiling – decisions are made about you when your data is processed automatically
If you wish to exercise any of these rights, please review our Subject Access Request Guidelines available here or contact our Quality & Governance Manager on 01236 766951 or [email protected] for more information.
Health Record Requests
The Caldicott Guardian, (Deputy Chief Executive Officer), is responsible for overseeing the request process and approving the release of information relating to patients/clients and former patients/clients of the Hospice.
If the patient/client is incapable, within the meaning of the Adults with Incapacity (Scotland) Act 2000 (asp 4) in relation to making or authorising the application, any person entitled to act on behalf of the patient/client may make a request.
Where the patient/client has died, the patient/client’s personal representative and any person who may have a claim arising out of the patient/client’s death may make a request.
If you wish to make a Health Record Request please review our Subject Access Request Guidelines available here or contact our Quality & Governance Manager on 01236 766951 or [email protected] for more information.
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Online Links and Third Parties
This notice only applies to St Andrew’s Hospice and its subsidiary companies, so when you link through to our partner companies (e.g. to donate, register for an event or pay in the online shop) please read their own privacy notices.
If you have any queries in relation to our collection, storage, processing and use of personal information, please contact our nominated Data Protection Officer who is our Quality & Governance Manager on 01236 766951 or [email protected]
If after speaking to us, you are unhappy with our use of your personal data, you have the right to complain to the Information Commissioner’s Office.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: www.ico.org.uk