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Privacy Policy

This privacy policy statement has been established to give a clear explanation of our data processing practices to safeguard you and your personal information.

Our promise to you

At Weldmar Hospicecare, we want you to be reassured that we will treat your donations and support in the best possible way to enable us to continue providing vital end of life care throughout Dorset. We are only able to keep providing our services to thousands of people across Dorset each year because of the kindness and generosity of people like you.

We want to ensure that you are comfortable with and understand how we use your data and promise to respect any personal data that you are happy to share with us or allow other organisations to give us. It is important for us to have this information so we are able to communicate with you in the way that you desire, to process your donations and to help us raise vital funds as reasonably and effectively as possible.


Our contact details

Weldmar Hospicecare is a registered charity and we are also registered with the Fundraising Regulator. If you have any questions about your personal data, please contact us by emailing fundraising@weld-hospice.org.uk, calling 01305 261800 or at:

Data Protection
Weldmar Hospicecare
Hammick House
Bridport Road
Dorchester
Dorset
DT1 3SD


How we collect your personal data and why

There are various ways that we might collect information:

1. You give us your data directly

When you register for an event, make a donation, purchase something from our online shop, volunteer, buy a lottery ticket or share your story with us we will collect details that enable us to process or administer our relationship with you.

2. You give us your data indirectly

There are various ways that we may be passed your details to enable us to fulfil your request or if you have agreed for your information to be passed on. Many supporters use online fundraising pages such as Justgiving and Virgin Money Giving to raise sponsorship. If you agree to them sending us your details, they will do so we can contact you to say thank you. If you set up a regular gift via standing order or direct debit, your bank will send necessary details through to us to process or administer your donations. If someone registers you for an event on your behalf, you may agree for them to give us your details.

Use of cookies

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.

We use a number of different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.

The list below describes the cookies we use on this site and what we use them for. Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)

First Party Cookies

These are cookies that are set by this website directly.

Google Analytics: We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This Analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information.We therefore do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. You can find out more about Google’s position on privacy as regards its analytics service at https://support.google.com/analytics/answer/6004245?hl=en

WordPress: Our website runs the popular WordPress CMS and cookies are used to store basic data on your interactions with WordPress, and whether you have logged into WordPress. We use a session cookie to remember your log-in for you if you are a registered user and we deem these as being strictly necessary to the working of the website. If these are disabled then various functionalities on the site will be broken. More information on session cookies and what they are used for at http://www.allaboutcookies.org/cookies/session-cookies-used-for.html

Shopping Cart: We use a session cookie to remember your log-in for you and what you’ve put in the shopping basket. These we deem strictly necessary to the working of the website. If these are disabled then various functionalities on the site will be broken.


What data we collect and why

On various occasions when you are making a donation to us, offering to volunteer, registering for an event or support us in other ways, we will always ask you for some important details such as your full name and full contact details so we can process your request or communicate with you.

However, sometimes if it is appropriate, we may ask you some further questions so we can understand more about you and so we can communicate with you about any products or services that you ask for as to improve our service to you. These details aren’t always required to fulfil a transaction but do provide helpful.

If you are registering for an event, we may ask you additional questions which are mandatory as part of the registration process. These questions may include dietary requirements and medical information which are required to ensure we can deliver an event which is fun, enjoyable and also safe to all supporters who are taking part.


Who we share your data with

It is our promise at Weldmar Hospicecare to never share or sell your data to any third party for marketing purposes.

We do share your data to organisations who work on our behalf to supply us with services that require your data to fulfil your request

Companies that we work with include:

Blackbaud Hosting Services
We use a database system called Raiser’s Edge which is supplied to us by Blackbaud Inc. Your details are securely stored on this database and only accessed by those who require to do so.

HMRC
HMRC reserves the right to inspect our gift aid files and claim procedures at any time.

Printing, mailing, fundraising and marketing companies
Throughout the year we use printers and mailing companies to send out mailings on our behalf. We also occasionally employ the expertise of fundraising and marketing companies who will assist us with our data selections for mailings and to also ensure that we are only contacting supporters in the way they wish to hear from us.

We may need to share your personal information with our service providers and associated organisations for our own purposes and for the purposes of operating such services as our lottery. This will be done only where necessary, under formal non-disclosure agreement and only after strict due diligence processes have been followed to ensure that those we work with support our charitable aims and objectives.

Non-disclosure agreements are designed to protect information security and your confidentiality and sets strict obligations as to the use of that information. Any information that is shared with those described above is through security systems like NHS mail, secure file transfer portals and use of encryption. They contain contractual clauses relating to the length of time that information can be held for and strict guidelines as to the safe destruction of the information.


Storing and retaining your information

We will store your information on secure systems or databases operated by Weldmar Hospicecare or providers contracted by the charity. This information will only be available to those who are authorised to access it. We will always ensure that we retain your information in accordance with legal and regulatory requirements. If we feel that there is no need to retain your data, unless you have requested otherwise, your data will be archived.


Your rights regarding your data

You have the right to ask us to stop storing your personal data at any time. In some circumstances, we are required to maintain your data for legal reasons. If you wish for us to stop communicating with you we recommend that you withdraw your consent to contact. We will then archive your record and details and will no longer make contact with you.
However withdrawing your consent to receive marketing and information materials from us does not mean that we will never contact you. If we need to contact you about administrative matters in order to process a transaction or another business reason, we may be required to do so.


Future changes to our privacy policy

From time to time it might be necessary to make changes to our privacy policy. Any updates will be indicated on this policy and this will provide the most up to date and accurate information to our supporters. If we make any significant changes to how we use your data, we may contact you directly as well as making changes clear on this document.


Please also view:


For further information about privacy and data consent, please visit the Information Commissioner’s Office website at www.ico.org.uk


Published May 2018

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