Farleigh Hospice (charity number: 284670) is committed to protecting your privacy, upholding your right to confidentiality and keeping any personal information that you share with us safe and secure.
This privacy notice applies to our use of any and all data collected by us or provided by you in relation to your use of any service that Farleigh Hospice provides.
Please read this privacy notice carefully to understand our practices regarding your personal data and how we collect, use and store your information.
For more information, please contact our Data Protection Officer:
Email: [email protected]
Telephone: 01245 457300
1. What information we collect and how we use it
This section outlines how Farleigh Hospice collects, uses and protects personal data from our clinical service users, staff, volunteers and supporters, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1.1 Clinical service users
A clinical service user is anyone who:
- Is currently receiving support or care from one of our services
- Has previously received support or care from one of our services
- Has made an enquiry or been referred but is yet to receive support
- Was previously referred but did not receive a service
What information do we collect?
We may collect:
General personal data
- Name and title
- Address
- Date of birth
- Contact details
- Next of kin and family information
- GP and healthcare provider details
- CCTV footage
Special category data
- Health and medical information
- Information from relatives or professionals
- Lifestyle information (e.g. smoking status)
- Religion, ethnicity and language
- Safeguarding status
How do we collect this information?
- Directly from you
- From healthcare or social care referrals
- From third-party systems (e.g. NHS)
- Through CCTV systems
How do we use this information?
We use your data to:
- Deliver and manage your care
- Ensure accurate records
- Coordinate with healthcare providers
- Improve services
- Meet legal obligations
- Contact you about appointments or updates
We process your data under:
- Article 6(1)(e) – public interest
- Article 9(2)(h) – health or social care provision
1.2 Supporters
This includes donors, event participants, volunteers and individuals engaging with us in a non-clinical capacity.
When do we collect your information?
- When you donate
- When you contact us
- When you attend events
- When you complete forms
- When you subscribe to communications
- Through social media or third-party platforms
- Via CCTV
What information do we collect?
- Name and contact details
- Communication preferences
- Donation and event history
- Volunteering information
- Payment details (securely processed)
How do we use this information?
- Process donations
- Manage events and volunteering
- Respond to enquiries
- Send communications (if opted in)
- Meet legal obligations
- Improve services
Lawful basis
- Consent
- Contract
- Legal obligation
- Legitimate interests
You can update your preferences at any time by contacting us.
1.3 Applicants – staff and volunteers
What information do we collect?
- Contact details
- Employment and education history
- Right to work documentation
- Bank details
- Health and DBS information
- Equality monitoring data
How do we use this information?
- Recruitment and onboarding
- Payroll and administration
- Legal compliance
- Training and development
- Health and safety
- Internal communications
We process your data under:
- Article 6(1)(b), (c), (f)
- Article 9(2)(b) and (h)
2. Storage and security of personal data
We take appropriate technical and organisational measures to protect your data, including:
- Encryption
- Access controls
- Multi-factor authentication
- Regular audits
- Staff training
- Secure data disposal
2.1 Data location and transfers
Your data is stored in the UK or EEA. If transferred internationally, appropriate safeguards will be in place.
3. External links
Our website may contain links to third-party websites. We are not responsible for their privacy practices and recommend reviewing their policies.
4. Your rights
You have the right to:
- Access your data
- Correct inaccuracies
- Request deletion
- Restrict processing
- Object to processing
- Withdraw consent
To exercise your rights, contact:
[email protected]
5. Data retention
We retain personal data only as long as necessary, including:
- Clinical records – in line with NHS guidance
- Employment records – in line with legal requirements
- Financial records – minimum 6 years
- Marketing preferences – until withdrawn
6. Changes to this policy
We review this policy regularly.
Last updated: July 2025
7. Cookies and website data
We use cookies to:
- Improve website functionality
- Analyse usage
- Support marketing activity
Data collected may include:
- IP address
- Device and browser type
- Pages visited
- Location (approximate)
All data is anonymised where possible.
8. Media permissions
We may use images, video or audio recordings with your consent.
You can withdraw consent at any time by contacting us.
9. Contact us
General enquiries
Farleigh Hospice
North Court Road
Chelmsford
Essex CM1 7FH
Email: [email protected]
Telephone: 01245 457300
Data protection enquiries
Data Protection Officer
Email: [email protected]
Telephone: 01245 457300