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Privacy

Privacy

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 the Data Protection Officer:
Email: [email protected]
Telephone: 01245 457300

Section 1: What information do we collect and how do we use it?

This section explains how we gather personal data from our service users and supporters, and how this information is used.

1.1 Clinical Service Users

A 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 to the hospice but has not yet received support
  • Has previously been referred but did not receive a service from us

What information do we collect?

We may hold the following information:

  • Title and full name
  • Postal address
  • Date of birth
  • Contact details, including email and telephone number
  • Next of kin and family information
  • Your doctor’s contact details
  • Family connections of other service users
  • CCTV images from our buildings (for security purposes)

We may also hold sensitive personal information, including:

  • Medical conditions and treatment details
  • Test results and clinical reports
  • Future care plans
  • Information from relatives or other health and social care professionals
  • Smoking status and learning disabilities
  • Religion and ethnic origin
  • Safeguarding status or protection orders

It is important for us to have a complete picture of you to ensure appropriate care and support.

You are not required to provide personal information; however, without it we may not be able to provide our services.

How do we collect information?

  • Directly from you (e.g. assessments or conversations)
  • From healthcare or social care referrals
  • From third-party systems (e.g. NHS databases)
  • Through CCTV at our premises

How do we use this information?

We use your information to:

  • Deliver and manage your care and treatment
  • Ensure staff have accurate and up-to-date information
  • Coordinate care with other healthcare providers
  • Monitor and improve the quality of services
  • Support funding and commissioning of care
  • Conduct audits, research, and service planning (using anonymised data)
  • Comply with legal and regulatory obligations
  • Contact you about appointments or care updates

We may share relevant information with other healthcare organisations, such as NHS England, GP practices, ambulance services, and social care providers. We may also share information with other organisations involved in your care, such as hospices or care homes, where appropriate.

We will not share your information without your consent unless required by law or where there is a risk to health or safety.

Your information is processed under the Data Protection Act 2018 for the provision of health and social care.

We process your data under:

  • Article 6(1)(e) – public interest
  • Article 9(2)(h) – health or social care provision

1.2 Supporters

This section applies to donors, event participants, volunteers, and other supporters.

When do we collect your information?

We collect personal data when you:

  • Make a donation (including in-memory or regular giving)
  • Contact us with an enquiry
  • Attend or register for an event
  • Complete forms (online or paper)
  • Subscribe to communications
  • Volunteer or express interest in volunteering
  • Interact via social media or fundraising platforms
  • Visit our premises (via CCTV)

What information do we collect?

We may collect:

General data:

  • Name and contact details
  • Date of birth
  • Communication preferences
  • Donation and Gift Aid history
  • Event participation
  • Volunteering history
  • CCTV footage

Financial data:

  • Payment details (processed securely via third-party providers)
  • Transaction history

Special category data (where relevant):

  • Health or accessibility requirements
  • Equality and diversity information

How do we use this information?

We use your data to:

  • Process and acknowledge donations
  • Manage events and volunteering
  • Respond to enquiries
  • Send communications (where opted in)
  • Meet legal obligations (e.g. Gift Aid)
  • Improve services and supporter experience
  • Ensure safety and security

Lawful bases for processing

We rely on:

  • Consent
  • Contract
  • Legal obligation
  • Legitimate interests

Managing your preferences

You can withdraw consent or update preferences at any time by contacting:

Email: [email protected]
Telephone: 01245 457394
Address: Communications Team, Farleigh Hospice, North Court Road, Chelmsford, CM1 7FH

1.3 Applicants – Staff and Volunteers

This section applies to employees, volunteers, trustees, and placement students.

What information do we collect?

General data:

  • Name and contact details
  • Date of birth
  • National Insurance number
  • Employment history and qualifications
  • Right to work documentation
  • Bank details
  • CCTV footage

Special category data:

  • Health and disability information
  • DBS checks
  • Ethnicity, religion, sexual orientation
  • Safeguarding information
  • Trade union membership

How do we collect information?

  • Directly from you
  • From referees or third parties (e.g. DBS, professional bodies)
  • Internal HR systems
  • CCTV

How do we use this information?

We use your data to:

  • Manage recruitment and employment
  • Administer contracts and volunteering agreements
  • Ensure legal compliance
  • Process payroll and benefits
  • Support training and performance
  • Maintain health, safety, and wellbeing
  • Handle complaints and disciplinary matters
  • Ensure equality and diversity
  • Manage IT access and systems

Lawful bases for processing

  • Contract
  • Legal obligation
  • Legitimate interests
  • Employment and occupational health purposes

We may share data with HMRC, pension providers, regulators, training providers, and IT suppliers. We do not share data for marketing purposes or transfer it outside the UK/EEA without safeguards.

We also use a third-party provider, Volcanic, for recruitment services via our careers site. Data submitted is processed by 360Resourcing on our behalf.

You can view our Recruitment Privacy Notice here.

We have an Appropriate Policy Document in place for processing special category and criminal offence data, available from the Data Protection Officer.