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Supporter Privacy Notice

Why information is collected from those who support the Hospice and under what basis

We are so fortunate to have many individuals in the community who support the Hospice by engaging in fundraising activities. We believe these people have shown a legitimate interest in our charity through their own choice to support us, and so we store and use their information to:

• Process donations

• Keep a record of their fundraising and communication

• Marketing promotions

•We also analyse data to anticipate changing wants and needs in order to improve how we ask for support and the ways we can support people with their fundraising.

What we never do with a supporters information

• We will never sell your information on to anyone – and there are no exceptions to this.

The times when we process information under consent and legal obligation

• We often ask a supporter’s parent or guardians explicit consent for activities that involve people under the age of 18

• We process information on a contract basis in order to fulfil registrations to events, lottery membership or Gift Aid

• When using email in the context of marketing we will ask for explicit consent

When are we likely to collect the information from supporters

• When a supporter registers for an activity relating to fundraising or they make a donation, we will provide forms to collect their information. These forms always reference terms and conditions and provide opportunities to update their consent and communication preferences

• We like to ensure supporters have every opportunity to change their preferences, and so if we notice an individual has not engaged in a meaningful way in 24 months, we will seek to renew their preferences by contacting them.

How can supporters change their preferences

Please call 01284 766133 if you would like to change your preferences or preferably email your new details (please include your old details) to fundraising@stnh.org.uk

Also, visit stnicholashospice.org.uk/yourdata to submit new details, as well as the opportunity to read more on how we look after your data.

What types of information do we tend to ask from supporters

We will only collect information which is necessary for the activities supporters participate or subscribe to, and/ or related to their communication preferences.

In general, we may ask and record types of information such as:

Full name, purchases, financial history, donations, date of birth, services used, promotions used, gender identity, email address, payment transactions, location data and marketing preferences

The instances where we may ask for sensitive information

For events where protecting the supporter’s health and safety is necessary, we will collect information to ensure we can look after them during their chosen activity:

• Dietary requirements

• Medical conditions

Where data is stored and who is it shared with

Payment information

We will take payment details from you if you choose to make a donation or support us in another way or financially.

Credit and debit cards

We never keep your credit card or debit card numbers on our databases. Once processed, these are destroyed and removed from any forms. We also no longer ask for your CSV code on paper forms either, as an extra security measure.

Direct debit and standing orders

If you give us your bank account and sort code to set up a direct debit or standing order we will keep these to process a recurring payment.

We use a company called Rapidata to process all direct debit payments, both on and offline. It is a leading direct debit processor based in the UK, and is bound by the same data protection laws that we are. All information Rapidata processes is confidential and all information we send to them is encrypted. You can read more about Rapidata here: http://rapidataservices.com/about-us/

Online payments

We use Stripe, an international payment provider, to process card payments online. It’s very secure – Stripe has been audited by a PCI-certified auditor and has, in turn, been certified as a PCI Level 1 Service Provider, the most stringent level of certification available. You can confirm its certification in Visa’s registry of service providers. All information is encrypted and we never keep or store your card information on our databases.

Other payments

We also take payments by cheque, cash and CAF voucher. We will record amounts and cheque information for processing purposes.

What about our shops?

If you donate goods to our shops, we may ask for your details in order to claim Gift Aid on your donation. It is your choice whether you give us this information. We may use these details to let you know about other fundraising events or campaigns, but you can tell us if you do not want this to happen

If a card payment is taken for goods in a shop, we never store the card number on our database.

Communicating with supporters

Email

St Nicholas Hospice Care uses a third-party supplier called Mailchimp, to send emails to its supporters relating to fundraising activities. Mailchimp’s servers are based outside the EU and the company has confirmed that it takes the appropriate steps to comply with the GDPR regulation.

Find out more here https://kb.mailchimp.com/accounts/management/about-the-general-data-protection-regulation

People who contact us via social media

We use a third party provider, Hootsuite to manage our social media interactions.

If you send us a private or direct message via social media the message will be stored by Hootsuite. Read more about Hootsuite’s privacy policy here

https://hootsuite.com/en-gb/legal/privacy