ellenor (“we”) promise to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data and this privacy notice explains both how we collect and use your information.
There are different reasons why we might need your personal details – the main ones are to provide you support and care, process your donations to us or register you for an event or for recruitment purposes.
It’s so important that we can communicate with you. We’d like to keep you up to date about the work we’re doing and our vision of supporting more local families facing terminal illness – we don’t ever want to be in a position where we are unable to provide our care free of charge to families who most need it.
Our marketing communications include information about our latest news and events, fundraising campaigns, our ellenor lottery and raffles and our vital work. If you do not want to receive these communications contact our Database Team on 01474 320007 or email email@example.com.
We keep your personal data active on our fundraising database for a period of five years. When you receive a communication from us you can easily opt out and we will stop contacting you. You can request to opt out of communications at any time simply by using the details above. After a period of two years we will keep your details on our database as a record of our historic contact with you; after a period of five years if we don’t have your consent to continue contacting you we will securely archive your record and remove it from the database.
Where we collect information about you from
We collect information in the following ways:
You may give us your information in order to sign up for one of our events, tell us your story, make a donation, apply for a vacancy or to become volunteer, or communicate with us. With the ellenor lottery your information is collected by an organisation working for us, but we are responsible for your data at all times.
Information available publicly
This may include information found in places such as Companies House and information that has been published in articles/ newspapers.
What personal data we collect and how we use it
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you support us, for example make a donation, volunteer, register to fundraise, sign up for an event, register for Gift Aid we will usually collect:
Where it is appropriate we may also ask for:
We will mainly use your data to:
We do not sell or share personal details to third parties for the purposes of marketing.
In relation to regulatory and legal requirements, ellenor use your personal information to verify communications in order to help us reduce fraud and protect your information.
Sharing your story
Some people choose to tell us about their experiences with ellenor. This may include them sharing sensitive information related to their health and family life, in addition to their biographical and contact information.
If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at our events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report and impact report.
We ask you for information about yourself so that you can receive proper care and treatment. We keep this information, together with details of your care, because it may be needed if we see you again.
We may use some of this information for other specified reasons:
Giving you health care and treatment
Looking after and safeguarding the health of the general public
Managing and planning services
Preparing statistics on performance and activity
Investigating complaints or legal claims
Helping staff to review the care they provide to make sure it is of
the highest standard
Training and educating staff (but you can choose whether or not to
be involved personally)
Research approved by the Local Research Ethics Committee.(If
anything to do with the research would involve you personally, you
will be contacted to see if you are willing to take part. You will not be
identified in any published results without your agreement).
Legal requirements, sometimes the law requires us to pass on
information such as to notify a death.
Everyone working for ellenor has a legal duty to keep information
about you confidential. Where services are undertaken by non ellenor
staff, agreements are in place to ensure confidentiality.
In the event of a transfer to another health care provider, your medical records will be shared, in order to facilitate your continuing care. You may be receiving care from other health professionals as well. So that we can all work together for your benefit we may need to share some information about you. Whenever we can we shall remove details that identify you. The sharing of some types of very sensitive personal information is strictly controlled by law. Other professionals who receive information from us are also under a legal duty to keep it confidential.
In addition to the information recorded when we first meet you, people attending to your care will request or record information about you which will form an integral part of your patient notes and may be used as detailed above.
You have the right of access to your health records in accordance with the Data Protection Act 1998. You may request a copy of your records at any time. If you become aware of any incorrect information that we are holding about you, then you have the right to request that this information be changed or erased.
Full details can be found in the Patient Leaflet: Your Information - How we use it.
If at any time you have any questions about how we use your information, you can speak to the person in charge of your care or alternatively write to:
Director Of Patient Care, ellenor, Coldharbour Road, Gravesend Kent DA11 7HQ
If you apply for a vacancy or volunteering opportunity we will ask for information about yourself in order to process your application and for preparing statistics.
How we keep your data safe and who has access to it
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored- we have passed the Government backed industry scheme securing Cyber Essentials Accreditation. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers.
We use external companies to collect our lottery and retail gift aid data and to process personal data for our marketing and fundraising communications. Our Human Resources department use external companies in relation to payroll and pension administration and DBS background checks. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements; especially regarding how they manage the personal data they have collected or have access to.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
Asking us to stop using your data or finding out more
You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so. Simply contact our Database Team on 01474 320007 or email firstname.lastname@example.org.
You have a right to ask for a copy of the information we hold about you, although we may charge a small fee to cover the costs involved. If there are any discrepancies in the information we provide, please let us know and we will correct them.
If you want to access your information, please send a letter with your request to the IG Lead, Tracey Hill and the appropriate forms will be sent for completion. We will require confirmation of your identity and note that we do not accept these requests by email so we can ensure that we only provide personal data to the right person.
Changes to our policy
If you are not happy with any aspects of how we collect and store private data please tell us - we may be able to provide further explanation of our actions, or improve if our performance is less than it should be. We promise to take all complaints seriously, and to deal with them in a timely manner.
To speak to us about your complaint please contact us on:
01474 320007 or email email@example.com
There are also other routes you can take if you feel we have not adequately resolved your complaint. These include:
The Charity Commission
The Charity Commission, P.O. Box 1227, Liverpool, L69 3UG
www.charity-commission.gov.uk / Tel. no. 0845 600 8000
2nd floor, CAN Mezzanine Building, 49-51 East Road, London, N1 6AH
firstname.lastname@example.org / 0300 999 3407
Care Quality Commission
CQC National Customer Service Centre, Citygate, Gallowgate, Newcastle upon Tyne, NE1 4PA
Information Commissioner’s Office
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow
Cheshire, SK9 5AF
0303 123 1113 (local rate) or 01625 545 745 (national rate)
ellenor is a charity registered in England and Wales (1121561), and a company limited by guarantee (6302132). Registered office at Coldharbour Road, Gravesend, Kent. DA11 7HQ