These statements set out how Thames Hospice uses and protects your personal information, including data from your use of our website.
Our Privacy Statement
These statements set out how Thames Hospice uses and protects your personal information, including data from your use of our website.
Thames Hospice is committed to protecting your privacy. This statement describes how we collect and use personal information about people who donate to us or visit our websites. The terms of this statement may change, so please check it from time to time.
Thames Hospice is the Data Controller for personal data about supporters, (for example, event attendees or newsletter subscribers). For the purpose of this document we will use the group term ‘supporters’ to describe any one of these groups. Our ICO registration number is Z9131620.
We do not trade personal data for commercial purposes and will only disclose it if required by law, if it is necessary to arrange your event attendance, or if it is with your consent. Thames Hospice uses providers based in the European Economic Area to process supporter data.
We adhere to UK legislation including the Data Protection Act (2018) and the General Data Protection Regulation (GDPR).
We obtain personal information from you when you enquire about our activities, register with us, buy items through our online shop, make a donation to us, or ask a question via our via our Data Protection Officer.
What information do we collect?
The personal information we collect might include name, date of birth, email address, postal address, telephone number and credit/debit card details.
We also gather general information about the use of our websites, such as which pages users visit most often and which services, events or facilities are of most interest. We may also track which pages users visit when they click on links in Thames Hospice emails. We may use this information to personalise the way our websites are presented when users visit them, to make improvements to our websites and to ensure we provide the best service for users. Wherever possible we use aggregated or anonymous information that does not identify individual visitors to our websites.
How do we use this information?
We will use your personal information:
To provide you with the services, products or information you have requested
To create an account for you if you register with us
For administration purposes
To further our charitable aims, including for fundraising activities (fundraising and related research may include new prospect identification research and wealth screening)
As part of this, we may analyse and screen the personal information we collect to create a profile of your interests and preferences so that we can contact you in the most appropriate way and with the most relevant information. Where relevant, we may also assess your personal information for the purposes of fraud and credit risk reduction. We may also check or update the address that we hold for you using publicly available information.
Keeping data safe
Your personal information and details of the enquiries received are stored on a secure database. If for any reason you wish to have your personal details removed from our records, please contact us using the contact details below.
You have a choice about whether you want to receive information about our progress and fundraising activities. We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us at any time.
How do we protect personal information?
All of our online forms are protected by encryption. We also use a secure server when you make a donation or payment via our websites. We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.
Will we disclose the information we collect to outside parties?
We will never sell your data. We may pass your information to our service providers e.g. mailing companies to post our newsletter, agents e.g. data services to clean our data: and associated organisations e.g. suppliers for the purpose of completing tasks, such as mailing you or updating your personal information and providing services to you. Where we use service providers we will make sure there are appropriate controls in place, and they must always sign a confidentiality agreement where your data is kept securely and only used for the purpose of the Thames Hospice project for which they have been appointed.
Our websites may include links to websites run by other organisations. Thames Hospice is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.
If your personal details change, please help us to keep your information up to date by notifying us by email or call us on 01753 842121. Alternatively, you can update your details by filling out this form .
We may change the terms of this privacy statement from time to time. If we do so, we will post the changes here, so please check from time to time. By continuing to use our websites you will be deemed to have accepted such changes.
By opting in to receive our email you agree to us contacting you in this way. At the time that you opt in we will make it clear what you may receive.
Depending on your preferences, we may contact you for the following reasons:
Thames Hospice newsletters and other updates about our work
In Memory events
Thames Hospice lottery or raffle
If you would like to update your preferences you can do so here
We currently use Mailchimp for our email marketing as our email broadcast platform. Mailchimp store their data in the US although they comply with the EU-U.S.Privacy Shield Framework and the Swiss – U.S.Privacy Shield Framework. They do share data with third parties.
We transfer all contacts to our own database, Donorfy which is hosted in the EU privacy shield. This system is kept updated with your marketing preferences.
You can change your email marketing preferences at any time, by clicking ‘unsubscribe’ on any of our emails or by contacting our Data Protection Officer.
Donors and Fundraisers
As we get to know you, we will collect the following types of information:
Name, title/s and full postal address
Bank, credit card and payment details
Contact details such as email addresses, social media links and telephone numbers
Your date of birth
Information relating to events you may organise such as the event date, the donation collection method, records of the money raised
How you heard about us
What kind of connection you have with our charity
Why you have decided to donate to us - we will never make this question mandatory, and fully understand if you are not comfortable telling us
Your feedback from our services or dealings with us
Contact notes relating to your involvement with the charity or are considering having with our cause
Provide you with the services, products or information you asked for
Administer your contact details and give you the opportunity to change your preferences as well as amend errors and update your data
Manage donations (including processing Gift Aid)
Support your fundraising activities
Help with your activities online Keep a record of your relationship with us (including your feedback)
Ensure we know how you prefer to be contacted
Understand how we can improve our services, products or information
Screen and analyse our supporters against a demographic database for the purpose of segmentation, so that we can efficiently and cost-effectively fundraise, and ensure the most suitable level of marketing is carried out across our entire supporter base
Flag your data record – for example if you request to be removed from certain mailing lists, opt out of any specific data processing, or if you have special requirements
Conduct surveys so that we can be sure our customer care and services are maintained to a high standard
How much of this information we collect depends on the type of relationship you have with us and the information we build in the course of your relationship with us.
We do not store personal information that you share with us unless there is a clear and valid reason for doing so.
What we will use your information to do?
We may also use your personal information to detect and reduce fraud and credit risk, or for due diligence purposes.
We need to keep the details of financial transactions for seven years after the financial year of a donor’s last gift, in the event of a tax or banking enquiry. We will only contact you to thank you. If you say that you would like to hear from us, you will be added to our email subscriber list and will receive regular updates and fundraising asks. You can change your preferences on these updates at any time.
Contact form users
If you get in touch with us via the ‘contact us’ form on our website, we may save the details you share with us on our database. This way, if you get in touch with you in future we can refer to our previous conversations. We will not contact you or share your details without asking for your consent.
Social media users
You may come across Thames Hospice on social media through your own networks, or you may be presented with an advertisement from us. We target advertisements at audiences that look like they have an interest in Thames Hospice. We do this to inform, educate and engage new potential supporters.
Social media is a hugely valuable tool for us and for the community that we serve, which is why we use the platforms. Social media companies, such as Facebook, however, are commercial companies. We want to remind our users that information that shared on timelines, on our page or in private messages may be used or sold by Social media providers for commercial purposes.
When you attend a Thames Hospice event, we will need your name, email address and in some cases your payment information. We will use this information solely for the purpose of administering the event.
Contact by phone
We may ask you for your phone number from time to time, however you will always have a choice of whether you wish to provide it. When you provide your phone number we will make it clear how it might be used.
Occasionally when recruiting new supporters on specific campaigns, we will collect your phone number without asking you to tick a consent box. However, when this is the case you will always have the option to not provide a phone number and what your phone number is going to be used for will be made clear to you.
Most of the time, when we collect your phone number we will ask for your consent to use your phone number to contact you, where this is the case we will always abide by your most recent permission on our database.
We use fundraising agencies to contact people by telephone, on our behalf about supporting Thames Hospice:
This may mean contacting people who are on our database where their phone number has been gathered in a way that makes it clear they might be contacted in this manner.
This may also mean the agency using data they have purchased from a data house. Where this is the case the data will be collected in accordance with GDPR and the Data Protection Act. This means when the data is gathered it will be made clear to you that you will receive marketing calls. This data would be gathered from members of the public through surveys where they have shown an interest in charities. Data is held securely. This type of data is held for a limited time only before being deleted.
Where we work with third parties we are careful to ensure they are reputable companies and put steps in place to protect personal data they may hold.
Employees and Job Applicants
Thames Hospice has an Employee and Job Applicants Privacy Notice which you can read by clicking here.
Thames Hospice has a Volunteer Privacy Notice which you can read by clicking here.
Patients and Patient Information
Thames Hospice has a Patient and Patient Information privacy notice which you can read by clicking here.
As an individual whose personal data is processed by Thames Hospice you have the following rights:
The right to be informed – which is what this privacy notice is for
The right to access the data we hold about you
the right to object to direct marketing
The right to object to processing carried out on the basis of legitimate interests
The right to erasure (in some circumstances)
The right of data portability
The right to have your data rectified if its inaccurate
The right to have your data restricted or blocked from processing
If you are not happy with the way we have handled your data, and are unable to resolve the issue with us personally, you can complain to the ICO
A cookie is a small file that asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. We use this data to determine the number of people using our site and to better understand how they find and use our web pages. With this information we can continually improve the information that we provide on our site and the processes for actions such as contacting us and donating. We can also use it to increase the number of new people finding our site. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Third Party Cookies
One of the third party cookies used on our site are known as 'performance cookies'. These take no personal information, but collect website usage statistics anonymously to help us monitor how our website performs.
We also use third party cookies, such as targeting cookies, for advertising purposes. These cookies record your visit to our website to enable us to serve you with advertisements on other sites that are relevant to you and your interests. They do not directly store personal information but are based on uniquely identifying your browser and internet device.
We use Google Analytics to track site user interaction. We have Google Analytics code installed on our site which creates one or more text files on your computer (called a “cookie”). The cookies contain an ID number which is used to uniquely identify your browser and track each site you visit that has Google Analytics enabled.
Google Analytics stores the following data:
Time of visit, pages visited, and time spent on each page of the webpages
Interactions with site-specific widgets
Referring site details (such as the URL a user came through to arrive at this site)
Google also collects information about you from its Doubleclick tracking and profiling service, from ad-supported apps on your Android or iOS device, from your YouTube and Gmail activity and from your Google account. This data is put together and used to make inferences about your age, gender, interests, hobbies, shopping habits and living circumstances.
How do I prevent being tracked by Google Analytics?
If you are uncomfortable with this tracking, you can take the following actions:
If you already have Google Analytics cookies, they will be updated with the latest information about your visit to the site.
As we cannot access any personal data about you ourselves, we are not the Data Controller for your Google Analytics or Doubleclick profile data. You would need to contact Google directly for this information.
You have the right to object to this tracking and to stop it happening. If you would like more detail about the methods used, please get in touch by contacting our Data Protection Officer
If you would like to know more about how Thames Hospice uses your information please contact the Thames Hospice Data Protection Officer.
We rely on the generosity of our amazing community, whose support enables us to provide the best possible end-of-life care for local people. It costs £12 million every year to keep our Hospice running - through charitable support we need to raise over 50% of the funds required annually to provide our services free of charge, 365 days a year, to the people who need us most.
We’ve never needed you, our wonderful supporters, more than we need you today. Please donate what you can to help keep hospice care available for those in desperate need.