Farleigh Hospice is committed to protecting your privacy, upholding your right to confidentiality and keeping any personal information that you share with us safe and secure. Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we collect, use and store your information. For more information on our Privacy Policy please contact the Data Protection Officer, by email: [email protected] or telephone 01245 457300.

You can download a PDF copy of our Privacy Policy by clicking here.


Who we are

Farleigh Hospice is a registered charity (charity number: 284670), which provides hospice care to people affected by life-limiting illnesses across mid Essex. We have a contract to provide hospice care with the mid Essex Clinical Commissioning Group (CCG) which provides 38% of our funding. The remaining 62% of our funding comes from charitable giving from the local community. This means that for every £1 of CCG funding, Farleigh Hospice provides at least £2.50 worth of care.

Section 1

What information do we collect and how do we use it.

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

1.1 Service Users

A service user is anyone who receives care or is in receipt of one of Farleigh Hospice’s services. A service user is also someone who has made an enquiry and/or has been referred to the hospice but is yet to receive support. The term also includes those who have received a service and their details have been retained for the time being.

What information do we collect?

The types of information that we might collect and hold include:

  • 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

We may also collect information of a sensitive nature relating to your medical history, current medical requirements or information including your race, religion and ethnicity.

How do we collect information?

Your personal details may be sourced in a number of ways including:

  • From you directly
  • A loved one
  • Family member Legal guardian

Information concerning your health that is required to provide you with health and social care services may also be sourced from:

  • Your doctor
  • Health professionals
  • Social Services
  • NHS

How do we use this information?

Information is collected and processed for the purpose and intention of providing one or more of our clinical services, the effective provision of personalised care and to comply with clinical reporting requirements. Information will also be processed, where required, to comply with the General Data Protection Regulation and the Data Protection Act 2018. We may also collect personal-sensitive information relating to race, faith, sex, religion, family life, health and care received for statistical and reporting purposes. Your information will be anonymised and it will not be possible to identify you. This information may be shared with NHS and other care agencies as well as with Clinical Commissioning Groups and Lead Care Providers who we have contracts with for funding purposes.

1.2 Supporters

If you choose to support us (whether as a supporter, volunteer or otherwise), we need to collect personal data when you:

  • Make a donation
  • Contact us
  • Attend an event
  • Fill in online forms
  • Subscribe to any of our communications
  • Volunteer for Farleigh

What information do we collect?

The types of information that we might collect or hold on you include:

  • Title and full name
  • Postal address
  • Date of Birth
  • Email and telephone number
  • Records of your correspondence with us
  • Financial information such as bank account details (when you make a payment for an event or a donation)
  • Family links
  • Event participation
  • Volunteering
  • Communication preferences

How do we collect information?

Your information will be sourced directly from you when you come into contact with the hospice. The information will be captured from enquiries, requests for details, fundraising events and participation, regular giving, online donation platforms, general donations, volunteering, financial and non-financial support and donations made in memory.

How do we use this information?

Farleigh Hospice will use your information for the purpose of administering the service you have requested and volunteering opportunities. You will also be asked for your communication preferences including channels of communications i.e. email or post, and if you would like to receive additional information on future events, activities and services delivered by Farleigh Hospice. In the instance that you have not given a communication preference, we may contact you by post regarding news and events that we think may interest you using legitimate interest as a basis.

When we process your personal data to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal data for activities where our interests are overridden by the impact on you, for example where use would be excessively intrusive.

You have the right to cease communication from us at any time, by emailing [email protected], writing to us at the address below, or calling 01245 457394.

Section 2

2.1 Storage and Security

Farleigh Hospice will do everything it can to ensure your personal data is stored securely including:

  • Encryption (information can only be accessed using a password or code).
  • Controlling access to systems and networks, preventing unauthorised personnel from accessing your data.
  • Annual mandatory data protection training for all staff.
  • Regular testing of technology and reviewing ways of working including keeping up to date on the latest security updates.

Your personal information will always be stored within the European Economic Area (EEA) and all practical steps will be made to ensure your personal information is not sent to a country that is not seen as ‘safe’ either by the UK or EU governments.

We will not keep your personal information for any longer than is necessary. However there are some legal requirements which state certain information is kept for a set period of time i.e. financial records.

Section 3

3.1 Right of access and changing your personal information

You have the right to request:
Information about how your personal data is processed A copy of that personal data Any inaccuracies in your personal data are corrected.

You can also:
Raise an objection about how your personal data is processed. Request that your personal data is erased if there is no longer a justification for keeping it. Ask that the processing of your personal data is restricted in certain circumstances.

To submit a request or for more information please email: [email protected]

3.2 Data retention

We keep personal data for as long as there is a need to keep it in connection with the purposes for which it was collected. The length of time may depend on the reason for which we are processing the data and the type of data being processed. We will carefully and securely dispose of any data after the retention period has expired.

In the event that you ask us to stop sending you marketing communications, we will retain certain details, such as your name, to help us ensure that you are not contacted again.

Section 4

4.1 Changes to our Privacy Policy

We keep our Privacy Policy under regular review and will update this policy from time to time. This Privacy Policy was last updated in September 2018.

Section 5

5.1 Cookies & Visitor Data Usage

What data is collected from the cookies on our website?

We use cookies in the everyday functioning of our website to help us provide you with a better, more user friendly experience. Other cookies, however, help us to gain important usage statistics/data from our users - much like any other website. All data is completely anonymised and usually collected through cookies relating Google Analytics, Facebook and Twitter. The types of data that we collect include, but is not necessarily limited to: IP address, visit date, visit length, pages visited, location (from IP), the browser you’re using, the device type you’re using, the operating system you’re using and if logged into one of the platforms mentioned above some anonymised lifestyle and demographic data such as gender, age and interests.

How do we use the data collected from cookies?

Any data collected in this method is kept, in an anonymised form on the servers of the specified service (e.g. Google, Facebook etc.) from which it was collected. Data is only transferred to Farleigh Hospice systems in its anonymised and bulk numerical form for routine analysis, planning and strategy purposes, helping us build a better service for our community. Some data may be used for advertising and marketing targeting across all of our online platforms. This may include, but is not limited to: location data, push notifications, device types, log-in/visitation time, pages visited and interests (if you’re using services such as Google+, Facebook or Twitter for example). Only selected and trained members of our staff have access to our anonymised statistical web data, which is kept and used in accordance with any service specific privacy policies and the data protection precautions outlined in other areas of this policy.

What if I have a concern or issue with my data being collected and used in this way?

If you have any concerns regarding our use or potential use of your data please contact the data controller/officer in the first instance at [email protected]. Please remember that your problem may relate to the service or platform you are using and may not be under the control of Farleigh Hospice. We take all concerns seriously and will always endeavour to help you to the best of our ability, however, should you feel this is insufficient please use the complaints process outlined in other areas of this policy document.

5.2 Media Permissions

What are media permissions?

When an individual signs a media permissions form/waiver they allow us to use media featuring them, such as imagery, video and audio recordings in any of our communications both internal and external. This includes, but is not limited to our website, intranet, social media, radio, TV, video and print media.

Who might need to sign a media permissions form?

Any individual who is featured in a photo or video, for example, taken by or on behalf of Farleigh Hospice will need to sign a media permissions form. This could include members of the public who attend an event, volunteers and other people working on behalf of Farleigh Hospice. There is no obligation to sign a media permissions form and any media/imagery will not be used without the explicit consent of the individual(s).

What kind of data is included on a media permissions form and is it kept safely and securely?

The standard information required to be completed on one of our media permissions forms includes: name, address, telephone number, email, your signature and the date it was signed. All forms are stored securely in an electronic format on Farleigh Hospice systems and access is restricted to only the specially trained staff who process them. Original paper copies may be kept for a short period of time before being securely destroyed.

I no longer want to be included in any Farleigh Hospice media, how can I revoke my permissions?

Anyone can at any time revoke their media permissions. We will always assist you to the best of our ability to remove all content in which you feature in an expedited timeframe. It is important to note that other organisations, publications or similar may share or repost any material that we place into the public domain while your media permission is still active. Should you wish to revoke your permissions in this instance Farleigh Hospice will endeavour to have any such content removed, but can take no responsibility for the actions of organisations not under our control.

Section 6

6.1 How to contact us

General Information:
Farleigh Hospice,
North Court Road,
Chelmsford,
Essex
CM1 7FH
Email: [email protected]
Phone: 01245 457300

Data Protection:
Data Protection Officer,
Farleigh Hospice,
North Court Road,
Chelmsford,
Essex
CM1 7FH
Email: [email protected]
Phone: 01245 457300