We are committed to protecting your personal data and respecting your privacy.
This privacy policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us and tell you about your privacy rights and how the law protects you.
It is important that you read this privacy policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This privacy policy supplements the other notices and is not intended to override them.
We may update this privacy policy from time to time so please check back periodically. We will notify you of significant changes by placing a notice on our website.
This privacy policy is issued on behalf of the Cynthia Spencer Hospice Charity (registered charity in England & Wales 1174402, Company Number 10934348) and Cynthia Spencer Hospice Ventures Limited (company limited by guarantee 04089969) so when we mention "we", "us" or "our" in this privacy policy, we are referring to the relevant entity responsible for processing your personal data. We will let you know which entity will be the controller for your data when we collect your personal data, including where you purchase a product or service from us. Cynthia Spencer Hospice Charity is the data controller and responsible for this website.
We may collect personal data about you when you interact with us (e.g. by phone or via our website or social media accounts), register with us, enquire about our activities, make a donation, participate in an event, buy from our shops, apply to work or volunteer with us, visit our website or otherwise provide us with your personal data.
You may give us information about you by filling in forms on our website http://www.cynthiaspencer.org.uk/ (our website) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our website, subscribe to our service, participate in discussion boards or other social media functions on our website, enter a competition, promotion or survey and when you report a problem with our website. The information you give us may include your name, address, e-mail address and phone number, financial and credit card information and photograph.
Personal data means any information about an individual from which that person can be identified. Personal data does not include data where your identity has been removed or which not associated with or linked to your personal data (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We do not collect “sensitive personal data” (now known as “special category personal data”) about our supporters unless there is a legitimate reason for this (e.g. if you participate in an event for which we may need to provide support). If we need to collect this data from you we will inform you at the point of collection including the purpose and legal basis of our processing of such data.
We also collect information about how our website is used and track which pages users visit when they follow links in Cynthia Spencer Hospice Charity emails. We use this information to monitor and improve our website, services and activities e.g. to personalise website presentation or to see which services or events are of most interest. Where possible we use anonymous or aggregated data that does not identify individuals and is not considered personal data in law. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
Please note that where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services that you request). In this case, we may have to cancel a product or service you have requested but we will notify you if this is the case at the time.
Information we receive from other sources. We may also receive information about you from third parties that we work with, for example JustGiving or eBay, where you have consented to them sending us your personal data. We will handle such personal data in accordance with this privacy policy.
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy at https://www.cynthiaspencer.org.uk/cookie-policy.
We use the personal data collected from users for a number of purposes, as follows:
We may also use personal data which you provide to us, where the law allows us to do so, as follows:
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
If you, a relative, or a friend are cared for or supported by Cynthia Spencer Hospice, the personal data (including sensitive / special category personal data) you provide to the hospice will be handled by the NHS in accordance its own privacy policy.
It is important that we keep your personal data up to date. You can contact us at any time if your circumstances change.
You can stop receiving emails or texts by clicking on the “unsubscribe” link in our marketing emails, sending us an “opt out” email or by otherwise contacting us at any time. We will not use your details for marketing purposes if you unsubscribe, however, if you agree we will retain your details on our supporters lists to help ensure that we do not contact you.
Please note that where you opt out of receiving marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, experience or other transactions.
You can also update your contact preferences by calling us on 01604 973340 or contacting the Administration Team on fundraising@cynthiaspencer.co.uk.
Your personal data will only be disclosed to relevant Cynthia Spencer Hospice Charity and Cynthia Spencer Hospice Ventures Ltd employees and volunteers that have a need for such access for the purpose for which it was collected. We will never sell your personal data to any third party. We will not share your details with other charities for marketing purposes.
However, we may need to share your personal data with third parties in the following circumstances:
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We use Microsoft Office 365, which is a multi-tenant cloud service, for our internal office use; this means that internal documents and information which are generated at Cynthia Spencer Hospice Charity and Cynthia Spencer Hospice Ventures Ltd are stored in cloud services which are hosted within the European Economic Area (“EEA”).
Exceptionally, we may use tools or services which process personal data outside the EEA; e.g. Microsoft may provide us with emergency support for Office 365 from outside the EEA in rare circumstances. In these cases we require our suppliers to ensure adequate protection for personal data, by ensuring at least one of the following safeguards is implemented:
We are committed to keeping your personal data safe and secure and we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed including the use of a firewall and appropriate security measures in our physical facilities. In addition, we limit access to your personal data to those employees, volunteers, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through our website; any such transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about supporters who purchase products and services from us (including Contact, Identity, Financial and Transaction Data). In general, we hold all personal data about our supporters, customers and suppliers for seven years from the date of your last transaction with us.
Personal data which is no longer required for our legitimate purposes will be regularly reviewed and, where necessary, deleted. A clear rationale will be supplied, upon request, where personal data is to be kept beyond the seven years referred to above.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
If you wish to exercise any of your above rights, please send a written request to us at the address listed at the end of this privacy policy.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Our site may, from time to time, contain links to and from the websites, plug-ins and applications of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, plug-ins or applications, please note that they have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to third parties or access their products or services.
Please also note that third party websites, plug-ins and applications are not investigated, monitored or checked for accuracy or completeness by us and the inclusion of any linked website, plug-in or application on or through this website does not imply approval or endorsement of the linked website by us.
We may update this privacy policy from time to time so please check back periodically. We will notify you of significant changes by placing a notice on our website.
Questions, comments and requests regarding this privacy policy, or requests to exercise your legal rights should be addressed to:
Charity Office, Cynthia Spencer Hospice Charity, Pondwood House, Pondwood Close, Moulton Park, Northampton, NN3 6RT
Telephone: 01604 973340
Email: fundraising@cynthiaspencer.co.uk
Name or title of data privacy manager: Alison Gee
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.