Privacy Policy


For Data Protection requirements the data controller is Martin House Hospice Care for Children and Young People, (thereafter known as Martin House) Grove Road, Boston Spa, West Yorkshire, LS23 6TX. This is also our registered office.
Our registered charity number is 517919 and company registration number is 02016332.

Contacting us
If you want to request further information about this privacy policy or exercise any of your rights, you can email us at dataprotection@martinhouse.org.uk
We are committed to protecting and respecting your privacy, and we take your privacy very seriously.

Our commitment to you
To enable us to undertake our charitable objectives we collect and use personal information about individuals. We recognise the trust placed in us by individuals whose information we use. This policy (together with any other documents referred to in it) sets out the basis on how any personal data we collect from you, or that you provide to us, or that we obtain about, you will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

This notice applies to the public including our supporters, contractors and other customers.

We have a separate privacy notice for our employees and volunteers and for the children, young people and families we support.
 
 This privacy notice provides details about:
  • Your data protection rights as an individual
  • Contacting us about your information
  • The information we collect and use
  • Why we share information about you
  • How long we keep information about you
  • Your rights as an individual


Lawful basis for processing
We must have a lawful basis for processing your information; this will vary on the circumstances of why we process and how we use your information, but typical examples include:

  • the activities are within our legitimate interests as a charity that provides hospice care for children and young people,
  • the processing is necessary for compliance with a legal obligation to which we are subject e.g. we must provide certain contact information and other details about our services to HMRC and the Charities Commission,
  • the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law,
  • the processing is necessary for a contract we have with the individual, or because they have asked you to take specific steps before entering into a contract
  • you have given consent for us to process the information e.g. in relation to certain support and fundraising events or in relation to certain marketing activities
  • to protect vital interests e.g. the processing is necessary to protect someone’s life.
If we process any special categories of information i.e. information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, processing of genetic or biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation, we must have a further lawful basis for the processing.
 
This may include:
 
  • you give us your explicit consent to do so
  • the processing is necessary to protect your vital interests or someone else's vital interests, e.g. where the data subject is physically or legally incapable of giving consent
  • the processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity
  • the processing is necessary for: reasons of substantial public interest, for the purposes of preventive or occupational medicine, for the assessment of the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services based on legislation or pursuant to contract with a health professional and subject to the conditions and safeguards.



 

 
What information do we collect?
It is important to us that we inform you about the information we collect and why we collect it.  The information we collect and the reason for collecting it are different for different groups of individuals.
Information can be classed as ‘Regular’ such as your name and address or ‘Sensitive’ such as details about your health.  The list below provides an overview of the types of information we collect and why.

We process information as follows:
For fundraising and to promote the interests of the charity
The generosity of individuals and organisations is essential to funding the vital work we undertake, and we view you as part of the Martin House family.
We conduct a range of fundraising and marketing activities in relation to:

  • Our cause, campaigns and projects
  • Events and challenges
  • Retail shops and special offers

We promote our activities though a range of methods and channels, including online and social media platforms.  We use personal information to thank you for supporting us and to provide you with further communications about our activities according to your preferences and interests.
We also ask if you are able to Gift Aid your donations and we will keep information specifically for this reason, as required by HMRC.
You can update your preferences at any point by contacting us via supportercare@martinhouse.org.uk

Regular activities
Trade and Generate Income
Our shops have a key role in raising income to support our work as a charity.  We will collect and hold personal information to support:

  • Collection of donations
  • Delivering purchases
  • Enabling online orders
     

Digital Identities and Cookies
Where appropriate we use technology to support and assist us in undertaking our work.  We collect information that enables us to manage and secure technology and provide insight about its use as follows:

  • Cookies that analyse visitors to our website and social media pages
  • Cookies that provide social media adverts tailored to you
  • Device information about users of our Wi-Fi and other systems
  • Social media advertising programmes e.g. Facebook Custom Audience

Details on how you can manage your cookie settings can be found at https://www.martinhouse.org.uk/Footers/Cookie-Policy

Administration and Governance
As a charitable organisation we also hold and process data as required by regulatory bodies such as the Charities Commission.  This can include personal information relating to:

  • Enquiries or complaints about us.
  • Processing financial transactions, maintaining our accounts and prevention of fraud.
  • Administering Gift Aid claims.
  • Sensitive Information

We do process sensitive information about individuals in a limited manner as follows:

  • To ensure your health and wellbeing on our premises or at an event.
  • As part of monitoring equality and diversity in accordance with existing legislation.


 
Why we may share information about you
We understand that sharing information is a sensitive topic.  We will never sell your information and are committed to being transparent with you about where we legally share information, the reason why and who with.
Your information may be shared internally, including with members of the fundraising, finance, HR, IT staff, if access to the data is necessary for legitimate purposes, i.e. in the event of a complaint about performance of roles.
This sharing may include:

  • Personal information with professional bodies and regulators in accordance with our statutory obligations
  • Personal and financial details about donations for Gift Aid claims, audits and anti-fraud legislation are shared with HMRC
  • Personal details are shared with designated mailing houses for the purposes of sending printed communications
  • Email addresses with providers of social media and email marketing platforms where you have agreed to receive information from us via these channels
  • Information about the use of IT systems is shared with technical suppliers for the purposes of support and system administration.

Limited information about your digital identity is used to provide statistical information about the use of our IT systems including website and social media pages.

 
How long we keep information about you
We only keep information for as long as necessary in accordance with legislation or relevant regulations.  Once we no longer need to keep your information we remove it from our systems or securely dispose of it and we do this at the end of each financial year. 

  • Supporter records are kept for seven years after the date of the last donation.
  • Details about legacies we receive are kept for 12 years and details about legacy pledges are kept until the legacy is received.
  • Information about financial transactions including supplier/ customer information is kept for seven years.
  • Anonymised statistical information about website visitors is kept in accordance with Google’s Analytics data privacy and security policy for analytical purposes.


Notification of changes
This statement may change from time to time, for example, if the law around information changes or for operational purposes.  We advise you to visit this page regularly to keep up to date with any changes.

Complaints
Martin House tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive details of all aspects of Martin House’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to dataprotection@martinhouse.org.uk  

Contacting us:
If you have any queries about the process or how we handle your information, please contact us in the first instance at dataprotection@martinhouse.org.uk
If you believe that Martin House has not complied with your data protection rights, you can complain to the Information Commissioner’s Office, their address is Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by calling 0303 123 1113.
 
* Data Protection Requirements means the Data Protection Act 1998 (or The Data Protection Act 2018), the EU Data Protection Directive 95/46/EC, the Regulation of Investigatory Powers Act 2000, the Telecommunications (Lawful Business Practice)(Interception of Communications) Regulations 2000 (SI 2000/2699), the Electronic Communications Data Protection Directive 2002/58/EC, the Privacy and Electronic Communications (EC Directive) Regulations 2003, the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011, the General Data Protection Regulation (from 25 May 2018) and all other applicable laws and regulations relating to processing of personal data and privacy in any applicable jurisdiction as amended and replaced, including where applicable the guidance and codes of practice issued by the UK Information Commissioner or such other relevant data protection authority.