This privacy notice provides you with details of how we collect and process your personal data through your use of our site or through our project activities.

By providing us with your data, you warrant to us that you are over 13 years of age.
ehospice is the data controller and we are responsible for your personal data (referred to as "we", "us" or "our" in this privacy notice).

We have appointed a Data Protection Officer who is in charge of privacy related matters for us. If you have any questions about this privacy notice, please contact the Data Protection Officer using the details set out below.

Contact Details
Full name of legal entity: ehospice
Name or title of Data Protection Officer: Peter Holliday
Email address: admin@ehospice.com

Postal address: 34-44 Britannia Street, London, WC1X 9JG
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at admin@ehospice.com

Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:

2.1 Communication Data that includes any communication that you send to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims.

2.2 Donor Data that includes data relating to any funds donated to us such as your name, title, billing address, email address, phone number, contact details, and donation details. ehospice does not store payment card details, as all donations are processed by a secure third party.

2.3 User Data that includes data about how you use our website and any online services together with any data that you send to us for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website.

2.4 Technical Data that includes data about your use of our website and online services such as your IP address, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website, to administer and protect our organisation and website, and to deliver relevant website content to you.

2.5 Marketing Data that includes data about your preferences in receiving our email newsletter and fundraising communications, and your communication preferences. We process this data to enable you to stay informed about our programmes, to have the opportunity to participate in global advocacy activities, to be aware of funding calls and donation campaigns.

Sensitive Data: We may need to collect the following sensitive data about people who are involved in our programmes as beneficiaries in order to ensure that we are delivering effective programmes:

Health data and case studies. We will seek explicit consent for processing sensitive data, such as health care data or case studies.

Where we are required to collect personal data by law, or under the terms of the contract between us, and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver an effective and impactful programme). If you don't provide us with the requested data, we may have to cancel your involvement in the programme, but if we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at admin@ehospice.com. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.
We do not carry out automated decision making or any type of automated profiling.

3.1 We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails).

3.2 We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this.

3.3 We may receive data from third parties such as analytics providers such as Google based outside the EU; advertising networks such as Facebook based outside the EU; search information providers such as Google based outside the EU; providers of technical, payment and delivery services, such as data brokers or aggregators.

3.4 We may also receive data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.

We may have to share your personal data with the parties set out below:

• Service providers who provide IT and system administration services

• Professional advisers including lawyers, bankers, auditors and insurers

• Government bodies that require us to report processing activities.

Before we share your personal data with any third party for marketing purposes, we will get your express consent.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

Many of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:

• We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or

• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or

• If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

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.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our supporters (including Contact, Identity, Financial and Transaction Data) for six years after they stop being supporters.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at:
https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you wish to exercise any of the rights set out above, please email us at admin@ehospice.com
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 or 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 40 days. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

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Policy updated: February 2021