All organisations must have a lawful basis for processing personal data. In SPPC’s case we have assessed our use of data and we process your data on a “legitimate interest basis”. You can read more about this here https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/
If you want to contact us about any aspect of this policy including to ask us to stop holding and using your data then contact firstname.lastname@example.org or telephone on 0131 272 2735.
Who are we?
The SPPC brings together health and social care professionals from hospitals, social care services, primary care, hospices and other charities, to find ways of improving people’s experiences of declining health, death, dying and bereavement.
We also work to enable communities and individuals to support each other through the hard times which can come with death, dying and bereavement. Scottish Partnership for Palliative Care is a registered charity SC017979 and company limited by guarantee 133003.
How do we collect information from you?
We may obtain information about you in a number of different ways for example when you use our website, when you register for an event, if you make a donation, if you register to receive one of our newsletters or if you contact us to become involved in one of the SPPC’s working groups or other workstreams (or if someone else gives us your contact details for this purpose).
What type of information is collected from you?
For most people we hold only your name and work contacts. However, the personal information we collect might include your name, address, email address, work contact details and dietary preferences (for example if you attend one of our events). If you access our websites we may also gather you IP address, and information regarding what pages are accessed and when (though this will be anonymous).
If you make a donation online or purchase a product from us, your card information is not held by us, it is collected by our third party payment processors (PayPal), who specialise in the secure online capture and processing of credit/debit card transactions.
How is your information used?
We may use your information to:
- send you communications which you have requested and/or that may be of interest to you (eg our monthly newsletters, information about getting involved in SPPC work, requests to give your views/opinions)
- seek your views or comments on matters concerning the improvement of palliative and end of life care or the services we provide to you
- process orders that you have submitted;
- send you information regarding our events and conferences that we think may be of interest to you;
- process a conference registration
- process a donation that you have made
- process a grant or job application.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
We may pass your information to third party service providers, agents subcontractors and other associated organisations so that they can carry out a specific task on our behalf. However, if we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.
We will release your information to third parties if we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.
The law sets out the rights which individuals have in relation to personal information held about them. These rights (relevant to the data SPPC holds and the purposes to which we use it) are listed below.
Access to your information – You have the right to request a copy of the personal information about you that we hold.
Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you have the right to ask us to correct any personal information about you that you believe does not meet these standards. If you change email address, or if you become aware that any of the other information we hold is inaccurate or out of date, please contact us.
Deletion of your information – You have the right to ask us to delete personal information about you.
Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information.
Restricting how we may use your information – You may ask us to restrict how we use your personal information.
Security precautions in place to protect the loss, misuse or alteration of your information
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.
Links to other websites
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
18 or Under
We are concerned to protect the privacy of children aged 18 or under. If you are aged 18 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
As part of our work the information which you provide to us may be transferred to countries outside the European Union. The main example of this would be where our email service (provided by Microsoft) which is cloud-based, ends up being physically located at a data centre in other countries which may not have similar data protection laws to the UK/EU. We will only use providers of such services where we believe your privacy will not be compromised. By submitting your personal data, you’re agreeing to this transfer, storing or processing.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in May 2018.
We may change this Policy from time to time. We will mention any significant changes in our monthly newsletter.
Any questions regarding this Policy and our privacy practices should be sent by email to email@example.com or by calling 0131 2722735 or by writing to Scottish Partnership for Palliative Care, CBC House, 24 Canning Street, Edinburgh, EH3 8EG.