Privacy Policy

Privacy Policy

  1. Purpose

Shipston Home Nursing (SHN) is committed to protecting personal data and this policy provides a clear explanation about how SHN collects and uses personal information.  This Policy should be read in conjunction with SHN’s GDPR Policy which contains detailed information on how SHN meets its legal obligations in relation to data protection.

2. Scope

This policy applies to all staff who work for SHN including bank staff, contractors and private providers. SHN’s Privacy Statement in Appendix 1 is displayed on its website and is applicable to the general public.  

3. Background

SHN ensures that information is provided in accordance with all applicable laws concerning the protection of personal information.

This Policy includes SHN’s Privacy Statement which is written for SHN to share with others and which is published on SHN’s website.

Any queries about this policy or the personal information, should be referred to:

John Beaumont
Data Controller
Shipston Home Nursing
Suite 7B, 50 Stratford Road
Shipston on Stour
Warwickshire
CV36 4BA

Email: admin@shipstonhomenursing.co.uk or john.beaumont@shipstonhomenursing.co.uk

Tel: 01608 664850

SHN is registered under the Data Protection Act 2018 registration number 1162586 and any data collected will be used and held in accordance with the requirements of the Data Protection Act 2018.

For further information please see below.

4. Procedures

SHN staff must treat all personal information in line with this Policy and the Privacy Statement set out in Appendix 1.

5. How we collect information

We obtain personal information when people enquire about our services or activities, register, apply to volunteer or work with us, send or receive an email, or donate to us. Sometimes we may obtain your personal information from other parties who are involved in your healthcare. These may include but are not limited to the NHS, General Practitioners, Hospices and Privately owned Hospitals, Care Homes, and Nursing Homes

We also gather general information about the use of our websites such as pages visited and areas that are of most interest to users. We use this information to improve our website and make it a better experience for everyone. For further information please see the cookies section below.

6. What information do we collect?

The personal information we collect might include name, address, email address, telephone numbers, date of birth, health care records, bank account details (for setting up regular direct debit or payment information), and details of family relationships to avoid duplicating communications. 

Data Protection law recognises that certain categories of personal information are more sensitive. These are known as special categories of data and cover health information race, religious beliefs and political opinions. We do not collect special categories of data about our supporters. 

However, we will collect sensitive data for patients, employees, casual workers, or volunteers as part of our statutory, contractual, and management responsibilities.

7. How we use information?

Personal information may be used for:

• Managing your healthcare and nursing needs

• Dealing with your enquiry’s requests and complaints

• Providing information about our work activities events and services

• Complying with our legal obligations policies and procedures

• Providing and personalising our services

• Administering membership records

• Fundraising

• Recruitment

8. Justification

Information is processed according to Article 6 of the General Data Protection Regulation for the following reasons:

  • As necessary for the performance of tasks carried out in the public interest
  • As necessary in pursuit of the legitimate interests of SHN
  • For compliance with legal obligations, in this case, to provide full and accurate information to the Charity Commission and Companies House concerning activities of SHN.

9. How we protect your information

We adopt appropriate data collection, storage, and processing practices, and security measures to protect against unauthorized access, alteration, disclosure, or destruction of personal or transactional data stored on our website and systems.

10. Marketing 

    Being able to communicate with our supporters is important, as their support will help transform the lives of patients with life limiting conditions. And we believe in being open, honest, and transparent with our supporters and want them to feel comfortable about their decision to give us your personal information and how we use it.

    We will use the details provided to us to communicate about how your support is helping us to provide services to adults in our community with a life limiting illness, ensuring that patients and their families are supported with the care and compassion they need.  We would also like to tell people how your support is helping and other ways you can help in the future whether that is through volunteering, participating in events, or fundraising. From time to time we might also send appeals asking for a donation so we can continue to raise the voluntary funding needed for our nursing services.  

    We promise that we will only communicate in the way we are requested to, and we will always respect individual privacy. Supporters can change their minds at any time by visiting us at www.shipstonhomenursing.co.uk, emailing us at fundraising@shipstonHomenursing.co.uk or writing to us at our offices at Suite 7B, 50 Stratford Road, Shipston on Stour, Warwickshire CV36 4BA.

    We will always respond to the wishes of supporters in a sensitive, timely, courteous and professional way.

    In certain instances, we collect and use personal information by relying on the legitimate interest legal basis. This is because when people, for example, request to receive services or products from us, we have a legitimate organisational interest to use that personal information to respond to them and there is no overriding prejudice to them by using their personal information for this purpose. However, we will always provide the option to opt-out of hearing from us. In most instances, however, we will rely on obtaining consent to our use of personal information.  This is the case, for example, where we seek to obtain consent to receive email marketing from SHN.

    We will only communicate in the way you supporters have told us, and this may include:

    11. Email/text marketing

    If consent to us is actively provided along with an email address and/or mobile phone number, we may contact you for marketing purposes by email or text message. By subscribing to SHN’s emails or opting into email communication from SHN the right to use the email for email marketing is granted.

    12. Post/telephone marketing

      If a postal address or telephone number is provided, SHN may send direct mail or make contact by telephone about our work unless an individual prefers not to receive such information.

      It’s your decision

      Opting out of our marketing communications can be made at any time by clicking the ‘unsubscribe’ link in at the end of our marketing emails.

      Individuals can also change any of your contact preferences at any time  by visiting us at www.shipstonhomenursing.co.uk, emailing us at fundraising@shipstonhomenursing.co.uk or writing to us at Suite 7B, 50 Stratford Road, Shipston-on-Stour, Warwickshire, CV36 4BA.

      13. Monitoring the Effectiveness of this Policy

        SHN’s Privacy Policy will be monitored by the Quality and Development Lead. This will include compliance with the defined KPIs and any resultant improvement plans.

        14. Related Policies

          GDPR Policy

          Vulnerable Persons Policy

          15. References

            Data Protection Act 2018 https://www.legislation.gov.uk/ukpga/2018/12/contents/enacted

            APPENDIX

            Privacy Statement


            We will always ensure that we use your information in accordance with all applicable laws concerning the protection of personal information.

            Shipston Home Nursing CIO (“we”, “our”, “us” or “Shipston Home Nursing”) is committed to protecting and respecting your privacy. Shipston Home Nursing is a limited company number 1162586 registered at Suite 7B, 50 Stratford Road, Shipston on Stour, Warwickshire CV36 4BA.

            If you have any queries about this policy or the personal information we hold, please contact:

            Shipston Home Nursing
            Suite 7B 50 Stratford Road
            Shipston on Stour
            Warwickshire CV36 4BA

            Email: admin@shipstonhomenursing.co.uk

            Tel: 01608 664850

            16. Data collection usage

            We will collect, store and use your personal information to:

            • Conduct our business
            • Meet our legal obligations
            • Fulfil any purpose we make known to you when we collect your personal information
            • Answer enquiries
            • Fulfil other purposes set out in more detail in this Privacy Statement

            We will collect the following information:

            • Your name and contact details including postal address, telephone number and email address.
            • Your date of birth
            • Financial information, such as bank details or credit / debit card details, where you provide them to make a payment or donation to us. We do not store credit or debit card details, but we are required to store bank details in some circumstances, including when they’re used for direct debit payments
            • Information about our services which you use and /or which we consider of interest to you
            • Information as to whether you are a taxpayer so that we can claim Gift Aid

            If you are receiving care from Shipston Home Nursing as a patient, sometimes we may obtain your personal information from other parties who are involved in your health care.

            These may include but are not limited to:

            • the NHS
            • General Practitioners
            • Hospices and privately owned hospitals
            • Care Homes and Nursing Homes
            • Other healthcare providers
            • Your relatives or those who care for you and know you well

            We will also collect and store your NHS number, details of your next of kin and any other personal information shared with us as described above.

            Data Protection Law recognises that certain categories of personal information are more sensitive. These are known as special categories of data and cover health information, race, religious beliefs and political opinions.

            While providing care to our patients, Shipston Home Nursing routinely processes sensitive personal data. We will collect sensitive data for patients, employees, casual workers or volunteers as part of our statutory, contractual and management responsibilities.

            We do not collect special categories of data about our supporters.

            17. How we collect and use your personal information

            The purposes for which we use your information may depend on the relationship you have with Shipston Home Nursing.

            Your information may be used for but is not limited to:

            • Providing you with the services, products or information you have asked for
            • Processing orders that you have submitted
            • Carrying out our obligations under any contracts entered into between you and us
            • Keeping a record of your relationship with us
            • Administering your donation or supporting your fundraising, including processing Gift Aid
            • Responding to or fulfilling any requests, complaints or queries you direct to us
            • Conducting analysis and market research to better understand how we can improve our services, products or information
            • Analysing the demographics or patients who have used our services to demonstrate our impact
            • Monitoring the interactions we have with our patients, donors and beneficiaries for quality control and compliance purposes to ensure we are delivering the service we and our regulators expect
            • Monitoring website use to identify visitor location, guard against disruptive use and monitor website traffic
            • Managing event and competition entries
            • Seeking your views or comments about the services we provide
            • Notifying you of changes to our services
            • Sending you communications which you have consented to, and that may be of interest to you
            • Communicating with you about the fundraising events you have expressed interest in
            • Volunteering or participating in events
            • Administering a legacy, for which the charity is potentially a beneficiary
            • Checking donations for the purposes of prevention of fraud or other crime
            • Processing grant, job and volunteer applications
            • Managing and administering our systems and databases (Opt-in and Opt-out) for direct marketing and cookie consent
            • Sending you our newsletters and event news by post or email
            • Sharing information with third parties if you have provided your consent

            for our legitimate interest enabling us to supply services or products you purchase from us (to complete a contract with you)

            18. Fundraising & Marketing Communications

            Being able to communicate with you is important. Your support will help transform the lives of patients with life limiting conditions. We believe in being open, honest and transparent with our supporters and want you to feel comfortable about your decision to give us your personal information.

            We will use the details you provide to communicate with you about how your support helps us.

            You can change your contact preferences at any time by visiting us at www.shipstonhomenursing.co.uk, emailing us at admin@shipstonhomenursing.co.uk or writing to us at:

            Shipston Home Nursing
            Suite 7B
            50 Stratford Road
            Shipston on Stour
            Warwickshire CV36 4BA

            You can opt-out of receiving direct marketing from us at any time by clicking on the ‘unsubscribe’ link included at the end of any marketing email we send to you.

            19. Legal basis for using your information

            We use your information:

            • To enter into or perform a contract with you or for your benefit
            • To comply with legal or regulatory requirements
            • To provide you with our products and services and ensure they operate safely, securely and in a suitable way which is tailored to your use and interests
            • For the good governance of our business including keeping financial records, To allow us to pay suppliers and to charge, invoice or refund customers
            • To provide you with information about our services, to contact you about administrative matters and to manage and respond to any queries or communications you make or any correspondence you send to us
            • To process your competition entries
            • To send marketing communications you have consented to
            • Where it is in your or someone else’s vital interests (for example, in case of medical emergency suffered by someone using our services)
            • For the prevention of crime and fraud
            • To determine your legitimate interest

            20. How we balance these interests

            When we legitimately process your personal information, we consider any potential impact on you and your rights under data protection laws.

            We will not use your personal information for activities where our interests override the impact on you. For example, where use would be excessively intrusive to you, unless where are otherwise required or permitted to by law.

            21. How long we keep your information

            We will only retain your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.

            22. Third parties

            We may provide your personal data to third parties to the extent set out in the ‘How we collect and use your personal information’ section above. These third parties include:

            Service providers (such as those who provide IT, CRM, customer engagement platforms and system administration services.  We occasionally use Mailchimp to send out our newsletters. If you would like to know how they process and store data, please review their privacy notice at www.intuit.com/privacy/statement

            Professional advisers and assistance service providers, including lawyers, bankers, accountants, auditors, insurers and consultants.

            Payment processing providers such as an Enthuse for online donations. If you would like to know how they process and store your data, please review their privacy notice at https://enthuse.com/privacy

            HM Revenue & Customs, the Care Quality Commission, regulators and other public authorities.

            23. Your rights

            Your right of access. You have the right to ask us for copies of your personal information.

            Your right to reflection. You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

            Your right to erasure. You have the right to ask us to erase your personal information in certain circumstances.

            Your right to restriction of processing. You have the right to ask us to restrict the processing of your information in certain circumstances.

            Your right to object to processing. You have the right to object to the processing of your personal data in certain circumstances.

            Your right to data portability. You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

            The right to lodge a complaint with the Information Commissioner’s Office (ICO). We hope that you will always raise any issues with us first and that we will be able to resolve them to your satisfaction. However, if this is not possible then you always have the right to complain directly to the ICO if you believe that any use of your personal information by us is in breach of applicable data protection laws and regulations.

            Please see below for contact details of the ICO:

            Information Commissioner’s Office
            Wycliffe House
            Water Lane
            Wilmslow
            Cheshire SK9 5AF

            Tel: 0303 123 1133 (local rate) or 01625 545745 (national rate)

            Email: icocasework@ico.org.uk

            Making a complaint will not affect any other legal rights or remedies that you have.

            24. How we protect your information

            We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal or transactional data stored on our website and systems.

            25. Transfers of data outside the United Kingdom

            Your personal information may be transferred or stored outside the UK. Please note that some countries outside the UK have a lower standard of protection for personal information, including lower security requirements and fewer rights for individuals.

            Where your personal information is transferred, stored and / or otherwise processed outside the UK, we will take all reasonable steps necessary to make sure the recipient implements appropriate safeguards designed to protect your personal information and to ensure that your personal information is treated securely and in accordance with this Policy.

            Unfortunately, no transmission of your personal information over the internet can be guaranteed to be 100% secure.

            26. Links to other websites

            Our website may occasionally contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, they will have their own privacy policies for which we accept no responsibility or liability.

            27. Use of cookies

            We may obtain information about your general interest usage by using cookie files stored on your computer or device (‘cookies’). Cookies are text files containing small amounts of information which are downloaded to your computer or device when you visit a website. They help us to improve our site and to deliver a better and more personalised service.

            We may use both ‘session’ cookies and ‘persistent’ cookies on the website. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date. We will use the session cookies to keep track of you while you navigate the website, prevent fraud and increase website security and other uses. We will use the persistent cookies to enable our website to recognise you when you visit, keep track of your preferences in relation to your use of our website, and other uses.

            We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other information about website use by means of cookies which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at http://www.google.com/privacypolicy.html.

            Our payment services providers may also send you cookies.

            You can find more information about cookies and how to manage them at http://www.allaboutcookies.org/. You may disable cookies by changing the settings on your browser. However, if you do so, this may affect your enjoyment of our website and we will no longer be able to offer you a personalised service.

            Contact Us

            You can contact us at:

            Shipston Home Nursing
            Suite7B
            50 Stratford Road
            Shipston on Stour
            Warwickshire CV36 4BA

            Email: admin@shipstonhomenursing.co.uk
            Tel: 01608 664850

            Changes to this Privacy Statement

            We may update this policy from time to time. When we do, we will revise the updated date at the bottom of this page. We encourage our users to check this page frequently for any changes to stay informed about how we are helping to protect your personal information that we collect. If there are any significant changes in the way we treat your personal information, we will contact you and we will place a prominent notice on our website.

            Latest revision: 17 October 2024

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