Privacy Policy

We are The Myton Hospices, a registered charity (no 516287) that believe that everyone matters for every single moment of their life; we focus on enhancing life when cure is no longer an option.

We are leaders in compassionate end of life care; our work centres on patient wellbeing and involving them in decisions about their care.

We have three hospices: Coventry, Rugby, Warwick and over 20 charity shops.

We obtain information about you in the following ways:

Information you give us directly

For example, we may obtain information about you when you take part in one of our events, make a donation, apply to volunteer for us, purchase products and services or signing up to our Lottery.

Information you give us indirectly 

Your information may be shared with us by third parties which may include:

Independent event organisers, for example The London Marathon or Skyline Registrations and Fundraising sites such as JustGiving or Facebook.

Professional subcontractors acting on our behalf who provide us with technical, payment or delivery services such as secure online payment processing.

You should check any privacy policy in which you enter data on a third party website.

We promise to do our best to keep your details safe and secure, and will only process your data in accordance with the current Data Protection legislation. We will only communicate with you in the way(s) that you have agreed to. If you change your mind about hearing from us, contact us at any time by emailing our Donor & Supporter Care Team at DSC@mytonhospice.org or calling 01926 358 383.

When you visit this website

We, like many organisations automatically collect the following information:

Technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.

Information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, products and services you viewed and searched for, referral sources (e.g. how you arrived at our website).

We collect and use your personal information by using cookies on our website – more information on cookies can be found under the ‘Use of Cookies’ section below.

Social Media

When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us in an event photo). The information we receive will depend on the privacy preferences you have set on those types of platforms.

The personal information we collect, store and use might include:

• Your name and contact details (including postal address, email address and telephone number).
• Your date of birth.
• Information about your activities on our website and about the device used to access it, for instance your IP address and geographical location.
• Your bank or credit card details. If you make a donation online or make a purchase, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.
• Information as to whether you are a UK taxpayer so we can claim gift aid; and any other personal information shared with us.
• Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.

We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to, for example, we may ask for your health information if you are taking part in one of our events.

If you are a patient

If you use our clinical services, we will need to collect information such as your name, age, address, gender, and possibly sensitive personal information concerning your health and wellbeing, ethnic origin, sexuality, and religious views. In order to provide complete care, we may also collect some information about family members and carers. If you stay on or visit our premises, such as our Inpatient Unit, we may collect your image on CCTV.

It may also be necessary to take still images of you for medical purposes, such as in the case of pressure ulcers. Calls may be recorded for training and quality purposes.

We share data about our patients and if necessary, their families and carers with other healthcare providers including but not limited to GPs, Hospitals and Community Care Providers.

Sharing data is done to ensure that appropriate care and support is provided by all organisations involved in providing care and support to you and that any information to support your care is readily available.

Most information is made available to other organisations through a shared patient record via our patient information system which enables access to your care record by other healthcare organisations who use the same system.

Sharing of health records also means that we are able to access relevant information about the care you have received from other organisations.

If you are a supporter

• 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.
• Conducting analysis and marketing research so we can understand how best to improve our services, products or information.
• Checking for updated contact details against third party sources so we can stay in touch if you move.
• Seeking your views, comments or opinions on the services we provide.
• Notifying you of changes to our services.
• Sending you communication which you have requested and that may be of interest to you. For example information about campaigns, fundraising appeals, promotions of good and services or job applications.

We will keep your information for no longer than is necessary for the purposes it was collected for, the length of time we retain your personal information for is determined by operational and legal considerations. For example, we legally are required to hold some types of information to fulfil our statutory and regulatory obligations for example tax and accounting purposes.

We do not sell or share your information with third parties for marketing purposes.

We may disclose your information to third parties in order to achieve the other purposes set out throughout this policy. Third parties may include:

Third parties working on our behalf

We may pass your information to our third party service providers, suppliers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations, to send you mailings or process our Lottery).

When we use these third parties, we disclose only the personal information that is necessary to deliver the services and we have a contract in place that requires them to keep your information secure and prevents them from using it for their own direct marketing purposes.

Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law.

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent

Where individuals have provided specific consent to us using their personal information in a certain way, such as to send postal communications, emails, SMS and/or telephone marketing. 

Performance of a contract

Where we are entering into a contract with you or performing our obligations under it for example if you are a member of our Lottery.

Legal obligation

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.

Vital interests

Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share you information with the emergency services.

Legitimate interests

Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).

We consider our legitimate interests to be running The Myton Hospices as a charitable organisation in pursuit of our aims and ideals. For example to:

• Send communications which we think will be of interest to you.
• Conduct research to better understand who our supporters are to better target our fundraising.
• Monitor who we deal with to protect the charity against fraud, money laundering and other risks.
• Enhance, modify, personalise or otherwise improve our services /communications for the benefit of our supporters.
• Understand better how people interact with our website.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

We may use individual’s contact details to provide them with information about the vital work we do, our fundraising appeals and opportunities to support us, as well as the products and services available, if we think it may be of interest to the individual.

This may include direct and regular giving appeals and lottery, raffle ticket, legacy, event and community fundraising promotions.

Email/Text Messages (SMS)

We will only send marketing and fundraising communications by email and SMS where the individual has explicitly provided prior consent. Individuals may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails, phoning 01926 358383 or emailing DSC@mytonhospice.org with their details.  

Post/Phone

We may keep in touch with people by post and phone to tell them about our vital work and other ways they can help, including opportunities to donate, fundraise or volunteer and how their support has made a difference - unless they have told us that you would prefer not to hear from us in either of these ways.  Individuals may opt out of our marketing communications at any time by clicking the unsubscribe link at the end of our marketing emails, phoning 01926 358383 or emailing DSC@mytonhospice.org with their details.

At Myton, we value our donors and supporters and recognise that without them, we would not be able to continue our work caring for terminally ill patients and their families across Coventry and Warwickshire.

We are committed to communicating with individuals in their preferred manner and putting you in control of your data.

We will not use personal information for marketing purposes if an individual has indicated that they do not wish to be contacted and will retain their details on a suppression list to help ensure that we do not continue to contact them.

However, we may still need to contact them for administrative purposes for example where we are processing a donation , thanking you for a donation or providing operational information about an event you are participating in.

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

Right of access

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.

If you want to access your information, please send a description of the information you want to see and proof of your identity by post to the address provided below. We will provide you with this information within the timescales set out by the Data Protection Act.

Right to have your inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so we’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email at DSC@mytonhospice.org or post (see below). Alternatively, you can telephone 01926 358383.

Right to restrict use

You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or we’re not lawfully allowed to use it.

Right of erasure

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to. If necessary, we will anonymise that information, rather than delete it.

Right for your personal information to be portable

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.

Right to object

You have the right to object to processing where we are using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.

If you want to exercise any of the above rights, please email us at DPO@mytonhospice.org or write to Data Protection Officer, The Myton Hospices, Myton Lane, Warwick, CV346PX.

We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within the timescale set out within the Data Protection Act, however if we are unable to do so we will contact you with reasons for the delay.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office, https://ico.org.uk/

When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.

Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear usually at the top of the page next to the website address (URL).

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. Where we have given (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Our website uses cookies. A cookie is a small file of letters and numbers that we put on your computer. By using this website, you agree we can set and use cookies. These cookies allow us to distinguish you from other users of our website, for example being able to store your country preference when completing a form.

Read more about the individual cookies we use and how to recognise them by clicking here.

Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website.

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 privacy policy of that third party site.

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

We are committed to protecting vulnerable supporters, customers and volunteers and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”). You should be aware that these countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy by means of ensuring the company is using the Privacy Shield to protect your data.

If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services. We undertake regular reviews of who has access to information that we hold to ensure that your info is only accessible by appropriately trained staff, volunteers and contractors.

Remarketing

Facebook have tags on some pages of our website which allows them to collect information about pages you’ve visited on our website, they will then serve you advertising on Facebook based on this information. Please see our cookies page to find out more by clicking here.

Lookalikes

We share with Facebook the email addresses of people who have registered to take part in one of our major fundraising events, such as Glow in the Moonlight, Santa Dash and Glow in the City for example. The emails are used by Facebook to define a type of audience, and then Facebook will serve adverts to people that match that type of audience - but not (necessarily) the people in the original email file. We do this to increase registrations to our events and to raise more funds to ensure we can keep our care free of charge to patients.

Custom Audiences

If you register to take part in an event or wish for us to contact you through email, we may send your email address to Facebook who will serve you content relevant to your original interest for example if you signed up to a challenge event last year you may see information about upcoming challenge events.

Saved Audiences

We use Facebook Saved Audiences to remember which supporters on Facebook are most likely to respond to our fundraising, campaigning and marketing requests.

Google Analytics

Google Analytics does not collect any personal information such as your name, address or contact details. All the information collected is anonymous.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on your computer. Although these cookies are not essential to the core function of the website, they are useful in enabling The Myton Hospices to raise money through the website and to spend our supporter’s money more effectively by making informed decisions on how best to improve our website.

Find out which Cookies we use from Google Analytics by viewing our Cookie Policy here.

The information generated relating to our website is used to create reports about the use of the website. Google will store and use this information. Google's privacy policy is available at: http://www.google.com/privacypolicy.html

For more information on how to stop Google Analytics across all websites you access please visit https://tools.google.com/dlpage/gaoptout?hl=en

Hotjar

Our website may also use the Hotjar website recording and monitoring service. Hotjar is a product that may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal data. Data collected by Hotjar is for The Myton Hospices internal use only. The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.

Hotjar is an analytics and feedback service that was designed and built with privacy in mind. They have created a service to help understand and interpret user behaviour anonymously, without personally identifying individual users.

Find out which Cookies we use from Hotjar by viewing our Cookie Policy here.

If you wish for Hotjar not to anonymously track your behaviour then please opt out online here https://www.hotjar.com/legal/compliance/opt-out

Facebook - https://www.facebook.com/policy.php 

Twitter - https://twitter.com/en/privacy

Eventbrite - https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB

Sage - https://www.sage.com/en-gb/legal/privacy-and-cookies/

Rapidata - http://rapidataservices.com/terms-conditions/

Mailchimp -  https://mailchimp.com/legal/privacy/

Linkedin - https://www.linkedin.com/legal/privacy-policy?trk=

Instagram - https://help.instagram.com/155833707900388

Hotjar - https://www.hotjar.com/legal/policies/privacy

Google analytics - https://policies.google.com/privacy?hl=en-GB&gl=uk

Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes we’ll make this clear on this website.

We keep this policy under regular review. This policy was last updated in May 2022.