Information Notices - Fundraising

General Introduction

Katharine House Hospice and its subsidiary companies (Embrace Quality Care, KH Promotions, Katharine House Retail, KHH Development), take our responsibilities to protect your personal data seriously. We should only be using your data with your consent and only using it for the purposes for which you have consented. These notices describes how the data is used, processed, shared, stored, and destroyed. If you have any questions, concerns, complaints or comments about our use of your data please e-mail dataprotection@khhospice.org.uk

Information Notice - Donors

This Information Notice applies to:
Donors to Katharine House Hospice

Broad nature of data collected and our use of this data

  • Name, address, contact details - To enable us to contact you
  • Details of donations made, including types of support given: for example attendance at an event, sponsorship, in-memory donations, etc  - To enable us to process the donations, and properly thank you
  • Details of Gift Aid claims -  To enable us to claim gift aid on donations and provide evidence to HMRC

How we process this data

  • Donation data is processed by volunteers and staff to ensure we account for our income correctly, and enter relevant details on our donor software.
  • The data is used with donors consent to send them information about events, or appeals we are running.
  • We also use personal data to make claims for gift aid from HMRC
  • We also use financial details in aggregate to assess the performance of the different events and appeals we run, to help us make decisions as to whether to continue running these.

Sharing this data

  • We only provide name and address details to third party companies who undertake our mailings.
  • We do not share information with third parties, unless we are required to do so for legal reasons – for example HMRC may ask us for specific information to make claims.

How we store the data

  • Most of the data is stored electronically on proprietary software (called Donorflex) which stores details on our own servers.  Access to this data is restricted first by a user Id and password to get on to our servers and then by a separate user id and password to get onto Donorflex.

Retention of the data

  • Data is retained indefinitely unless a donor requests us to delete this information.  However, records must be kept for HMRC and for financial regulation of charities for a period of at least six years.

Destruction of the data

  • Paper records are destroyed by an external company shredding the records using an industrial shredder.
  • Electronic records are anonymised – your name and address details can be removed from the record, but we may need to retain information about your gift aid for six years.

Other relevant Information Notices:
None

Information Notice - Lottery

This Information Notice applies to:
Lottery Membership

Broad nature of data collected and our use of this data

  • Name, address, and contact details -  To register you into the lottery and assign your payments to your lottery record.
  • Payment details (where necessary this includes your bank details) -  To ensure we keep you informed if your credit is running low, and to help assign your payments to your lottery number
  • Details of winnings -  To enable us to make a payment to you when you win a prize within the lottery draw

How we process this data
Summary data is entered onto our lottery software, which holds details of your lottery number, your name, address, payments by you into our lottery and payments taken out for each you are entered for.  The system also retains a record of the amount of credit you have, and the date and amount of your winnings.

Sharing this data
We supply name and address details to companies carrying out mailings on our behalf.  Mailings would include newsletters and notice and tickets for additional draws

This data is not otherwise shared with third parties.  We share information between our lottery department and our finance department on a weekly basis to ensure reconciliation of lottery player’s credits to the funds we hold.

How we store the data
Data is held on record within the software system that runs the lottery draw.  This includes all data listed above.  There are manual records of reports relating to the processing of each draw to help reconcile information each week.

Retention of the data
This data is retained for as long as you are a lottery members and for legal reasons for a further six years after the year you cease to be a member.

Destruction of the data
Data is retained indefinitely on the system – although at your request we can anonymise this.
Finance information is destroyed six years after the year end (31 March) to which the information relates.

Other relevant Information Notices:
None