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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 - Accident and Incident Reporting

This Information Notice applies to:
Staff and volunteers working within Katharine House Hospice and its subsidiary companies, patients, visitors, customers, those attending our fundraising events.

Broad nature of data collected and our use of this data

  • Name, address, telephone number - To enable us to contact persons involved
  • Injury to part of the body or person - To assess suitable treatment
  • Description of what has happened  - As part of our compliance with MHSWR (management of health and safety at work regulations.

How we process this data

  • Copies of the accident or Incident forms are completed by a member of staff and passed in a sealed envelope to the CEO’s office where data is input onto a excel spreadsheet.
  • The form is checked by the Health and safety manager
  • Each form is assessed to ascertain whether we can improve the safety of patients, staff, volunteers, and the public.
  • The data is analysed quarterly and an report that contains no confidential details is submitted to the directors and managers of the organisation.

Sharing this data

  • Data may be shared internally with relevant departments for us to improve our management of Health and Safety
  • Personal details may be shared with the Health and Safety Executive if the accident meets the relevant criteria. 
  • Personal details may be shared with our insurance company who may require copies of the relevant documents. This would  only happen when a serious accident or incident has occurred including vehicle accidents.

How we store the data

  • All paper copies of the Accident or Incident are filed in reference number order only, in a locked cabinet in a locked office.
  • The excel spreadsheet has limited access to staff who require the information to collate reports on accidents regarding staff and patients.

Retention of the data

  • The paper format is kept for five years in a locked filing cabinet in a locked office.
  • Excel spreadsheet information is stored indefinitely, but contains no personal details.

Destruction of the data

  • All Paper copies are destroyed by shredding by a third party supplier.

Other relevant Information Notices:
Care Services

Information Notice - CCTV

This Information Notice applies to:

  • Visitors, public, staff and volunteers.
  • Use of CCTV cameras at our various sites named on the website, specifically the main Hospice and Norton Bridge.

Broad nature of data collected and our use of this data

  • Images and video of those attending the site - To be used for the security and safety of staff, public, visitors and equipment at the sites.

How we process this data

  • We review images or footage when incidents or accidents have been reported, including theft and malicious damage to property or storage containers on the sites.
  • Images and footage can only be accessed by authorised personnel including the health and safety manager and Chief Executive, following investigations of incidents on site. 
  • It is used for the purpose of seeking to confirm what has happened, and/or who was involved, and/or who was present at the time. 

Sharing this data

  • This data may be shared with a third party including the police and our insurers.

How we store the data

  • The footage is stored on DVR recording machinery on site, for 7 days 24 hours a day on a continuous loop. If any footage is taken off for investigation.  This would be done using USB memory stick from the authorised person. 

Retention of the data

  • The image or footage would only be retained on a password protected USB for Insurance or prosecution purposes.  It is kept on a locked cabinet in a locked office.  This also includes any photographic imagery that may have been taken off the Footage for the sole use of identification.
  • Otherwise data is retained for one week only.

Destruction of the data

  • Once a review of the footage or image as been assessed, then it is deleted completely from the USB or any PC it may have been stored on.

Other relevant Information Notices:
None