Children taking part in fundraising Expand We may process data about children under the age of 16, usually where such data is given to us by parents or guardians in the course of participating in fundraising events. For example, occasionally our sponsorship forms or our online participant forms may request the name of a child involved in raising money. Where a child’s name is disclosed to us we use the information only for the purpose of thanking them with consent of their parent or guardian. However, if we believe a supporter or donor may be under the age of 16 we take all reasonable care to establish whether their contact with us is made under the supervision of a teacher, parent or guardian. Younger children only participate in our events and fundraising activities in the presence of, or under the guidance of, a parent or guardian. Fundraising Parental Consent Form
Prospect research Expand Identifying prospective donors is necessary to securing donations from trusts and major gifts (currently defined as gifts of £500 or more) from individuals, so that we can grow our income and meet Haven House’s charitable objectives. Prospect research helps us to identify if a potential donor may have the capacity and propensity to give major gifts to Haven House; and identify how best to approach them. Prospect research includes manually gathering public and freely given information from the Internet, from Haven House contacts and from Haven House’s own donor records, and creating profiles to help us identify individuals, trusts, foundations and corporations able to give at this level. This means that we: Create short profiles of potential donors, using public and freely given sources of data to identify people who may be able and predisposed to give major gifts. These data sources may include: Charity Commission data (which identifies trustees of grant-giving trusts, and charitable aims) Other sources of information about charitable trusts’ giving, for example trustfunding.org.uk, trust websites, charity trade press Companies House data (which identifies company directors) Company and charity websites which profile, for example owners, senior partners, or Trustees News articles about business, financial or philanthropic decisions Public media where individuals have volunteered information about their interest or experience for example media interviews where individuals have spoken publicly Public social media accounts, e.g. a company’s Facebook or LinkedIn page, or an individual’s Twitter account which has a primarily professional function. Create queries on our database to identify past donors who may have given at major-gift level in the past, and therefore could do so again Review lists of individuals signing up to Haven House’s fundraising events (and have opted in to communications) to look at the reasons that people give, their job titles, their family name (if they are well-known/in the public eye) and postcodes. We use this information to target personalised invitations to engage further with Haven House at those who are most likely to be interested. Identify where our Trustees, Committees, Patrons, Ambassadors or staff may be able to help with an introduction, for example because they move in the same professional social circles as a potential donor. We do not seek consent to our prospect-research activities as defined above, because we believe we have legitimate interest which is not over-ridden by the individual’s fundamental rights. However, we will conduct a balancing exercise and review the potential processing to ensure that our use of legitimate interest is fair and lawful. If you would prefer us to not process your data for prospect research purposes, please let us know by emailing our Supporter Care team or by calling 020 8506 3634 (Monday-Friday, 9am-5pm). For prospect-research purposes we gather sensitive data only in the form of information about experience connected to the work of our hospice which the subject has willingly put in the public domain, or shared with Haven House. We do not: Gather data from personal sources such as personal Facebook and Twitter accounts Conduct automated wealth-screening using external agencies. We want all individuals who come into contact with Haven House to have a positive experience, whether or not they are donors. We believe that the way we carry out prospect research will help us to identify potential donors efficiently, and to avoid making inappropriate or excessive approaches.
Using your information for marketing Expand We will only send marketing information to individuals who have specifically said that they agree to us doing this or have a legitimate interest in our work, and we will only do so in the way(s) you have agreed to. We may contact you by mail, email, phone, text or social messaging; in some cases, this will require getting your consent. If you wish to update the way you hear from us you go to our Keeping in Touch page. If you are not currently receiving marketing communications from us and wish to do so, please let us know by emailing our Supporter Care team or by calling 020 8506 3634 (Monday-Friday, 9am-5pm). When we contact you by email, every message we send will include a link which gives you the choice to tell us that you do not wish to receive emails from us in the future through our online form. We may supplement or add to the information we hold about you with information that is available through, or we receive from, other sources, e.g. public registers, or third-party information services. This allows us to send you the most relevant information and promote those fundraising opportunities that we believe you are most likely to be interested in. If you share a personal story with us via our website or social media channels we may invite you to consent to future communications from us and to sharing your story more widely. Sometimes Haven House is invited by journalists to contribute to news stories relating to our cause, and in this situation we may invite you to participate or to allow us to use your story for these purposes. If you have asked us not to use your information for marketing purposes we will retain your name, home address and email address on a suppression list to ensure we do not continue to contact you.
Consent and Legitimate Interest Expand For some data processing activities we may need your consent before we can contact you. For processing your data for different purposes (for example, sending direct marketing) we will always check we have an appropriate lawful basis. This will most often be ‘consent’ or ‘legitimate interest’. To do this, we consider both the content of the personal data that we collect and the way in which we wish to use that data. Consent For some direct marketing channels (email and text communications) we need to have your consent to send you direct marketing – e.g., by you ‘opting in’ to future communications. Where we ask for your consent, it will be a freely given, specific, informed and an unambiguous indication of your wishes and provided by a statement or by a clear affirmative action. Legitimate interest In some cases, Haven House will process personal information under the lawful basis of ‘legitimate interest’ as long as we are sure it does not override your individual privacy rights. To assess this, we will carry out a ‘balancing exercise’ to ensure that the communication is fair and lawful. For example, we may wish to contact a donor who has given to Haven House in the past to ask them for further support, because people who have previously given are statistically more likely to support the same charity again, and this will help us to increase our funds raised. Our balancing exercise shows that: We may contact such a supporter by post without seeking express consent, so long as the number of letters is proportionate to how recently the donor gave to Haven House (for example a donor who gave to us five years ago would not expect to receive more than one letter a year). But the donor’s right to privacy and reasonable expectations over-ride Haven House’s interest in continuing contact with them by telephone or by email, and we would not therefore make any contact by these means without express consent. Where we do not need an individual’s consent for future direct marketing, we may use legitimate interest to keep you up to date with the work of Haven House and give you further information on how you can support the charity. For example, where you have previously donated to Haven House, or requested to receive some information or services, we have legitimate organisational interest to use your personal information to respond to you and to contact you in the future. However, we will ensure there is no overriding prejudice to you by using your personal information for this purpose. The processing that we might carry out includes some or all of the following: Where the processing enables us to enhance, modify, personalise or otherwise improve our services / communications for the benefit of our customers or supporters To identify and prevent fraud To enhance the security of our network and information services To better understand how you interact with our website To provide postal communications which we believe will be of interest to you To determine the effectiveness of promotional campaigns and advertising. Wherever Haven House process data for these purposes, we will always ensure that your rights take precedence. We will give you fair and clear information on how your data is going to be used and make clear that you have the right, at any time, to object to Haven House processing your data in this way.
How do we use the information we collect and process Expand These are examples of how we may collect and use your personal information: In the provision of services, products or information you have requested. For example: The processing of any sales transactions, donations or other payments, verify financial transactions an claim Gift Aid on your donations To ask you to help us raise money, donate money to our charity or provide non-financial assistance (but always in accordance with your marketing preferences) The provision of information about our work or our activities, that you have asked to receive To send you items you have requested by telephone or via our website To analyse and improve the services we offer For administration purposes. For example: We may contact you about a donation you have made or an event you have expressed an interest in or registered for We may send you information about a race or other event you are a participant in For internal record-keeping, such as the management of feedback or complaints To record website traffic or to personalise the way our information is presented to you. For legal purposes. For example: Where the processing is required or authorised by law For the purposes of credit risk reduction or fraud prevention (regrettably some people target charities for illegal purposes such as money laundering, and we are therefore required to monitor financial activity and report suspected fraud to the appropriate authorities). For marketing purposes. For example: We may supplement or add to the information we hold about you with information that is available through, or we receive from, other sources, e.g. public registers, or third-party information services. This allows us to send you the most relevant information and promote those fundraising opportunities that we believe you are most likely to be interested in We may contact you by mail, email, phone, text or social messaging; in some cases, this will require getting your consent If you share a personal story with us via our website or social media channels we may invite you to consent to future communications from us and to sharing your story more widely. Sometimes Haven House is invited by journalists to contribute to news stories relating to our cause, and in this situation we may invite you to participate or to allow us to use your story for these purposes We may use the information for prospect research purposes. Prospect research means gathering and reviewing freely given, publicly available data (from sources such as news articles, Charity Commission, Companies House) to identify individuals and organisations who may have the capacity and inclination to give a major gift to Haven House. Gathering such data helps us to approach potential donors in the right way, and avoid excessive and inappropriate approaches. For fundraising purposes. For example, if you are a fundraiser: We advise you on setting up a fundraising page We offer you fundraising materials to help you with your fundraising We advise you on the best ways to fundraise We make you aware of your obligations, where Haven House has purchased your fundraising place.
What information do we collect, and why? Expand We will only ever collect the information we need – including data that will be useful to help improve our services. We collect information as follows: Personal data Personal data is information that can be used to identify an individual It may include your: Name Date of birth Email address Postal address Bank account details Job title and employer Mobile and landline telephone numbers Gender Marital status Your hospice experience or connection to us The reason you give us for supporting Haven House. It may also include: Details of any opt-in and opt-out preferences you have communicated to us Whether or not you are a UK tax-payer (so that we know whether or not we can claim Gift Aid) Details of any gifts you have given to Haven House Details of any Haven House events you have participated in Notes relating to our relationship with you. Examples of this could be: Correspondence between you and Haven House Connections between you and other individuals or organisations known to Haven House, and Data gathered through prospect research (see 'Prospect Research' section below for further information) Non-personal data Non-personal information such as pages accessed and files downloaded. This helps us to determine how many people use our website, how many people visit on a regular basis, and how popular our pages are. This information doesn't tell us anything about who you are or where you live. It simply allows us to monitor and improve our services Sensitive personal data Sensitive data, as defined by the GDPR, comprises: Physical or mental health or condition Sexual life Racial or ethnic origin Political opinions Religious or similar beliefs Trade union membership The commission or alleged commission by the data subject of any offence, or any proceedings for any offence that are ongoing. We collect sensitive personal data about our supporters only if there is a clear reason for doing so. For example: Where Haven House acts as an event organiser we collect information about any disability you may have if you are planning to participate. We pass this information on to our Events team, to ensure we provide appropriate support to enable you to participate. We collect sensitive personal data in the form of information about supporters’ loss of their child. We use this data on individuals’ personal experiences to ensure we provide a sensitive, caring and personalised supporter experience to them. Supporters appreciate it when we remember the name of their child that has died, and we could cause distress if we did not remember their experience. You may give us information about you when you: You may give us this information when you correspond with us by our website, phone, email or otherwise. We collect this information about you when: You ask about our activities register with us or set up an online account make a donation, fundraise on our behalf or register for an event, engage with our social media or message boards, request publications, newsletters or other information from us seek care, support and assistance from us (e.g. by contacting our Care team) volunteer with us or apply for a job (including sending us your CV) report a problem with our website otherwise give us personal information, or become known to us as someone who might consider connecting with Haven House in some way. Information we receive from other sources: We may also obtain personal information about you from other sources, such as if a family member, a friend or your GP contacts us on your behalf, or if a fundraiser passes on your details to us. We may also combine your personal information with other information we collect from third parties (e.g. for fundraising purposes). We will notify you when we receive information about you from them and the purposes for which we intend to use that information. If you are aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us. If you do nothing other than read pages or download information from our website, we may gather information about this use, such as which pages are most visited and which events or activities are of most interest. This information can be used to help us improve our website and services and ensure we provide you with the best service. The information we use for this purpose is aggregated or anonymised, i.e. it will not identify you as an individual visitor to our website. In recording this information, we apply all the usual data protection principles outlined in this policy, so people sharing this information can feel confident that this information will not be used or stored inappropriately, and they retain the right to access this information or to request its removal at any time. If you use your credit or debit card to donate to us, buy something or pay online or over the phone, we will ensure that we manage this securely and in accordance with the Payment Card Industry Data Security Standard. If you sign up for a regular gift online, this information is held by GoCardless and access to your bank details is restricted so that only the team that processes details can access it. We do not store your credit or debit card details at all following the completion of your transaction: all card details and validation codes are securely destroyed once the payment or donation has been processed. Only those staff authorised to process payments will be able to see your card details. We do not store your financial information for longer than we need to.
Data Protection Regulation Expand In carrying out our day-to-day activities we process and store personal information relating to our supporters and we adhere to the requirements of the Data Protection Act 2018, the Privacy and Electronic Communications (EC Directive) Regulations (PECR) 2003. We take our responsibilities under data protection regulation seriously and we ensure the personal information we obtain is held, used, transferred and otherwise processed in accordance with those regulations above and all other applicable data protection laws and regulations including, but not limited to, the Privacy and Electronic Communication Regulations.
Event Champion Volunteers play a vital role in raising awareness of Haven House Children's Hospice by providing presentations to various organizations about the services we provide Expand Volunteers are also encouraged to explore opportunities within their local communities to run stands or hold talks about our cause. We hope you’ll bring your own ideas and connections to the role. We value the time and effort our volunteers dedicate to supporting our mission and appreciate their commitment to making a positive impact in the lives of the families we serve. The next training for this will take place in January. Events typically occur in the areas we cover. This includes Barking and Dagenham, Enfield, Havering, Redbridge, Waltham Forest, and West Essex. Expenses to these events can be covered but must be pre-agreed To find out more please contact: Volunteering020 8498 5853
Create your Online Memory Box An online memory box is a online space where you can share treasured memories, photos, videos, and thoughts, there is an opportunity to light virtual candles, collect donations in remembrance and add to it as often and for as long as you wish. Expand Creating an online memory box for your loved one, is free, easy to use and we find can bring comfort in the toughest of times. To get enter their name below: If there is already an online memory bbox holding your loved ones treasures, find them below: Search for a tribute fund Search
Funeral Collection If you wish to support Haven House at your loved ones funeral, simply set this up below. Expand Thank you for considering Haven House in memory of your loved one. Our online funeral collections, can be created as an online memory box to treasure, with the addition of funeral information should you wish to share this with those whose lives your loved one touched.