We only collect and use your information for the lawful purposes of administering the business of Woking & Sam Beare Hospices. These purposes include:

  • Safeguarding and wellbeing of all staff, volunteers and those under our care
  • Accounting and auditing
  • Accounts and records
  • Consultancy and advisory services
  • Crime prevention and prosecution of offenders
  • Education
  • Health administration and services
  • Information and data bank administration
  • Research
  • Sharing and matching of personal information for national fraud initiative
  • Staff administration
  • Processing and efficiency of dealing with enquiries or requests
  • Advertising, marketing and public relations

We process personal information to enable us to support the provision of healthcare services to patients, maintain our own accounts and records, to support and manage our employees and those who volunteer for us and promote our services. We also process personal information about health care professionals and other individuals and organisations that we work with and partner with.

Additionally we use information to support and monitor our services and to enable the delivery of high quality healthcare and services. This type of information is managed anonymously and no one individual would be identifiable.

The types of personal information we use includes:

  • Personal details such as names, addresses, telephone numbers and email addresses
  • Next of kin and family details as is appropriate
  • Education, training and career history for staff and volunteers
  • Employment details for those that work for us either directly or are commissioned by us to provide a service
  • Financial details, where we provide payment for services or access to funds for individual patients if our support is required
  • Third party service providers or partner organisation details such as names, their title, addresses, telephone numbers and email addresses
  • Lifestyle and social circumstances
  • Visual images, personal appearance and behaviour
  • CCTV images as part of building security
  • Details held in the patient’s record, where we hold or manage the patient’s record
  • Any recognised disability, learning difficulty or special educational learning difficulty
  • Dietary requirements, food allergies or other allergies
  • Responses to surveys, where individuals have responded to surveys about healthcare issues

Information kept on our staff and volunteers may also be of a more sensitive nature and information that may include:

  • Medical information
  • Racial and ethnic origin
  • Offences (including alleged offences), criminal proceedings, outcomes and sentences
  • Trade union membership
  • Religious or similar beliefs
  • Relationship status
  • Employment tribunal applications, complaints, accidents, and incident details

This information will generally relate to our staff, covered by the Privacy Notice for Staff, or for those health care professionals we manage. For patients this information may include physical or mental health details.

The healthcare professionals at Woking & Sam Beare Hospices who provide your care will use your information to:

  • Confirm who you are when we contact you or when you contact us
  • Make decisions about your ongoing care and treatment
  • Make sure your care is safe and effective
  • Check the quality of your care
  • Enable us to contact your carer and/or next of kin as directed by you

We may also use your data, but you will not be personally identifiable, for one or more of the following purposes:

  • Check and report on how effective the hospice’s services are
  • To improve and develop our staff as part of our training programme [you will be given the option to choose whether to be involved or not]
  • To help us manage and plan our services, and to constantly be able to review and improve
  • Investigate complaints, legal claims or important incidents
  • As part of a research project, to enable us to continually strive to offer the best possible care [your consent will be required first and you remain anonymous]
  • Ensure that money is used properly to pay for the services we provide
  • Make sure services are planned to meet patients’ needs in the future

All staff and volunteers are legally obligated to keep patient information strictly confidential. We may keep your information in written form or on a computer. Whenever possible all information that identifies you will be removed. The information held in these systems is primarily used for healthcare purposes, but may also be used for other non-healthcare related purposes, and shared with other statutory bodies/organisations to enable them to fulfil their statutory obligations.

The information will only be shared with other organisations where there is a statutory obligation to do so, or with the agreement of Woking & Sam Beare Hospices’s Caldicott Guardian.

Our Human Resources department and Volunteer Services will keep personal records on all individuals who are employed by Woking & Sam Beare Hospices and those that volunteer for us. This information is used for:

  • Salary payments for paid staff by our payroll
  • Make pension contributions for contracted paid staff 
  • Best support wellbeing
  • Make any reasonable adjustments in accordance with the Equalities Act 2010
  • Safeguarding
  • Monitor progress and achievement
  • Training and development
  • Holiday and absences management
  • To contact next of kin or an emergency contact if required
  • For organisational evaluation and improvement

Sharing of sensitive personal information is strictly controlled by law (Data Protection Act 1998).

More specifically for those under our care:

For those under our care and accessing our services, generally your information will only be used by those providing your care and any other external healthcare providers who are involved in your care. We will only share information with others involved in your care who have a genuine need for it and with your consent. When we pass on information we ensure transfer of information is secure and maintains confidentiality.

On initial assessment in the community or on admission, we will seek your permission on who you do or do not want to share your care and treatment information with. We will respect your wishes and consult you before information is shared. You have a right to change your mind at any time.

If you are unable to consent or communicate a decision about your care records due to a physical or mental condition, and in the absence of a ‘lasting power of attorney’ or court appointed deputy, the lead clinician will make a decision taking into account your best interests, previously expressed wishes and family or carer views.

For any information we hold:

Please do be aware, however, that there may be times when we are required by law to share your information without your consent. This may be because:

  • Our obligations to comply with current legislation
  • Our duty to comply with a Court Order
  • You have consented to disclosure
  • Our obligation in response to a crime or official investigation
  • An infectious disease risk

Our supporter data

Under the Data Protection Act 1998 and the introduction of GPDR, Woking & Sam Beare Hospices is unable to share any information we hold on our supporter database with a third party. This includes anyone who signs up to an event, makes a donation, is fundraising for us, partners with us, does our lottery and/or raffle, makes an online purchase or who buys in our shops. By law we are not permitted to share any data or information with a third party that we hold unless consent has been given or their is a lawful reason why we would have to.

Personal records 

Our HR Department keeps all personal records strictly confidential, including any details about a volunteer. We do not share this information with a third party unless consent has been given or in the event we are required to by law. 

For any information we hold:

Please do be aware, however, that there may be times when we are required by law to share your information without your consent. This may be because:

  • Our obligations to comply with current legislation
  • Our duty to comply with a Court Order
  • You have consented to disclosure
  • Our obligation in response to a crime or official investigation
  • An infectious disease risk

We take our duty to protect your personal information and confidentiality seriously, it is an organisation wide priority. We are committed to taking all reasonable measures to ensure the confidentiality and security of personal data for which we are responsible, whether computerised or on paper. Our ‘Caldicott Guardian’ is responsible for the management of patient information and patient confidentiality. All staff are required to undertake annual information governance training and are provided with an information governance user handbook that they are required to read, understand and agree to adhere to. We also have a number of governance committees who meet regularly to ensure best practice and to ensure all staff are aware of their information governance responsibilities and follow best practice guidelines ensuring the necessary safeguards and appropriate use of person-identifiable and confidential information.

All of our staff are required to protect your information, and inform you of how your information will be used. This includes, in most circumstances, allowing you to decide if and how your information can be shared. Everyone working for Woking & Sam Beare Hospices is subject to the common law duty of confidentiality. Information provided in confidence will only be used for the purposes advised and consented to by the service user, unless it is required or permitted by the law.

Woking & Sam Beare Hospices will process information provided by applicants for the management of their application and the subsequent selection process. This involves providing details to the short-listing and selection panels. Other details are kept to help fulfil our obligations to monitor equality and diversity within the organisation and in the application process. You can find more information about the use of personal data throughout the application process.

Information will be retained on interview performance and the application in line with the retention periods of Woking & Sam Beare Hospices. Our HR Department can provide you with more information or should you have further questions on how we might use your personal information.

We can only keep information about you that you have authorised and we can only contact you via your preferences stated. This information is securely and confidentially kept either in the management system of this website and is then pulled off as a CSV file and uploaded into our supporter data management system Donorflex. Only authorised members of staff are able to do this. Alternatively, if you have shared your information with us in person, on the phone or in writing we will again record this on Donorflex to reflect your wishes and instruction.

You have the right at any time to unsubscribe and to ask us to delete your record from our data management system.

As a registered charity, Woking & Sam Beare Hospices is reliant on the support of businesses and other organisations and individuals who so generously donate and/or fundraise for us. We keep all records and personal information about our supporters on a data management system called Donorflex. This information will be kept strictly confidential and in accordance with the Data Protection Act 1998.

Our supporter database is completely separate from and has no interaction with how we manage patient information. Your permission and authorisation must be given before we can record your personal information on our supporter database and there would be no access to any medical information if you are also one of our patients.

We will always ensure we respect your preferences on how and when we contact you.

You have the right to access information about you. The Data Protection Act 1998 gives you the right to see the information that Woking & Sam Beare Hospices holds about you and why. Limited rights of access to medical records of a deceased person are provided under the Access to Health Records Act 1990.

You or your legal representative have the right to apply or you can call or write to us to request to see your records or to obtain copies of your records. We will send you the required request documents to complete including proof of ID.

We then have an obligation to respond within 10 working days from receipt of the completed documents, unless there is a reason for delay that is justifiable under the Data Protection Act.

To make an application please write to:

The Caldicott Guardian
Woking Hospice

Goldsworth Park Centre

Woking, Surrey
GU21 3LG

Or call: 01483 881750

You always have a choice and the right to change your mind or preferences at any time.

However, for those under our care [patients, carers or family members] failure to provide 'necessary' medical and personal information could result in us being unable to care for you. Your safety and appropriate care and treatment means we must maintain an accurate record of necessary information about you.

If you have any concerns about providing information or how we share it with other healthcare providers, please discuss this with our staff who are here to support you in any way they can and to elevate any concerns you might have. 

For those wishing to work with us or for us, failure to provide the necessary information could result in us being unable to process your application or bid to partner/work with us.