Introduction
This privacy notice covers specific information about how we use, store and collect your personal data if you are referred to us for one of our Wellbeing services. Please see our overarching privacy statement for more information about other ways we use personal data.
What information we collect from or about you
- Name, address, telephone number, email address, religion, ethnicity, sexual orientation, gender identity and date of birth.
How we use your information
We use your personal data for a number of purposes including the following:
- We use your contact details and GP’s details so that we can contact you about your appointments and know who to contact in an emergency.
- We use information about your care to improve client safety, audit quality of care and enable staff training.
- We use data about your ethnicity and religion so that we can understand the needs of clients and carers from different groups and provide better and more appropriate services.
- We use data about your sexual orientation and gender identity to ensure we provide an inclusive service for all patients and provide better and more appropriate services.
- We may send questionnaires via SMS or email asking for feedback on our services or to help capture information regarding your care.
Lawful and Legal Basis for Processing Personal and Special Category Data
Personal Data:
The lawful basis for collecting and using the personal data described above will depend on the personal data concerned and the specific context in which we collect it, including but not limited to: (a) consent to collect and process your personal data; (b) legitimate interest, and (c) necessary for compliance with a legal obligation.
We rely on the ‘legitimate interest’ for processing where we believe it is in the legitimate interests of you, as the data subject, or of St. Catherine’s Hospice, to process your data. When we process your personal information in this way, we also consider and balance any potential impact on you and your rights under data protection laws. We will not use your personal information for activities where our interests are overridden by the impact on you, for example where collection and use of your information would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
Special Category Data:
The legal basis for collecting and using the special category data described above will depend on the data concerned and the specific context in which we collect it, including but not limited to: (a) explicit consent and (h) health or social care.
How we share your information
In the best interest of your care, it may sometimes be necessary to share your personal information with other professionals outside of the hospice who are also involved in your care or if you need treatment somewhere else. This may include your GP, hospital teams, or social care services. Your information will only be made available if there is a genuine need to do so.
If you give us specific instructions not to share information about you in this way, we will respect this as much as we can. If your care will be affected as a result of not sharing your information we will talk to you about this.
Sometimes we have to pass on information about you by law. For example, where a formal court order has been issued; when we find an infectious disease that may endanger the safety of others, or when other organisations like the police or social services need it to prevent serious crime or where there is a child or adult at risk of abuse or neglect.
Our regulatory body, the Care Quality Commission (CQC), or NHS organisations who commission services from us, may also ask to review relevant information from your records and/or seek feedback from you about the service we provide. If you do not want us to share relevant information from your records with these organisations or you do not want to provide feedback, they will respect your wishes where it is possible to carry out their checks without looking at relevant information from your records and/or contacting you for feedback.
How we keep your information safe and confidential
Everyone working for the hospice or who receives information from us has a legal duty to keep information about you confidential. This is monitored by the hospice’s Caldicott Guardian, a senior clinician responsible for ensuring patients’ rights to confidentiality are respected. Our Information Governance Group ensures that we manage all personal data in compliance with the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). Your information will be retained in accordance with the national guidance for health and social care records, unless the law requires them to be kept longer.
Your information rights
You have the right to:
- Know how we will use your records – that is what this statement aims to tell you
- Access your records – please see, “How you can gain access to your record” section below
- Object to us making use of your records
- Ask us to restrict or change the way we use your records; we are obliged to agree if it is possible to do so
- Include any corrections you want to make in your records.
If you wish to exercise these rights, you should contact a member of the St Catherine’s team who can put you in touch with the Caldicott Guardian via email at qualityteam@stch.org.uk or write to us at St Catherine’s Hospice, Grace Holland Avenue, Pease Pottage, West Sussex, RH11 9SL. You have the right to make a complaint to the Information Commissioner’s Office (ICO) should you feel that we have not respected your rights. Details can be found on the ICO’s website.
National Data Opt Out (NDOO)
The National Data Opt Out (introduced by the NHS in March 2020) means that patients can opt out of their identifiable health and care information being used for reasons other than their individual care and treatment. St Catherine’s Hospice is compliant with the National Data Opt Out. You can find out more about the National Data Opt Out on the NHS website.
How you can gain access to your record
The UK Data Protection Act 2018 gives you, or someone acting for you, the right to see or have a copy of your records. We can arrange for you to view your record on a hospice computer with a doctor or nurse or for a paper copy to be provided.
According to the Access to Health Records Act 1990, other people are allowed to view relevant information from your records after your death – but only if they are your personal representative, an executor named in your will, or someone who has a legal reason to access your records.
Anyone wanting to access their own records, or access the record of someone who has died can email clinicalsystemsteam@stch.org.uk or write to us at St Catherine’s Hospice, Grace Holland Avenue, Pease Pottage, West Sussex, RH11 9SL. We will ask for a form to be completed with details of the request, and which parts of the record are required. We may ask for proof of identity (like a passport) and if someone claims to be acting on your behalf we will contact you to confirm the request. There is no charge for these requests.
Version 2 – Reviewed December 2025
