Privacy Policy - Trinity Hospice

Privacy Policy

At Trinity Hospice and Brian House Children’s Hospice we are committed to protecting your privacy and respect any personal data you share with us. This privacy policy sets out how we collect, use and protect your personal information.

Although many of the following apply, this policy does not refer to patient medical information or how we use patient medical information.

When you provide or we collect information by which you can be identified, it will only be used in accordance with this policy and all applicable laws concerning data protection of personal information.

This policy explains:

  • What information we may collect
  • How we store information
  • How we use information
  • Disclosing information to others
  • How we use cookies on our website
  • Your choices about how we communicate with you

By supporting us or volunteering for us, or providing us with any personal data both online and offline, you consent to our collection, use and disclosure of the information you provide in the ways set out in this policy.

Information we may collect:
The following information may be collected from you in person, over the phone, by post, by completing a paper donation form or event registration form or by email:

  • Name and contact information including postal address, telephone numbers and email address.
  • Information such as date of birth, the fundraising events, volunteering opportunities or activities you are interested in and your personal contact preferences.
  • Financial information, including Direct Debit details provided as part of a regular gift or lottery membership.
  • If you are a UK taxpayer and if you have signed a Gift Aid declaration, so we can claim Gift Aid on any eligible donations.
  • Information about donations and payments made to Trinity Hospice and/or Brian House Children’s Hospice.
  • Copies of communications we have sent and communications we have received from you.
  • How you heard about us and your reasons for supporting us.
  • Event based information, such as your t-shirt size, medical conditions or dietary requirements.
  • If you visit one of our charity shops you may appear in still images or video footage using Closed Circuit Television (CCTV) that is used in some locations for security purposes.
  • If you have attended or participated in one of our events it may be photographed or video recorded for promotional purposes.

How we store information:
We store information on a secure database, which only trained and authorised members of the team (including staff and volunteers) have access to. In order to prevent unauthorised access or disclosure, we have robust policies and procedures to safeguard and secure any information we hold. Regular backups are maintained to prevent loss or damage.

We do not store debit/credit card details, these are destroyed or obscured as soon as payments/donations are processed in a safe and secure manner.

How we use information:
Information may be collected and used for administrative purposes, to enable us to keep in touch with you and to help us raise money:

At times we may also profile and screen our data to ensure it is up to date and to enable us to communicate with supporters and effectively target individuals’ interests and likely interest. If you wish to opt out of data profiling or screening please contact us on 01253 359362 or email

Disclosing information to others:
We will never sell data nor share data with another company or charity for marketing purposes.

We keep all data safe and secure and only share it when we are required to by law or when we are using other companies’ services which are in line with our own business needs. For example, like many charities we use a highly reputable mailing house to post our newsletters and other communications, as it is the most cost efficient method. We also check our data with a data cleansing company to ensure that data is up to date. This prevents us spending money on communications to people who may have moved address and not told us.

Any company whose services we use in this way is required to treat all data in the strictest confidence and only use it for the purpose of the work they are carrying out on our behalf. We always use secure encrypted channels when transferring data and ensure that the companies we are transferring data to comply with current regulations.

How we use cookies on our website:
Like many other websites, the Trinity Hospice website and our associated micro-sites use ‘cookies’.

Cookies are small files stored on your computer that allow websites to recognise you when you visit. They store data about your browsing history, but do not identify you as an individual. This helps us to improve our website and deliver a better, more personalised service, by enhancing the online experience for our website visitors. It allows us to better understand how our websites are used and to monitor their performance.

You can switch off cookies in your browser preferences, however doing so may result in a loss of functionality when using ours and other websites. To see how we use cookies, and what they are please see our Cookies Policy. This page also includes instructions on how you can disable cookies.

Find out more:
If you have any queries about this policy please call the Fundraising Team on 01253 359362 or email

Your choices:
We like to keep our supporters updated with our latest news, how we spend their donations and upcoming fundraising activities, events and appeals, by post, telephone and where consent is given, email and SMS (text).

​If you would like to stop or opt out of receiving specific or all fundraising communications, please contact us on 01253 359362 or email and let us know.

Under the Data Protection Act 1998 you can request access to any information we hold about you by contacting us on the above details. Please note a small fee may be payable to cover administration costs.

Please note:
We may change this policy from time to time to ensure it is up to date and in line with any changes in legislation.