Lottery members privacy notice

This privacy notice applies to all St Michael’s Hospice Lottery players. This notice is to let you know what we do with the information you provide to us and why we need it.

Who are we?

St Michael’s Hospice Hastings & Rother is a registered charity (no.288462) Registered in England and Wales on 5th March 1991, Company Number: 1776496. The Hospice has one subsidiary company, St Michael's Hospice Lottery, Company Number 3351501 which is incorporated in the UK for the purposes of generating income for charitable purposes.

We support and enable the community of Hastings and Rother to live well with dying, death and loss.

What information do we collect from you?

To carry out our duties as a Lottery operator as defined by the Gambling Commission we collect information about you that enables us to meet regulatory and contractual obligations and ensure the effective management of the Hospice. This includes processing for the weekly Lottery draw, audit purposes, gift aid administration and the creation of mailing lists according to your stated preferences, providing information for statistical purposes and ensuring that all health and safety standards are met.

The personal information we collect may include one or more of the following:

1. Your name
2. Home address
3. Telephone numbers
4. E-mail address
5. Bank details – if paying by Direct Debit or Standing Order
6. Debit Card details
7. Financial records of participation in the Hospice Lottery (Records of prizes won within the Hospice Lottery
8. Records of any donations made to St Michael’s Hospice via the Lottery, including any Gift Aid declarations
9. Correspondence relating to membership of St Michael’s Hospice Lottery
10. 10. Communication preferences
11. Date of Birth
12. Purchaser’s and recipient details for Gift Vouchers

If you use our website to access further information about the Hospice, please see our website Privacy Notice. It can be found at www.stmichaelshospice.com/privacy-notices

How do we use the information we collect about you?

We use your personal data for a number of purposes including the following:

• To ensure that your lottery number(s) are entered into each weekly draw which may require the need to notify you when payments are due, and to send you any winnings
• To evidence details needed for an audit from The Gambling Commission
• To ensure that accurate Gift Aid claims are submitted to HMRC
• Mailing relevant information to you based on your stated communication preferences
• To keep you informed of our work, the latest news and to ask for donations or other fundraising support
• To identify individuals who may be interested in developing a donor relationship with us
• To maintain an Opt Out file for all supporters who have requested not to be contacted by the Hospice to prevent unwanted communications in the future

Under the Data Protection Act 2018 we are permitted to process your information for one or more of the following reasons:

• you have provided consent
• it is necessary for us to be legally compliant
• to fulfil your contractual obligations
• there is a legitimate interest to do so (e.g. inviting you to lottery, fundraising and other related events) unless you have opted out

The Hospice will carry out a Legitimate Interest Assessment (LIA) for cases where legitimate interest is being used as a basis for processing information. This is the current basis for contacting potential and existing donors by post, unless you have opted out.

If you are already known to us we may use data analysis to interpret your data and predict how likely you are to be interested in, or responsive to, a particular campaign or fundraising appeal. Where we have identified that you have the capacity and/or affinity to support St Michael’s Hospice at a higher level, we may collect additional information about you and combine, analyse and compile that information into a profile of you in order to assist us in engaging with you in a more personalised way. This may include using third parties to undertake this task. You can opt out of your data being analysed in this way by contacting our Supporter Care Team as set out below.

From time to time we may conduct research to identify individuals who we think may be interested in developing a relationship with, and supporting, St Michael’s Hospice. We will notify any individuals identified in this way and offer opportunity to opt out.

Where we use automated decision making, for example to identify which news stories and subjects of interest from across the hospice you might be interested in, you can request a review by contacting fundraising@stmichaelshospice.com

We will never share or sell your information to third parties for marketing purposes or for any unjustifiable reason.

We will provide your information to authorised parties as appropriate, e.g. HMRC, Gambling Commission and Company auditors only with the information they need to deliver the relevant service. In addition, if there is a legitimate business interest we will share appropriate information within the organisation.

How do we protect your information?

We don’t keep your information for longer than is necessary for the purposes for which it is processed. This is in accordance with our Data Protection policy which adheres to the Data Protection Act 2018.

We have IT systems that we use to keep your information safe and secure. Where this information is on a database that is not hosted by the Hospice, we have service contracts with providers that give assurance of compliance with the relevant legislation and standards for data security. Externally hosted databases and platforms are subject to EU General Data Protection Regulations, adequacy decisions or standard contractual clauses, for non-EU countries.

Where your information is not kept electronically we have security measures, policies and an audit process in place to ensure your information remains secure, not retained or processed unless there is a documented justifiable reason and is only shared on a “needs to know” basis.

How long do we keep your information?

The length of time that we will retain your information will vary depending on the nature of the record. Our Data Protection policy specifies the length of retention period for specific information and this is determined either by statutory guidance or best practice. A copy of our Data Protection policy can be requested by sending an email to dpo@stmichaelshospice.com

What are your rights over your information that you have provided to us?

Under the Data Protection Act 2018, you have the right to:

• Access your personal data by making a Subject Access Request
• Request rectification, erasure or to restrict your data
• Right to object to the processing of your data
• Data portability-right to request transfer of data
• Not to be subject to automated decision-making where this can have a legal, or significant impact on you
• Make a complaint to the organisation that processes your information (St Michael’s Hospice) or the Information Commissioners Office.

All requests will be considered and complied with in line with ICO guidance.

We want to make sure that your personal information is accurate and up to date. Please let us know if your details change by contacting:

Lottery Draw Officer
St Michael’s Hospice
Upper Maze Hill
St Leonards on Sea
East Sussex
TN38 0LB
e-mail: Lottery@stmichaelshospice.com
Tel: 01424 445177 ext 214

If you need to make a complaint or require further information on how your data is processed, please contact:

Data Protection Officer
St Michael’s Hospice
Upper Maze Hill
St Leonards on Sea
East Sussex
TN38 0LB
e-mail: DPO@stmichaelshopsice.com
Tel: 01424 445177 ext 137

You may also contact the Information Commissioners Office (ICO) if you are concerned, or unhappy with how the Hospice is processing your data. You can do this by reporting a concern on the ICO website www.ico.org.uk/concerns/

Changes to this privacy notice

From time to time, we may need to update this privacy notice to ensure it meets any changes to regulations or reflects any changes to the way we manage your information. Please ensure you review the latest privacy notice that can be accessed on our website or on our HR Information system.

Get in touch with the Lottery team

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For more information about our Lottery, please contact 01424 456384 or email us.