Privacy Policy

Who We Are

The Five Towns Plus Hospice Fund Limited (Registered Charity No: 514999 / Registered Company: 1797810) hereafter referred to as The Prince of Wales Hospice is committed to protecting your personal data. The Prince of Wales Hospice is registered with the Information Commissioner in the UK and any data collected will be used and held in accordance with the requirements of the Data Protection Act 2018.

The Prince of Wales Hospice is registered with the Information Commissioners Office (ICO). Details of our registration can be found at

Enter our registration number (Z5023869) and click ‘search register’.

Our Commitment to You 

The Prince of Wales Hospice is committed to protecting and respecting your privacy. We recognise the trust placed in us by individuals whose information we use. 

This privacy policy (together with any other documents referred to in it) sets out the basis on how any personal data we collect from you, or that you provide to us, or that we obtain about you will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We are committed to ensuring that we do so in a manner that is both lawful and respects your privacy.

The information we collect and the reason for collecting it are different for different groups of individuals.

This privacy policy applies to:

•    the users of our website, for example if you subscribe to receive our newsletter or enquire about any of the products and services offered by The Prince of Wales Hospice.
•    Supporters, for example if you make a donation, or sign up to participate in a fundraising event.
•    General visitors to the Hospice, including the general public, suppliers, other stakeholders and job applicants.

For further information on personal data used for other groups of individuals, please see our range of privacy policies below:

•    Patient Privacy Policy – for patients, their carers’, and families using The Prince of Wales Hospice direct services.
•    Staff, Volunteers and Recruitment Privacy Policy – for individuals supporting the hospice by volunteering, prospective employees applying for a position at The Prince of Wales Hospice and our employees.

If you have any queries about this policy or your personal data, please contact:
Data Protection Officer
The Prince of Wales Hospice 
Halfpenny Lane
Pontefract West Yorkshire WF8 4BG
Tel: 01977 708868

Fundraising Team
The Prince of Wales Hospice 
Halfpenny Lane 
Pontefract West Yorkshire WF8 4BG 
Tel: 01977 708868 

Your Data Protection Rights

We take the protection of your personal data very seriously and respect your privacy in accordance with data protection legislation and best practice. You have rights relating to your personal information. You can find more information about your privacy rights on the Information Commissioner’s Office website 
To make a request please contact our Data Protection Officer or Fundraising Team through the above channels.

1.    You have the right to be informed 
You have the right to be informed about how and why we process your personal information. Any time you give us personal information you have the right to be informed about why we need it and how we'll use it.
You can find most of the information you need in this Privacy Notice.

2.    You have a right of access to your own information
You have a right of access to any of your personal data that we hold about you. You can contact us at any time to gain information about what data we hold about you and why we hold it. 

If you make a formal request, we will respond to acknowledge we have received it. Firstly, we will require you to prove your identity. We may also ask you about any specific information you are seeking, this will help us make sure we meet your request fully and speed up the process.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

We will provide you the information that you are entitled to as soon as possible, without unreasonable delay and at the latest within one month of your identity being verified by us.
In exceptional cases we may extend the period of compliance by a further two months if the request(s) are complex or numerous. If this is the case, we will inform you within one month of the receipt of the request and explain why the extension is necessary.

There is no charge made for this right of this access by The Prince of Wales Hospice. To make a request for any personal information we may hold, we would ask that you contact our Data Protection Officer through the above channels.

3.    You have the right to ask us to correct inaccurate personal information
If you believe information we hold about you to be inaccurate or incomplete, you can ask us to correct it or complete it at any time, for example the spelling of your name or your contact information.

4.    You have the right to object and restrict the processing of your personal information
You also have the right to ask for our processing of your personal data to be restricted. For example, if you are contesting the accuracy of data we are using about you. In such cases we will restrict our processing while we verify the accuracy of the data that we hold.

You also have the right to object to the processing of your personal information in certain circumstances. You may object to the processing of your information for direct marketing purposes.

Please provide as much information as possible about the nature of your contact with us to help us locate your records. Any changes you have requested may take 28 days before they take effect.

5.    You can ask for certain information about you to be deleted
You may request that we delete the information we hold about you. If there is no overriding legal reason why we cannot do that (for example, if you are a lottery player, the Gambling Commission or for Gift Aid purposes HMRC, requires us to keep records for a certain length of time) we will delete your record. We may suggest keeping basic details for a suppression list, to prevent us contacting you again, rather than complete deletion.

6.    You have the right to data portability
You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

What information we collect from you

The personal data we collect, store and use might include the following:

•    Name;
•    Address; 
•    Contact details, including email address, telephone number and social media profile URL; 
•    Communication preferences;
•    Date of Birth;
•    Financial information such as bank account details (for setting up regular direct debit or payment information);
•    Information about your donations and registrations to participate in events.
•    When taking part in a fundraising event, you may be asked if any reasonable adjustments are required, health information and emergency/next of kin contact details for the purpose of health and safety reasons.
•    Your family relationships to avoid duplicating communications;
•    Information as to whether you are a tax payer so that we can claim Gift Aid;
•    Information about your visits and use of our website, including IP addresses;
•    Visitor information, including name, reason for visit and car registration where necessary, and;
•    CCTV images captured in or around our premises

Why we collect the information and how we use it 

We may use your personal data for:

•    processing your donations and orders made online or through our shops;
•    fundraising;
•    processing financial transactions, maintaining our accounts and prevention of fraud;
•    administering Gift Aid claims;
•    administering membership records;
•    dealing with your enquiries requests and complaints;
•    providing you with information about our activities events and services;
•    providing and personalising our services; 
•    conducting market research;
•    managing supplier or contractor contracts;
•    notify you of changes to our services;
•    analysing visitors to our website and social media pages through the use of cookies;
•    ensure staff and volunteers have the information they need to carry out our work;
•    complying with our legal obligations policies and procedures;
•    training and/or quality control, and
•    the purposes of crime prevention, security and public safety.

How do we collect information?

We obtain personal data from you directly when you enquire about our activities, register, send or receive an email, make a donation to us, ask a question about our services or otherwise provide us with your personal data. 

Sometimes we may obtain your personal data from third party data suppliers but only if they provide the appropriate evidence that you have agreed for your personal data to be shared with other organisations, for example third party fundraising platform such as JustGiving.

We also gather general information about the use of our website such as pages visited and areas that are of most interest to users. We use this information to improve our website and make it a better experience for everyone. For further information please see the ‘Cookies’ section below.

Occasionally we obtain publicly available information such as contact information or we research information to help us perform due diligence checks to ensure we are not being abused by fraudsters or criminals posing as genuine donors or to ensure that there are no conflicts of interest from potential supporters or organisations prior to our engagement. For further information around this, please see the ‘Fundraising and Marketing’ section below.

Our lawful basis for using your data

Data Protection legislation* states we must have a lawful basis for processing your information, the legal basis will vary depending on the circumstances of how and why we have your information. 

The primary lawful basis we rely on to process your personal data is Article 6(1) (f) of the UK GDPR, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests to operate as a Hospice, to provide palliative advice and care to the Community. 

In each case where we use your data based on our legitimate interests, we carefully balance your rights and expectations to ensure that processing is fair to you.

In some cases, we may use other lawful bases, for example:

•    Article 6(1)(a) there is clear consent to process your personal data for a specific purpose;
•    Article 6(1)(b) which relates to processing necessary for the performance of a contract; or
•    Article 6(1)(c) where there is a statutory or other legal requirement to process and share the information and we have a lawful duty to retain or use your data i.e. gift aid audits.

Special Category Data includes information about:

a)    Personal data revealing racial or ethnic origin;
b)    Personal data revealing political opinions;
c)    Personal data revealing religious or philosophical beliefs;
d)    Personal data revealing trade union membership;
e)    Genetic data;
f)    Biometric data (where used for identification purposes);
g)    Data concerning health;
h)    Data concerning a person’s sex life.

Where we are required to collect special category data about you, for example, when taking part in a fundraising event, you may also be asked for health information and emergency/next of kin contact information for health and safety reasons, we will use the following lawful bases of the UK GDPR which permits us to process special category data:

•    Article 9(2)(a) – where you give us explicit consent to process your data, or
•    Article 9(2)(h) – processing is necessary for the purposes of preventive or occupational medicine, medical diagnosis, the provision of health or social care or treatment.

Fundraising and Marketing

1.    Communicating with you
Being able to communicate with you is important, as your support will help transform the lives of patients with life limiting conditions. We believe in being open, honest and transparent with our supporters and want you to feel comfortable about your decision to give us your personal data and how we use it.

We will use the details you provide to us to communicate with you about how your support is helping us to provide services to people in our community with a life limiting illness. We will also tell you about other ways you can help, whether that’s through volunteering, participating in events, or fundraising. From time to time we might also send you appeals asking for a donation so we can continue to raise the funds needed for our care.

Please be assured that we will take appropriate measures to keep your personal data safe and secure. We will never pass your personal data on to other organisations for them to use for their own marketing purposes.

The legal bases for the majority of our processing of your personal data for marketing purposes is that the activities are within our legitimate interests as a charity that provides hospice care. This includes our legitimate interest to generate support, donations and income by direct marketing which are a routine part of the activities we undertake to fund our purposes as a Hospice. 

We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We will not use your personal data for these activities where our interests are overridden by the impact on you, and you have the right to ask us not to process your personal data for marketing purposes.
We use various ways to achieve our organisation ambition and to support our objectives as a local Hospice.

We believe that supporters, families and volunteers whose information we hold on our database, are fully aware of the nature of their relationship with us and the mutually beneficial reasons for staying in contact. We believe that our supporters would reasonably expect to hear from us, the privacy impact in how we contact them is minimal and includes details of how they can opt-out within the communication.

We will process the personal information you have supplied to us to conduct and manage our business to enable us to give you the most appropriate marketing, fundraising, information, service and products and provide the best and most secure experience to you. These are what we consider to be our 'Legitimate Interests'.

2.    Personalisation and profiling
We may carry out targeted fundraising activity to ensure that we are contacting you with the most appropriate communication, which is relevant and timely and will ultimately provide an improved experience for you.
In order to do this, we may also use profiling techniques to provide us with general information about you, which you have volunteered, around your lifestyle and purchasing habits. For example, we may let you know about different ways you can support us partly based on ways you have chosen to support us in the past. This means our communications should be relevant and of interest to you and in turn it will help us reduce our costs by only communicating with supporters that want to hear from us.

3.    It's your decision
It is always your decision as to whether you want to receive information about our work, how we raise funds, our events or the ways you can get involved. We promise to make clear from the outset, or at the earliest feasible opportunity, how we will communicate with you. 
If you do not want us to use your personal information to communicate with you, please call the Fundraising Team on 01977 708868, email us via or by visiting

You may also opt-out of our digital marketing communications by clicking the ‘unsubscribe’ link in at the end of our marketing emails or sending us an "opt-out" text message following the instructions we provide you in our initial text.

We will always respond to your wishes in a sensitive, timely, courteous and professional way.

Thank you for your ongoing support, your donations and contributions improve the quality of our care and experience for all our patients

4.    Under 16’s
We are committed to protecting the privacy of the young people that engage with us.
If you are aged 16 or under and would like to participate in an event, make a donation or get involved with us, we must ensure that we have your parent/guardian’s permission before receiving your personal information.

Where a supporter is known to be under the age of 13, we will be glad to send an acknowledgement for their support, but will not send marketing communications about other Hospice initiatives.

When we collect information about a child or young person we will make it clear why we are collecting this information and how it will be used.

5.    Vulnerable Person Policy
Fundraising activities, public support and public trust are all essential to The Prince of Wales Hospice’s ability to provide excellent care to adults with a life limiting illness, and to those who matter to them.

We believe that giving to your favourite causes should be a positive experience for all, whether an existing donor or potential new supporter. Everyone should have the opportunity to donate if they are able to, but we recognise that some people will not always have the capacity, to fully understand the nature of the donation they are being asked to give, or the consequences of making that donation.

The Prince of Wales Hospice also understands that people in vulnerable circumstances may need further support before deciding whether to donate and we recognise our obligation to protect them.

Whenever a fundraiser suspects that a person may be vulnerable; we will take steps to end the engagement whilst protecting their dignity. We will provide alternative options for the individual to engage with us later, respecting the right that everybody has, to donate if they wish to and are able to do so.

Data we share with others

We will never pass your personal data on to other organisations for them to use for their own marketing purposes.
However, we may disclose your personal data in the following circumstances:

•    Where we are under duty to disclose your personal data in order to comply with law or the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation. We do not require your consent to process your data in this way.
•    Donors making Gift Aid declarations will have their details passed to HMRC in order for us to claim these funds.
•    For those who choose to make regular donations we will share your payment data (bank account; sort code; direct debit mandates etc.) with our bank to process your payments.
•    Personal details may be shared with the Clinical Quality Commission (CQC) as part of their inspection, they will use their legal powers as their legal basis to access this data.

We use trusted partners to help us process your personal data and provide services to you. For example, we currently use a number of third party payment platforms where you may choose to pay using either a debit/credit card or a PayPal account. In order to process credit card, direct debit or other financial transactions online, we may ask for your bank or card details. In order to input this information you will be directed to a secure page for financial transactions. The Prince of Wales Hospice does not store or record any of your bank or card details during this process.
All our data processors have a binding contract with us that restricts their access to and handling of your personal data to only what is necessary in performance of their contract.

How we store your data and how we keep it secure

1.    Security
All personal data is stored on our systems on secure servers. We operate a suite of IT and security policies to ensure your data is kept secure, including appropriate access and auditing controls.

We use anti-virus software and fire walls to protect against cyber-attacks. Regrettably, the transmission of data via the internet is not entirely secure.

Although we will do our best to protect your personal data, we cannot guarantee the security of data you send to us that is outside of our security arrangements; any transmission is at your own risk.

We also operate strict physical security at all our sites and employees all receive security and data protection awareness training. 

When we use third party organisations to process information on our behalf we ask them to demonstrate compliance with our security requirements, adherence to any instructions we give them and compliance with relevant data protection legislation for the duration of their relationship with The Prince of Wales Hospice. We have contractual agreements with these organisations which clearly define their obligations about what information they hold and how they use it.

We also require specialist suppliers who process secure payments to comply with the Payment Card Industry Data Security Standard (PCI DSS) standards.

2.    Other Websites
Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy which may differ from ours.

3.    Storing or transferring your data outside the European Economic Area “EEA”)
The Prince of Wales Hospice is based in the UK and we endeavor to store all our data in the UK or within the European Economic Area (EEA). We do not transfer or store your personal data to any third countries.

Some organisations which provide services to us may transfer personal data outside the EEA for processing purposes, but we will only allow them to do so if your data is adequately protected and in line with legal requirements. This includes, for example, ensuring that appropriate safeguards in relation to international transfers of data are included in contracts.

How long we keep your personal data

We keep your personal data for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Closed Circuit Television (CCTV)

We install and use CCTV around our Hospice buildings and our shops. We may record CCTV images of people entering, approaching, passing or otherwise within the vicinity of our premises and shops.

Our lawful basis in using CCTV in such ways is our legitimate interests to:

•    provide reassurance and protection for our staff, patients, visitors and volunteers
•    provide a deterrent effect to reduce any anti-social or unlawful activities against or around our premises and shops
•    prevent, detect, investigate and prosecute offences such as fraud or theft
•    support the police in their enquiries by the use of CCTV for evidential and investigative purposes
5.13.    monitor our own staff performance and operational, safeguarding or Health & Safety compliance
•    help to improve our own care and the emergency services care, by enabling staff to see patients and visitors arriving at our premises and shops who may require assistance.

There are clear signs inside and outside the relevant buildings to advise you that CCTV is in operation. Not all our CCTV images are continually monitored live time.

In certain circumstances such as police investigations, court orders, requests from law enforcement organisations, we may need to disclose CCTV data. You will not be informed when this takes place. 

We retain CCTV recordings for 30 days. We may retain the recording beyond 30 days if they are required for any legitimate internal or external investigations or as a result of a request for the images. Only a limited number of staff can access CCTV recordings and they are kept secure on our own network and servers.

You have a right to make a Subject Access Request for any CCTV images of yourself that we still hold. Requests should be directed to the address below including sufficient information to identify you and assist us in finding your images on our systems

Use of Cookies on the Hospice Website

The following explains the use of cookies on our website. Please note your use of this site implies consent for the setting of cookies.

1.    What are cookies?
Our website, like many others, stores and retrieves information on your browser using 'cookies'. This information is used to make the site work as you expect it to. It is not personally identifiable to you, but it can be used to give you a more personalised web experience.

2.    What cookies do we use?
The main cookies we use are functional and allow the site to work - examples include temporarily storing data for your shopping basket or for when booking on an event.
The other cookies we use are 'Google Analytics' cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they’re using it. This helps us to improve the way our website works, for example by making sure users are finding what they need easily. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

The Google Analytics security and privacy principles summarise the steps taken to help keep your data protected.

Important: Google Analytics does not collect any personal information about our website users

3.    What happens if you don't want to provide us with such information?
You can clear the cookies on your browser by following instructions found here.
You can also block cookies from our site, or any other site you visit, using your browser settings.
Unfortunately, if you chose to take this approach you will no longer be able to view our website as a number of the cookies listed above are critical to the site’s usage.

Changes to our Privacy Policy

We keep our privacy policy under regular review and may update it from time to time. When we do we will revise the updated date at the bottom of this page. We would encourage that you frequently check this page for any changes, to stay informed about how we are helping to protect your personal data that we collect. If there are any significant changes in the way that we treat your personal data we will contact you and we will place a prominent notice on our website.


In the first instance please talk to us so that we can try and resolve the problem.
If you wish to complain about the way we collect, store or use your personal data, please contact our Data Protection Officer.

The Prince of Wales Hospice 
Halfpenny Lane
Pontefract West Yorkshire WF8 4BG
Tel: 01977 708868

If we are unable to resolve your complaint you may contact the Fundraising Regulator using their online complaints form or by calling the Regulator on 0300 999 3407.

If you wish to lodge a complaint or seek advice from a supervisory authority please contact:

The Office of the Information Commissioner 
Wycliffe House
Water Lane 
Tel: 0303 123 1113

* Data protection legislation means the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Regulation of Investigatory Powers Act 2000, the Telecommunications (Lawful Business Practice)(Interception of Communications) Regulations 2000(SI 2000/2699), the Electronic Communications Data Protection Directive 2002/58/EC, the Privacy and Electronic Communications (EC Directive) Regulations 2003, the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011, and all other applicable laws and regulations relating to processing of personal data and privacy in any applicable jurisdiction as amended and replaced, including where applicable the guidance and codes or practice issued by the UK Information Commissioner or such other relevant data protection authority.

This document was last updated on January 2024.

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