Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.  

Kentown Support is committed to protecting your personal information. This privacy policy explains how we collect and use data about you, whether your data will be shared with anyone else, and the ways you can control how your data will be used in the future. 

 

Kentown Support is registered with the Information Commissioner’s Office (ICO) in accordance with the General Data Protection Regulations (GDPR). Our registration reference is C1679942 .  Kentown Support is also a charity registered in England and Wales with the Charity Commission. Our registered charity number is 1212769. Our company registration number is 1623261 and our registered address is below. 

 

Kentown Support is the Data Controller (based on the definitions in the UK General Data Protection Regulations [UK GDPR] for the personal information we process, unless otherwise stated. 

 

In this statement we will tell you: 

• Why we are able to process your information 

• What purpose we are processing it for 

• How long we store it for 

• Who we share it with 

 

You can contact us about any of the data issues below at any time post and email: 

 

Data Protection Officer 
Kentown Support 

Metro House, 

14-17 Metropolitan Business Park 

Preston New Road 

Blackpool 

FY3 9LT 

enquiries@kentownsupport.org.uk 

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Why we collect you data 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

 

• You have been referred to one of our clinical services (this information will usually be provided initially by another health provider such as your GP). 

• You are a family member of a patient using our services. 

• You have made a complaint or enquiry to us. 

• You have made a donation to us, either money or goods and maybe gift aid. 

• You wish to attend, or have attended, an event. 

• You subscribe to one of our newsletters. 

• You have applied for a job or secondment with us  

• You are a representative of your company/organisation/association. 

• You are a supplier or contractor. 

 

You may fit into more than one category so please read any sections that apply to you. 

 

Your Rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

 

• Get copies of your information (SAR) - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access. 

• Get your data corrected - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification. 

• Get your data deleted - You have the right to ask us to delete your personal information. Read more about the right to erasure. 

• Object to how we are using your data - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing. 

• Object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability. 

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent. 

• Your right not to be subject to automated individual decision making - You have the right to prevent “automated processing” about you, which means decision being made about you without people being involved. This may include automated individual decision making where a decision is made without any human involvement and profiling.  Read more about rights relating to decisions being made about you without human involvement 

 

If you make a request, we must respond to you without undue delay and in any event within one month. 

 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

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Where we work with other organisations 

We may need to share your personal data with any of our employees, volunteers, trustees, suppliers or subcontractors where it is necessary for the purposes set out in this notice. 

 

Types of third parties who may have access to your personal data include: 

• Other health care providers in our programmes 

• Third Party IT System Suppliers who may host your data on their systems and may need some level of access to resolve technical concerns 

• Printers and digital advertising suppliers to print off and send out information to you 

• Event companies who may be supporting us to run events you may be involved in 

• Government bodies where appropriate e.g., HMRC for tax purposes, Companies House, Charities Commission 

• Police and local authorities to support crime prevention and safeguarding activities 

• Our insurers 

• Pension providers 

 

We may disclose your personal information only: 

• To the extent that we are required to do by law 

• In connection with any ongoing or prospective legal proceedings 

• In order to establish, exercise or defend our legal rights (including providing information to others for the purpose of fraud prevention and reducing credit risk) 

• To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such or authority would be reasonably likely to order disclosure of that personal information. 

 

We will never sell or share your personal information with other organisations for their direct marketing purposes. Except as provided in this policy, we will not provide your personal information to other third parties. 

 

This privacy notice does not cover how any partner organisations may process personal information; this includes any external links connected to our website. We encourage you to read the privacy notices on the other websites you visit. We do work with partner organisations to ensure that appropriate data sharing agreements or appropriate terms and conditions are in place to ensure that they are equally compliant in keeping your data as safe as we do. 

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Raising Concerns 

We strive for high standards when it comes to processing your personal information. If you have queries or concerns about our handling of your data or that of anyone working on our behalf, please contact us at enquiries@kentownsupport.org.uk 

 

If you remain dissatisfied with any immediate response to a particular situation, we will escalate this using our complaints’ policy. If you continue to have concerns you can report them to the Information Commissioner’s Office here. 

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Where your data is held 

Your personal data is held in the UK on secure servers operated by agencies contracted by us. 

 

Occasionally, in order to meet the purposes defined in this notice, we may need to transfer your personal information to countries or jurisdictions outside the UK. In such cases, we ensure that our suppliers provide adequate protection for the confidentiality and security of this information and the rights of individuals in connection to the transfer of personal data. 

Specific safeguards exist to govern this sharing, including ensuring that these countries have adequate data protection provisions in place as agreed by the Information Commissioner’s Office or other additional safeguards are in place, most commonly by implementing standard contractual clauses agreed by the ICO for international transfers within contracts. 

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Data Security 

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed and it is not accessed except by those authorised to do so in the performance of their duties. 

 

Personal data is collected and stored securely subject to stringent security measures and is protected against misuse. When we use external data processing services, we do so only under strict contractual terms to mirror the security policies that we have in place. 

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The information we collect, and where its from 

The information we collect will depend entirely on our relationship with you.   

 

Because eligibility for a Kentown Programme depends on a child’s health status, we collect information about both the child and the person seeking support from the programme (eg parent or sibling) 

 

We receive information directly from you or from people who refer you to our programmes, who must signpost you to this notice and get your permission (“consent”) before they do so. 

 

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If you are referred to a Kentown programme 

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What we need 

Because eligibility for a Kentown Programme depends on a child’s health status, we collect information about both the child and the person seeking support from the programme (e.g. parent/carer). 

 

The Data Protection legislation splits data into categories including personal and more sensitive special categories data, we will collect both kinds of data from you as set out below. 

 

Personal information 

The personal information we hold about you may include the following: 

• NHS Number, name, address, date of birth 

• Telephone number 

Sensitive Personal Information (special category data) 

The sensitive personal information we hold about you may include the following: 

• Details of your current or former physical or mental health. This may include information about any health care you have received or need 

• Details of services you have received from us 

• Information relevant to your continued care from other people who care for you or know you well, such as other health and social care professionals and relatives 

• Details of your race and/or ethnicity 

• Details about any disabilities 

• Details about your language preferences 

 

The confidentiality of your medical information is of paramount important to us, therefore we make every effort to prevent unauthorised access to and use of information relating to your current or former physical and mental health. 

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Why we need it and lawful basis for processing 

If you are referred to a Kentown Programme, the purpose of collecting your personal and sensitive health information is to assess eligibility to the programme and provide you with appropriate and safe healthcare. It is also an important tool to be able to coordinate the partners involved in your care. We may from time to time also ask you for additional information for the purposes of audit or research. 

 

When referred to our programmes, the person who refers you will seek your explicit consent to share this information with other healthcare professionals involved in your care. 

 

Under UK GDPR we have a legitimate interest to use your data to support your healthcare (Article 6(1)(e)) and to support effective health care delivery and management (Article 9(2)(h)). 

 

What we do with it 

We gather health information about you from a number of sources including: 

•  Directly from you 
•  From the person referring you to our service 
•  From other people involved in your care 

 

We keep your data in the UK on a secure site. 

 

We may from time to time offer you the opportunity to become involved with research projects linked to Kentown Support, in these cases your direct consent will be obtained and the care of your data will be outlined as part of the project as it may differ from project to project. 

 

In order to continue to improve our services and respond to the changing needs of service users we may from time to time contact you to contribute to surveys or focus groups. Participation is always voluntary and where possible anonymous. 

 

How long we keep it 

We will keep your referral record for 6 years after your discharge from a programme, or for 2 years if you were referred to a programme but found to be ineligible. 

 

Data collected from surveys are retained anonymously and destroyed after they have been summarised and any feedback analysed. 

 

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If you are a parent or primary carer of a child referred to a programme 

 

What we need 

The personal information we hold about you may include the following: 

• Name, address 

• NHS Number (for mothers where the referral is for an unborn child) 

• Telephone number 

 

Why we need it and lawful basis for processing 

We collect the details of the primary parent or carer so that their child can receive support from our programmes. 

 

We do this under the grounds of Legitimate Interest of the child to provide the best possible support to them. There is also the Legitimate Interest of the family members who require support as a carer in their own right or become bereaved who may choose to receive support from other partners in our programmes. 

 

What we do with it 

We record this information as part of the child’s referral record. If you are referred for carer or bereavement support, you will be referred in your own right and the details given in the section about data above will also apply (If you are referred to a Kentown programme) 

 

We will use the data to advise you of other services that may be of benefit to you following the death of your child. 

 

We will not pass your data on to our fundraising department. 

 

We may occasionally invite you to contribute to surveys or focus groups so that we can better understand the needs of families when their child is receiving support form a Kentown Programme. Participation will be voluntary and often anonymous. 

 

Occasionally, you may be approached to participate in research in the interests of improving services and Palliative Care more broadly. This will always be explained in full and your explicit consent gathered for any research project. 

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How long we keep it 

As your data forms part of the referral record, it will be kept for 6 years after your child’s discharge from a programme, or for 2 years if your child was referred to a programme but found to be ineligible. 

 

 

If you apply for a role with us 

 

What we need 

We collect information in these categories, which is not exhaustive. 

• Personal identifiers i.e. name, home address, personal telephone number/e-mail address 

• Details of your qualifications, professional membership, skills, experience and work history 

• Information about your current level of remuneration (only for paid roles) 

• Whether or not you have a disability for which we need to make reasonable adjustments during the recruitment process 

• Information about your right to work in the UK 

• Personal data which you otherwise voluntarily provide, e.g., ethnicity 

 

Most of the personal data we process is collected directly from you i.e. through CVs, application forms or collected through interviews or other forms of assessment (including online testing e.g. psychometrics). Occasionally we may be provided with data from recruitment agencies or work placement organisations who you have asked to act on your behalf. 

 

For all paid job applicants we will only seek information from third parties e.g. references, health screening and criminal record checks once a conditional job offer has been made. 

For volunteer applicants we will seek references once we have received your completed application form but we will not seek criminal record information (if relevant) until you have been offered a role. 

 

Some personal data is considered highly sensitive and is subject to additional safeguards. All special categories of data are confidential and will only be shared internally where there is a specific and legitimate purpose to do so. We aim to limit the sensitive personal data as follows: 

• Health Information: We process health information if we need to make reasonable adjustments to the recruitment process for applicants who have a disability e.g., whether adjustments need to be made during a test or interview. This is to carry out our obligations and exercise specific rights in relation to employment. 

• Equal Opportunities Monitoring: We are committed to providing equal opportunities for all applicants and we will process information relating to ethnic origin, race, nationality, sexual orientation, disability etc., alongside information relating to gender and age, for the purposes of equal opportunities monitoring. 

Applicants are entirely free to decide whether or not to provide such data and there are no consequence of failing to do so. 

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Why we need it and lawful basis for processing 

We use the information we have collected in order to: 

• Manage the recruitment process 

• Assess and confirm a candidate’s suitability for the role and decide who will be appointed 

• To make reasonable adjustments to the recruitment process for candidates who have a disability in line with our legal obligations 

• To respond to and defend against legal claims 

• Information such as ethnic origin, sexual orientation, religion or belief, is used for the purposes of equal opportunities monitoring with the explicit consent of applicants, which can be withdrawn at any time. 

Please note: This list is not exhaustive and we will update it periodically to reflect any major changes. 

 

We will not use your data for any purpose other than the recruitment exercise for which you have applied unless you have agreed to have your CV kept on record for future employment or volunteer opportunities. 

 

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

1. Legitimate Interest – we need the information to enable us to assess your suitability for the position you have applied for prior to entering into a contract or volunteer/employment/work placement relationship with you 

2. We have a legal obligation – for example we must check eligibility to work in the UK before employment starts 

3. We have your consent to retain your information for future employment or volunteer opportunities 

 

What we do with it 

Your information will be stored and shared internally for the purposes of the recruitment exercise. This includes the HR lead, interviewers involved in the recruitment process and managers in the business area with a vacancy. 

 

Electronic data is stored on our IT systems, including email, with access strictly limited to the HR Lead, interviewers involved in the recruitment process and managers in the business area with a vacancy. 

 

No automated decision making is involved in our recruitment process. 

 

How long we keep it 

We retain personal data only for as long as needed to fulfil the purpose for which it was collected or otherwise as required under applicable laws and regulations. 

 

If your application is unsuccessful we will keep your personal data on file for: 

• Twelve months if you are applying for a paid role 

• Six months if you are applying for a volunteer role 

• Three months if you are applying for a work placement 

The only exception to the above is where you have agreed for your information to be kept on file for future work or volunteer opportunities. 

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If you are a donor, supporter or customer 

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What we need 

What we need will vary depending on the type of fundraising interaction however the most common details collected will be name, contact details, donation details, bank details and for some events, health information. 

 

If you are a donor, supporter and/or customer the information we will collect will be that which we require to process your donation and/or gift aid donation, to keep you safe during an event or to speak to you about an application to your organisation for funding. 

 

We collect name and contact details, payment details where appropriate details for claiming gift aid. 

 

Beneficiaries, staff and volunteers can also be donors, supporters or customers.  This means your data may have been collected several times for different purposes. We do not share your data internally for marketing purposes unless you have given us permission to do so. 

 

In addition to the information you provide, Fundraising may use online platforms such as LinkedIn, or any other publicly available information. Any information we are given or gather from the public domain will help us tailor the information we send you to your needs to ensure it is as relevant to you as possible. 

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Why we need it and lawful basis for processing 

The purpose of capturing your personal information is for processing your donation, organising an event, processing your gift aid and other fundraising tasks. The basis on which we do this is of explicit consent from you. 

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What we do with it 

We use the information to send information to you about service updates and fundraising opportunities.  

 

Emails 

Under the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, we cannot send marketing information to you via email without your specific consent to use this channel, even if you’ve supplied your email address to us in the past. 

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If you subscribe to one of our newsletters 

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What we need 

We need your name and email address to subscribe to one of our newsletters. 

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Why we need it and lawful basis for processing 

We collect the information is so that we can provide you with a service and let you know about upcoming events or information that may be of interest to you.  We use your information to be able to send the newsletters as cost effectively as possible via email. 

 

The legal basis we rely on for processing your personal data is your consent under Article 6(1)(a) of the UK GDPR. 

 

What we do with it 

We only use your details to provide this service and do not pass your details on. We gather statistics about email opening and clicks using industry standard technologies including Mailchimp to help us monitor and improve our newsletter. 

 

We use external suppliers to deliver the e-newsletter, currently Mailchimp.  

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How long we keep it 

We will keep your details until you unsubscribe from the service. As you may opt to receive other services from us, we may need to retain your details to record the fact you no longer want to receive a particular newsletter. 

 

If you make an information request, a complaint or an enquiry

 

What we need 

We need contact details, details of your request and additional information needed to verify your identity. 

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Why we need it and lawful basis for processing 

Our purpose for collecting the information is so that we can respond to your complaint, enquiry or request appropriately. 

 

The legal basis we rely on is Legitimate Interest of both parties in resolving the issue or query raised and to comply with our legal obligation to respond to your requests under Data Protection Act law. 

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What we do with it 

We only use your details to provide a response to you, we then retain a minimal log of complaints and access requests to be able to monitor the service and how it can be improved.  

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How long we keep it 

We keep a log of complaints for eight years from the date of the complaint and data subjects rights requests are retained for three years from the date of requests. 

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If you attend an event, seminar, conference or workshop 

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What we need 

If you wish to attend one of our events, you will be asked to provide your contact information including your organisation’s name and, if offered a place, information about any dietary requirements or access provisions you may need. We may also ask for payment if there is a charge to attend. 

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Why we need it and lawful basis for processing 

Our purpose for collecting this information is so we can facilitate the event and provide you with an acceptable service. We also need this information so we can respond to you. 

 

The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UK GDPR. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. 

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What we do with it 

If you are not successful in securing a place, we will let you know and hold your details on a reserve list in case a place becomes available.  

 

If you are allocated places at an event, we may ask for information about any dietary/access requirements. We will not share this information in any identifiable way with the venue, and we delete it after the event. 

 

We don’t publish delegate lists for events. 

 

We may use data processors to help facilitate the events. If we collect registration information from a third party event microsite, this will be clear in any communications about the event. We would encourage you to check their privacy notices. We may sometimes charge a fee to attend an event. If this happens, our communications about the event will provide details of the data processor we use to collect payments. 

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How long we keep it 

Information is kept for 12 months after the event. 

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If you communicate with us as a business 

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What we need 

We hold the names and contact details of individuals acting in their capacity as representatives of their organisations, across the business. 

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Why we need it and lawful basis for processing 

Regarding our regulatory functions, the legal basis is Article 6(1)(e) of the UK GDPR.  

 

Relate to suppliers, contracts, IT services etc., the legal basis is Article 6(1)(b) in relation to managing your contract with us, Article 6(1)(c) of the UK GDPR for any legal obligation, or Article 6(1)(f) because the processing is within our legitimate interests as a business. 

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What we do with it 

Your information will be held on our internal secure systems. 

How long we keep it 

Information is held for 6 years since the last action. 

 

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If you connect with us on Social Media 

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What we need 

We ask supporters to request to follow our relevant social media channels. 

 

Our website contains links to our social media pages where we operate our business accounts. These social media pages are hosted and operated by third parties under their own differing privacy policies. Should you choose to access one of our social media pages, you will be leaving Kentown Support’s website, this Privacy Notice will no longer apply and you will be bound by the Terms and Conditions of the external Social Media site. Upon entering the Social Media site, it is your responsibility to abide by the relevant Terms and Conditions and we accept no responsibility for your misuse of any social media site. 

 

Why we need it and lawful basis for processing 

We operate a variety of Social Media pages to allow us to operate our business, provide information about our activities, increase engagement and advertise fundraising events. We also provide links to Social Media sites of partner organisations that we feel could be of legitimate interest to our supporters, patients and their families. 

 

What we do with it 

We gather statistics around social media traffic and click through rates to help us monitor and improve our online presence. We are able to view the profiles of our supporters online depending on how much information they have shared via their own personal privacy settings. We engage with our supporters via social media and answer their queries online. 
All our social media pages and their content are stored on external servers run by external providers. 

 

How long we keep it 

Our supporters follow our social media pages until either they choose to unfollow the page, they request that we remove them from the page, or we choose to deactivate or close that social page. 

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If you visit our website 

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What we need 

When you visit our website, we both the website provider Wix and a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.   

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Why we need it and lawful basis for processing 

The purpose of collecting the information is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users. The lawful basis we rely on to process your personal data is either Article 6(1)(a) of the UK GDPR, for example when we require your consent for the optional cookies we use, or Article 6(1)(f) which allows us to process personal data when it’s necessary for our legitimate interests. For example in order to maintain the integrity of our IT systems and the continuity of our business. 

 

What we do with it 

We keep statistics on website traffic on our internal systems.   

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How long we keep it 

The IP address and specific browser details are immediately forgotten.   Visitor details can be permanently deleted if requested. 

  

We keep other information about website traffic for 1 year. 

 

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Other Privacy Issues 

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Photographs and Video Imagery 

We often take photographs and videos for marketing and promotional purposes. Where necessary we will ask for explicit consent from participants and this can be withdrawn at any time simply by contacting us. 

 

You should note that we are highly likely to be taking photographs and videos at events arranged by ourselves and sometimes events organised by our supporters. Unless this is an event only for our beneficiaries, we consider these to be public events unless and as such do not obtain consent but will make every effort to make participants aware when photographs are being taken.  

 

At private events that are only for our beneficiaries organised by us or a third party, explicit consent will be obtained before photographs or videos are taken by a photographer authorised by Kentown Support.  This consent will also define the use and time frame of the image(s). 

 

We may use photographs and video imagery on the website, social media pages, newsletters or printed material such as leaflets or posters in order to promote our work or fundraising efforts. 

 

We try to take a common sense approach to the handling of imagery with relation to data protection and as such will review issues as and when they arise. If you have any concerns about any photographs or videos in use please contact the us at enquiries@kentownsupport.org.uk. 

 

Cookies 

These are small files that are widely used in order to make websites work more efficiently. Most web browsers allow some control of cookies through browser settings. You will be asked to consent or manage your cookies as you enter our website on the first time on each of your devices. To find out more about cookies, including how to see what cookies have been set and how to manage or delete them from your computer, visit www.allaboutcookies.org. 

 

To find out more about how Google uses any data it collects please visit google.com/privacy_ads.html. Any information collected via cookies is used solely for this purpose and no other purpose. 

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External links 

Our website contains some links to websites operated by third parties under different privacy policies. Should you choose one of those links, you will be leaving Kentown Support’s site and this Privacy Notices will no longer apply. 

 

Copyright 

Copyright ©Kentown Support, all rights reserved. Unless otherwise stated, the copyright of all the information, materials, images, logos, downloadable documents and video content on this website belongs to Kentown Support. Information may not be published in any other format without the express written permission of Kentown Support. 

 

Last Reviewed and Changes to this Privacy Notice 

This Privacy Notice was last reviewed in June 2026. 

 

If we change our Privacy Notice, we shall post changes on this page so that you are always aware of we use your personal information.