At Great Oaks Hospice, we value your support and we are committed to protecting your privacy. The purpose of this statement is to share with you our policy concerning your privacy.

Our promise to you

At Great Oaks Hospice, we want you to be reassured that we will treat your donations and support in the best possible way to enable us to continue providing vital end of life care throughout The Forest of Dean. We are only able to keep providing our services to thousands of people across The Forest of Dean each year because of the kindness and generosity of people like you.

We want to ensure that you are comfortable with and understand how we use your data and promise to respect any personal data that you are happy to share with us or allow other organisations to give us. It is important for us to have this information so we are able to communicate with you in the way that you desire, to process your donations and to help us raise vital funds as reasonably and effectively as possible.

Our contact details

Great Oaks Hospice is a registered charity. If you have any questions about your personal data, please contact the Hospice Manager by emailing [email protected] or calling 01594 811910 or writing to: Great Oaks Hospice, The Gorse, Coleford GL16 8QE

How we collect your personal data and why

There are various ways that we might collect information:

1. You give us your data directly

When you make a donation to our shops using gift aid, or volunteer with us we will collect details that enable us to process or administer our relationship with you.

2. You give us your data indirectly

There are various ways that we may be passed your details to enable us to fulfil your request or if you have agreed for your information to be passed on. Many supporters use online fundraising pages such as Just giving and Virgin Money Giving to raise sponsorship. If you agree to them sending us your details, they will do so we can contact you to say thank you. If you set up a regular gift via standing order or direct debit, your bank will send necessary details through to us to process or administer your donations. If someone registers you for an event on your behalf, you may agree for them to give us your details.

Use of cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

We use a number of different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit for detailed guidance.

The list below describes the cookies we use on this site and what we use them for. Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.

First Party Cookies

These are cookies that are set by  this website directly.

Google Analytics: We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This Analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information. We therefore do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. You can find out more about Google’s position on privacy as regards its analytics service at

What data we collect and why

On various occasions when you are making a donation to us, offering to volunteer, registering for an event or support us in other ways, we will always ask you for some important details such as your full name and full contact details so we can process your request or communicate with you.

However, sometimes if it is appropriate, we may ask you some further questions so we can understand more about you and so we can communicate with you about any products or services that you ask for as to improve our service to you. These details aren’t always required to fulfil a transaction but do provide helpful information.

  • Your date of birth
  • Why you are making the donation and who you are making the donation in aid of, if required
  • Other things that you may wish to hear from us about

If you are registering for an event, we may ask you additional questions which are mandatory as part of the registration process. These questions may include dietary requirements and medical information which are required to ensure we can deliver an event which is fun, enjoyable and also safe to all supporters who are taking part.

Who we share your data with

It is our promise at Great Oaks Hospice to never share or sell your data to any third party for marketing purposes.

Storing and retaining your information

We will store your information on Practis and Gift Aid databases operated by Great Oaks Hospice. This information will only be available to those who are authorised to access it. We will always ensure that we retain your information in accordance with legal and regulatory requirements. If we feel that there is no need to retain your data, unless you have requested otherwise, your data will be archived.

Your rights regarding your data

You have the right to ask us to stop storing your personal data at any time. In some circumstances, we are required to maintain your data for legal reasons. If you wish for us to stop communicating with you we recommend that you withdraw your consent to contact. We will then archive your record and details and will no longer make contact with you.
However withdrawing your consent to receive marketing and information materials from us does not mean that we will never contact you. If we need to contact you about administrative matters in order to process a transaction or another business reason, we may be required to do so.

Future changes to our privacy policy

From time to time it might be necessary to make changes to our privacy policy. Any updates will be indicated on this policy and this will provide the most up to date and accurate information to our supporters. If we make any significant changes to how we use your data, we may contact you directly as well as making changes clear on this document.

Subject access requests

Data subjects can make a ‘subject access request’ (‘SAR’) to find out the information we hold about them. This request must be made in writing to the Hospice Manager who will coordinate a response.

We must respond within one month unless the request is complex or numerous in which case the period in which we must respond can be extended by a further two months.

There is no fee for making a SAR. However, if your request is manifestly unfounded or excessive we may charge a reasonable administrative fee or refuse to respond to your request.

Your data subject rights

You have the right to information about what personal data we process, how and on what basis as set out in this policy.

You have the right to access your own personal data by way of a subject access request (see above). You can correct any inaccuracies in your personal data. To do you should contact the Hospice Manager

You have the right to request that we erase your personal data where we were not entitled under the law to process it or it is no longer necessary to process it for the purpose it was collected. To do so you should contact the Hospice Manager

While you are requesting that your personal data is corrected or erased or are contesting the lawfulness of our processing, you can apply for its use to be restricted while the application is made. To do so you should contact the Hospice Manager

You have the right to object to data processing where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop.

You have the right to object if we process your personal data for the purposes of direct marketing.

You have the right to receive a copy of your personal data and to transfer your personal data to another data controller. We will not charge for this and will in most cases aim to do this within one month.

You have the right to be notified of a data security breach concerning your personal data.

In most situations we will not rely on your consent as a lawful ground to process your data. If we do however request your consent to the processing of your personal data for a specific purpose, you have the right not to consent or to withdraw your consent later. To withdraw your consent, you should contact the Hospice Manager

You have the right to complain to the Information Commissioner. You can do this be contacting the Information Commissioner’s Office directly. Full contact details including a help line number can be found on the Information Commissioner’s Office website ( This website has further information on your rights and our obligations.

Care Quality Commission

As an organisation we are regulated by CQC (Care Quality Commission) and therefore they are also entitled to access your information, please see the CQC Privacy Link below: