Privacy Policy

Privacy and Cookies Notice

Who We Are

Ashgate Hospicecare is an independent registered charity that provides care to patients across North Derbyshire at the hospice and in the community. The hospice has a 21-bed Inpatient Unit, 16-place day hospice and provides a range of therapy and support services on site. The hospice also provides a wide range of community-based care and support services to enable people to stay in their own homes for as long as possible.

All services are provided free of charge to patients and their families which is mainly funded through donations, gifts in Wills and income raised through our sixteen shops and three coffee shops. Patients with any life limiting illness can access Ashgate Hospicecare’s specialist services through a referral, normally through their GP.

How We Use Your Information

We care about your personal data and it’s important that you know how we use it and how we keep it safe. This Privacy Notice covers how, when and why we use your information. This Privacy Notice also explains the choices you can make about the way in which we use your information and how you have the right to change your mind at any time.

This Privacy Notice is not exhaustive and we are always happy to provide any additional information or explanations where needed. Please contact our Data Protection Officer either by email, telephone or in writing using these contact details:

Data Protection Officer, Ashgate Hospicecare, Ashgate Road, Old Brampton, Chesterfield, Derbyshire, S42 7JD. Telephone: 01246 568801 Email:

This Privacy Notice applies to all information held by Ashgate Hospicecare relating to individuals, whether you are a patient, service user, member of staff, volunteer, supporter or contractor.

For further information on what information we may hold about you and the legal reasons for processing your information please refer to our ‘Keeping In Touch’ leaflet and ‘How We Use Your Health Records’ leaflet.

Reviews of and Changes to our Privacy Notice

We will review our Privacy Notice on an annual basis. This Privacy Notice was last reviewed in August 2017.

Information We Collect and Hold About You

We need to use information about you in various forms and we will only use the minimum amount of information necessary for the purpose. Sometimes we will use information that does not identify you i.e. statistics / anonymised reports.


The Hospice processes several different types of information:

  1. Identifiable – containing details that identify an individual. This may include but is not limited to such information as name, address, NHS number, full postcode, date of birth.
  2. Pseudonymised – information where individuals can be identified by using a coded reference which does not show their ‘real world’ identity.
  3. Anonymised – information about individuals with identifying details removed.
  4. Aggregated – statistical information about a group of individuals that has been combined to show general trends or used for benchmarking purposes.

Our records may be held on paper or in electronic computer systems.

Legal Obligations to Collect and Use Information

In the circumstances where we are required to use personal identifiable we will only do this if:

  • The information is necessary for your direct healthcare
  • We have received written consent from you to use your information for a specific purpose e.g. employment, volunteering, fundraising, Lottery etc.
  • There is an overriding public interest in using the information e.g. in order to safeguard an individual or to prevent a serious crime
  • There is a legal requirement that will allow us to use or provide information e.g. a formal Court order or subpoena.
  • We have permission to do so from the Secretary of State for Health to use certain confidential patient identifiable information when it is necessary for our work
  • Emergency Planning reasons such as protecting the health and safety of others. Typically these relate to severe weather, outbreaks of diseases e.g. seasonal flu, and major transport incidents.

Primary and Secondary Care Data

The NHS provides a wide range of services which involve the collection and use of information. Even though we are a registered charity we are also an NHS Business Partner as we provide a healthcare service for the people of North Derbyshire. Different care settings are considered as either ‘primary care’ or ‘secondary care’. Primary care settings include GP Practices, pharmacists, dentists and some specialised services including military health services. Secondary care settings include local hospitals, rehabilitative care, urgent and emergency care and community and mental health services. Ashgate Hospicecare is a secondary care setting.

Within this Privacy Notice you may see reference to an organisation called NHS Digital who is the national provider of information, data and IT systems for commissioners, analysts and clinicians in health and social care. NHS Digital provides information based on identifiable information passed securely to them by Primary and Secondary Care Providers who are legally obliged to provide this information. The way in which NHS Digital collect and use your information can be found here:

Our Commitment to Data Privacy and Confidentiality Issues

We are committed to protecting your privacy and will only process personal confidential data in accordance with the Data Protection Act 1998, the General Data Protection Regulation (2018), the Common Law Duty of Confidentiality and the Human Rights Act 1998.  The various laws and rules about using and sharing confidential information, with which Ashgate Hospicecare will comply, are available in “A guide to confidentiality in health and social care” which is published on the NHS Digital website. The Hospice also has a local policy on Confidentiality which can be made available on request.

Ashgate Hospicecare is a Data Controller and under the terms of the Data Protection Act 1998 and the General Data Protection Regulation (2018) we are legally responsible for ensuring that all personal confidential data that we collect and use i.e. hold, obtain, record, use or share about you is done in compliance with this legislation.

All data controllers must notify the Information Commissioner’s Office (ICO) of all personal information processing activities. Our ICO Data Protection Register number is Z6214584 and our entry can be found in the Data Protection Register on the Information Commissioner’s Office website.

Everyone working for Ashgate Hospicecare has a legal duty to keep information about you confidential. The NHS Care Record Guarantee and NHS Constitution provide a commitment that all NHS organisations and those providing care on behalf of the NHS will use records about you in ways that respect your rights and promote your health and wellbeing.

All identifiable information that we hold about you will be held securely and confidentially. We use administrative and technical controls to do this. We use strict controls to ensure that only authorised staff are able to see information that identifies you. Only a limited number of authorised staff have access to information that identifies you where it is appropriate to their role and is strictly on a need-to-know basis. All health and social care organisations are required to provide annual evidence of compliance with applicable laws, regulation and standards through the Information Governance Toolkit, which show our current level of compliance as ‘satisfactory’ providing assurance to you of how we protect your information.

All of our staff, volunteers and Senior Management Team receive appropriate and on-going training to ensure they are aware of their personal responsibilities and have contractual obligations to uphold confidentiality, enforceable through disciplinary procedures. All staff are trained to ensure they understand how to recognise and report an incident ensuring that the organisation’s procedure for investigating, managing and learning lessons from incidents.

We will only retain information in accordance with the schedules set out in the Records Management Code of Practice for Health and Social Care 2016. The Hospice’s Records Management Policy include guidance around the secure destruction of information in line with the Code of Practice.

Your information will not be sent outside of the European Economic Area (EEA) where the laws do not protect your privacy to the same extent as the law in the UK. We will never sell any information about you.

Confidentiality Advice and Support

The Hospice has a Caldicott Guardian who is a senior person responsible for protecting the confidentiality of service user and service user information and enabling appropriate and lawful information-sharing. Further information about the role of the Caldicott Guardian is available on request.


Your Rights

You have certain legal rights, including a right to have your information processed fairly and lawfully and a right to access any identifiable information we hold about you.

You have the right to privacy and to expect Ashgate Hospicecare to keep your information confidential and secure.

You also have a right to request that your confidential information is not used beyond your own care and treatment and to have your objections considered.

If we do hold identifiable information about you and you have any queries about the information we hold please contact the Data Protection Officer using the details below:

Ashgate Hospicecare, Ashgate Road, Old Brampton, Chesterfield, Derbyshire, S42 7JD. Telephone: 01246 568801 Email:

You have the right to refuse/withdraw consent to information sharing at any time by using the contact details above. If there are any consequences to withdrawing consent these will be fully explained and discussed with you first.


Ashgate Hospicecare aim to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring concerns to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. Contact details for complaints regarding the processing of information should be directed to the Data Protection Officer, Ashgate Hospicecare, Ashgate Road, Old Brampton, Chesterfield, Derbyshire, S42 7JD.  Telephone: 01246 568801 Email: You can also raise a concern directly with the ICO here; although our aim is to resolve your complaint swiftly ourselves in the first instance. For more information on how to make a suggestion or complaint, please see our guidance leaflet ‘A Guide to Suggestions and Complaints’.

Details of Information Collected and Used for Specific Purposes

Detailed information on our purposes for processing information; the type of information used; the legal basis identified for the collection and use of information; how we collect and use the information required; data processing activities – listing any third parties we may use for each purpose and information on how to opt out of your information being used for each purpose are contained in our ‘Keeping In Touch’ and ‘How We Use Your Health Records’ leaflets.


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