Privacy Policy



General Data Protection 

Regulation (GDPR) Policy 

& Privacy Notice 



GDPR Privacy Notice

UK privacy law has changed, and new regulations came into effect on the 25 May 2018. The General Data Protection Regulation, known as GDPR. 

At Bethesda Care Home & Hospice we comply with all legislation regarding the collection and use of personal data.  This Privacy Notice describes how we collect and use your personal information and how it protects the information and your rights.

We may update this Privacy Notice from time to time so please check back periodically. 

We will notify you of significant changes by placing a statement on display within the Care Home and Hospice or through a notice on social media. 

Definition for Personal Data:


Bethesda   Care Home & Hospice is using the following definition for Personal Data:   Personal data 

Information   relating to identifiable individuals, such as job applicants, current and   former employees, trustees, volunteers, contract and other staff, service   users, suppliers and marketing contacts. 

Personal   data we gather may include: individuals' contact details, educational   background, financial and pay details, details of certificates and diplomas,   education and skills, job title, and CV. 


Sensitive   personal data 

Personal   data about an individual's racial or ethnic origin, marital status, nationality,   political opinions, religious or similar beliefs, trade union membership (or   non-membership), physical or mental health or condition, criminal offences,   or related proceedings. 

Any use of sensitive personal data will only ever be carried out with the express permission of the individual

If you have any queries about this Privacy Notice or Data Protection, please contact our nominated Data Protection Officer. 

Email: and/or 

Telephone: 01851 706 222

Post: Bethesda Care Home & Hospice, Springfield Road, Stornoway, Isle of Lewis, HS1 2PS



Who are we? 

Bethesda Care Home and Hospice is a Scottish Charitable Incorporated Organisation (SCIO), registered christian charity number SCO15783. We provide a range of person-centred care and support services including nursing, dementia, social, residential and respite care. In addition, the hospice delivers specialist palliative care to people with life limiting illnesses.

When we would collect Personal Information

We collect personal information about you, when you:

  • access one of our services
  • are acknowledged as the next of kin of one of our service users
  • apply to work or volunteer with us
  • enquire about our activities and services
  • make  a donation
  • participate in an event
  • buy from our retail outlet(s) 
  • contract/supply  services to us
  • respond to surveys
  • make an enquiry or complaint

This information may be provided by you the service user, next of kin, family members, carers, other health care professionals with current or previous involvement in your care and other third parties such as Comhairle nan Eilean Siar (CnES), GP’s, Just Giving, Disclosure Scotland. This list is not exhaustive. 

Types of Personal Information we collect

The personal information we use includes information that identifies you like your name, date of birth, address, and postcode.

We also use more sensitive types of personal information, including: information about racial or ethnic origin, disabilities, religious or philosophical beliefs, genetic data, health, sexual orientation.

The information we use can relate to personal and family details, education, training and employment details, financial details, lifestyle and social circumstances, goods and services, visual images, details held in the patient record, responses to surveys.

We do not collect personal-sensitive data, such as race or disability, about our supporters of our service unless there is a legitimate reason for this (e.g. if you participate in an event for which we may need to provide support.) 

Information classed as ‘sensitive’ may also require to be shared for statistical and reporting purposes. This information will be anonymised, and no individual will be identifiable.


Service Users/Next of Kin

We may also receive further information from the NHS and CnES which is only shared with us under strict guidelines and where information sharing could improve the delivery of care or is necessary for direct care.

Health records are held on file as we have a legal duty to keep these confidential, accurate and secure. 

Employees and Volunteers

Employee and Volunteer records are held on file. We have a legal duty to keep these confidential, accurate and secure.


Name, date of birth, next of kin, postal address, email address, phone numbers, communication preferences, credit or debit card details, and whether you are a tax payer so that we can claim Gift Aid.  We also hold records of your donations and fundraising efforts alongside the communications that we have had with you.

We will not store credit or debit card details after they have been processed.


Legal basis for processing personal information

Our Data Protection Officer, as data controller, is required to have a legal basis when using personal information.

In some situations, we may rely on a different legal basis; for example, using your personal information to support our fundraising activities by sending communications in both print and digital format in line with current data protection legislation. 

Another example would be for compliance with a legal obligation to which Bethesda Care Home & Hospice is subject to, for example under the Public Health (Scotland) Act 2008 we are required to notify Health Protection Scotland when someone contracts a specific disease.

When we are using more sensitive types of personal information, including health information, our legal basis is that the use is necessary:

  • for      the provision of health and social care, treatment, the management of      health, and services i.e. statistical information to local and national      government or
  • for reasons of substantial public interest for aims that are proportionate and respect people’s rights, for example research; or 
  • to protect the vital interests of an individual; or
  • for the establishment, exercise or defence of legal claims or in the case of a      court order.


On rare occasions we may rely on your explicit consent as our legal basis for using your personal information.  When we do this, we will explain what it means, and the rights that are available to you.  You should be aware that we will continue to ask for your consent for other things e.g. blood transfusion or a medical procedure

We will never sell or share your data with any other third party unless required by law. 

For further information on the legal basis under which we are processing information (typically ‘consent’, ‘contractual obligations’ and/or ‘legitimate interest’) please follow this link:

Your Updates and Preferences

It is important that we keep your personal information and contact preferences up to date. You can contact us on 01851 706 222 or or  at any time if your circumstances change.

Sharing with Third Parties

Depending on the situation, where necessary we will share appropriate, relevant and proportionate personal information in compliance with the law, with the following:

  • Our patients and their chosen representatives or carers
  • Staff and some volunteers
  • Current,  past and potential employers
  • Healthcare social and welfare organisations
  • Voluntary and charitable organisations
  • Suppliers,  service providers, legal representatives
  • Auditors and audit bodies
  • Educators  and examining bodies
  • Research organisations
  • People making an enquiry or complaint
  • Financial organisations
  • Professional bodies
  • Trade Unions
  • Business  associates
  • Police forces.
  • Security organisations.
  • Central and local government


Online Links and Third Parties

This notice only applies to Bethesda Care Home & Hospice and its subsidiary companies, so when you link through to our partner companies (e.g. to donate, register for an event or pay in the online shop) please read their own privacy notices.

Data Security

We take care to ensure your personal information is only accessible to authorised people.  Our staff have a legal and contractual duty to keep personal health information secure and confidential. The following security measures are in place to protect personal information:

  • Organisational policy and      procedures on the safe handling of personal information
  • Access controls of      electronic systems

While we strive to protect your personal information, Bethesda Care Home & Hospice cannot ensure or guarantee the security of any information you transmit to us, and you do so at your own risk.

Health Record Requests

The Caldicott Guardian, the General Manager, is responsible for overseeing the request process and approving the release of information relating to patients/clients and former patients/clients of the Hospice.

If the service user does not hold capacity, within the meaning of the Adults with Incapacity (Scotland) Act 2000 (asp 4) in relation to making or authorising the application, any person entitled to act on behalf of the service user may make a request.

Where the service user has died, the service user’s personal representative and any person who may have a claim arising out of the service user’s death may make a request. 



Your Rights


You have the following rights with regard to the data we store about you:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights  in relation to automated decision making and profiling (we do not use      automated decision making or profiling).

If you wish to exercise any of these rights please contact our Data Protection Officer on 01851 706 222 or or  for more information. If after speaking to us you are unhappy with our use of your personal data, you have the right to complain to the Information Commissioner’s Office.

The Information Commissioner's Office - Scotland
45 Melville Street

Telephone: 0303 123 1115