DATE - 14/12/2021

Volunteer coordination app training

Last week, HOSPISS LV volunteers took part in a training session on the volunteer coordination app.

The app is designed to help you plan, coordinate and analyse your work more efficiently.

Volunteers and coordinators have already started using the Android version of the app on a daily basis. The iOS version of the app is planned to be developed by spring by ict tech Ltd.

When opening the application, each user sees the tasks set by the HOSPISS LV administrator, the details of the task and the deadline. All the actions performed by the volunteer (starting the task, stopping the task and the reason) are recorded in the app.

The app is funded by Iceland, Liechtenstein and Norway through the EEA and Norway Grants Active Citizens Fund.

PRIVACY POLICY

This privacy policy, hereinafter referred to as the Policy, describes how and what personal data is processed by the HOSPISS LV Foundation (hereinafter referred to as the Foundation) on the website hospiss.lv.

This Policy applies to:

both in cases where the Foundation is deemed to be the Controller pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (hereinafter "the Regulation");
both in cases where the Foundation is considered a Processor under the Regulation;
both in cases where the Foundation is considered a Third Party under the Regulation.
if a natural person contributes (monetary donation, food donation, donation of appliances, equipment or objects, volunteer work) or is otherwise associated with the work of the Foundation;
If a natural person receives any form of support from the Foundation;
if the Foundation processes the personal data of natural persons on the basis of the legal grounds set out in the Regulation.

DEFINITIONS

Processing means any operation or set of operations which is performed upon personal data or upon sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure, transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Personal data means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as his or her name, identification number, location data, online identifier or to one or more factors specific to his or her physical, physiological, genetic, mental, economic, cultural or social identity.

A controller is a natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.

A processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

Third party means a natural or legal person, public authority, agency or body other than the data subject, the controller, the processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

The data subject is any natural person who supports the Foundation or receives support from the Foundation.

APPLICABLE LAW

2.1 Regulation 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (27 April 2016);

2.2 Law on Associations and Foundations;

2.3 Law on Public Benefit Organisations;

2.4. laws, regulations and other documents governing taxation and accounting.

GENERAL RULES

3.1 This Policy provides general information on how the Foundation processes personal data. More detailed information on the processing of personal data is provided to individuals in the course of their day-to-day work, in internal documents and in response to written requests from data subjects.

3.2 The Foundation shall ensure the confidentiality of personal data within the framework of the applicable laws and regulations and has implemented appropriate technical and organisational measures to protect personal data from unauthorised access, unlawful processing or disclosure, accidental loss, alteration or destruction.

3.3 Where the Foundation, as the Controller, uses processors (for example, the assistance of a company providing accounting services), the Foundation shall take the necessary measures to ensure that such processors process personal data in accordance with the Foundation's instructions and in compliance with applicable laws and regulations and shall require appropriate security measures to be taken.

3.4 If the Foundation updates this Policy, the current version of the Policy will be published on the Foundation's website hospiss.lv. Historical versions of this Policy will be available from the management of the Foundation. It is the responsibility of each individual to keep abreast of changes made by the Foundation.

3.5 In order to provide the Public with a more complete picture of the activities carried out by the Foundation, the Foundation also processes data collected from the activities carried out.

3.6 When the data subject visits the Foundation's website, his or her data (IP address) may be processed. When clicking on Facebook, Instagram or other links, the providers of the respective website, such as Facebook or Instagram, will initiate the processing of the data subject's data and will access the data subject's data in accordance with their terms and conditions, which we recommend that you consult on the website of the respective provider.

3.7 The Foundation does not carry out profiling of personal data.

CATEGORIES AND EXAMPLES OF POSSIBLE PERSONAL DATA TO BE PROCESSED

No.	Data category	Examples of data types	Some examples of data processing
1.	Personal identification data	Name, surname, personal code	You, your relatives contact the Foundation for support or provide financial or other support to the Foundation, you are enrolled in our Friends Club or any of our other projects / campaigns
2.	Contact details of the person	Home address, telephone number, e-mail address	You sign up to help the Foundation or you ask the Foundation for help by leaving your contact details
3.	Data on activities carried out	Type, description, start and end date	You participate in the Foundation's activities or receive support
4.	Photos / video	Digital image of a person, voice recording	You participate in the Foundation's activities or receive support, this is recorded by photo or video
5.	Communication data	Incoming/outgoing communication, phone calls, correspondence, content	You communicate with the Foundation
6.	Settlement details	Settlement system account number, bank account number, date, amount, date of payment, purpose of payment	You provide financial support to the Foundation
7.	Performed on social networks	Photos, comments	You comment on the Foundation's activities on social networks
8.	Actions taken on the website	IP address, information about the activities carried out on the website	You are visiting a website
9.	Health data	Information on functional impairments, their severity, diagnosis in exceptional cases, treatment required	You have asked for help, the professionals analyse it before they support you, during the support
10.	Details of authorised persons, legal representatives	Name, surname, personal identification number, basis of representation, contact details	You are represented by another person in cooperation with the Foundation
11.	Volunteer data	Name, surname, contact details	Information needed by the Foundation to ensure transparency of the services required
12.	Donor data	Name, surname, personal identification number, account No Amount donated	You donate money to our projects
13.	Foundation staff data	Name, surname, personal ID, address, account No, phone No, etc.	Information needed by the employer to comply with the statutory requirements regarding the processing of your data as an employee
14.	Other data	Other data	You carry out other activities related to the Foundation's activities

LEGAL BASIS FOR PROCESSING

5.1 The legitimate interests of the Foundation - consistent with the objectives of the Foundation. The Foundation has the right to process personal data to the extent that it is objectively necessary and sufficient to fulfil the purposes for which the Foundation was established.

5.2.Compliance with legal obligations - The Foundation is entitled to process personal data in order to comply with the requirements of regulatory enactments, as well as to respond to legal requests of the state and local government, to provide information on donations received and their use.

5.3 Data Subject Consent - The data subject consents to the collection and processing of personal data for specified purposes. The data subject's consent constitutes his or her free will and independent decision, which may be given at any time, thereby authorising the Foundation to process the personal data for the specified purposes. The data subject's consent is binding on him or her if given in writing, including by email, or by implied consent, for example by being photographed with representatives of the Foundation when receiving support or by sending the Foundation a photograph of himself or herself. The data subject shall have the right to withdraw his or her prior consent at any time through the indicated channels of communication with the Foundation. The notified changes will take effect within three working days. The withdrawal of consent shall not affect the lawfulness of processing based on consent prior to the withdrawal.

5.4 Protection of vital interests - The Foundation is entitled to process personal data in order to protect the vital interests of a natural person, e.g. where the processing is necessary for humanitarian purposes, for monitoring natural and man-made disasters, in particular epidemics and their spread, or in humanitarian emergencies (acts of terrorism, cybercrime, technogenic disasters, etc.).

5.5 Exercise of official authority or public interest - The Foundation is entitled to process data for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Foundation by law. In such cases, the basis for processing personal data is included in the regulatory enactments.

5.6.Conclusion and performance of the contract - in order for the Foundation to conclude and perform a contract with any cooperation partner, the Foundation must collect and process certain personal data that is collected prior to entering into a contract with the Foundation or during the course of a contract that has already been concluded.

PURPOSES OF DATA PROCESSING

The purposes of the processing of the Foundation's data are the same as its founding purposes, which are as follows:

6.1. to create and promote a respectful and unprejudiced understanding of hospice services based on human choice in Latvian society among the general public, state and local government employees, health care and welfare professionals, thereby increasing the capacity of individuals to actively participate in maintaining, improving and promoting their own and their family members' health;

6.2. building, promoting and raising the profile of volunteerism and meaningful assistance among the Latvian population in the field of palliative care and hospice services, including the donation of property, financial resources, time and knowledge without remuneration;

6.3. to support the establishment of new palliative and hospice care providers, as well as the education of their staff, medical and social assistance professionals in palliative and hospice care, which would include the systematic provision of knowledge and skills, in addition to the national education system;

6.4. to identify people in Latvia who are in nursing homes, hospitals and other care institutions and who are in need of palliative or hospice care in order to promote their health and improve the overall physical, mental and social well-being of society;

6.5. to undertake a range of activities with the aim of establishing a new hospice and/or palliative care centre(s) in Latvia;

6.6. to provide any kind of support to those in need;

6.7. provide a range of social services.

The Foundation shall be entitled to process the data for the above purposes as well as for other purposes by providing the data subject with the possibility to opt-out of the processing, unless such opt-out is restricted by any laws or regulations.

DATA SUBJECT RIGHTS

The data subject shall have the right with regard to the processing of his/her data classified as personal data under the applicable laws and regulations. These rights are generally:

7.1 Receive information about the processing of your data in accordance with the requirements of the Regulation;

7.2. to request the rectification of your personal data if it is inadequate, incomplete or incorrect;

7.3. object to the processing of your personal data where the processing is based on legitimate interests;

7.4 Request the erasure of their personal data, for example, if the personal data is processed on the basis of consent and the data subject has withdrawn their consent. This right shall not apply if the personal data whose erasure is requested are also processed on the basis of another legal basis, such as a contract or obligations arising from the relevant laws and regulations, or their retention is required by applicable laws and regulations;

7.5. to restrict the processing of their personal data in accordance with applicable laws and regulations, for example, at the time when the Foundation is assessing whether the data subject has the right to have their data erased;

7.6. to be informed whether the Foundation processes the personal data of the data subject and, if it does, to have access to them;

7.7. to receive their personal data provided by the data subject to the Foundation and processed on the basis of consent and contractual performance in written form or in one of the most commonly used electronic formats and, if possible, to transfer such data to another Foundation (data portability);

7.8. withdraw your consent to the processing of your personal data;

7.9. not be subject to fully automated decision-making, including profiling;

7.10. to lodge complaints regarding the use of personal data with the Data State Inspectorate (www.dvi.gov.lv) if the Data Subject believes that the processing of his/her personal data violates his/her rights and interests in accordance with the applicable laws and regulations;

7.11 The Foundation is obliged to respond to the data subject's request within 30 days of receipt of the request, if necessary by requesting additional information, such as identification data, in order to verify the identity of the data subject without any doubt.

CONTACT

No "remember me" cookies are created or stored when you visit the Foundation's website. Only cookies that ensure the functionality of the website are used.

SHELF LIFE

Personal data will be processed only for as long as is necessary to fulfil the purpose of the processing. The retention period may be justified by the legitimate interests of the Foundation, internal documentation or applicable laws and regulations (e.g. accounting laws, etc.).

WAYS OF OBTAINING PERSONAL DATA

10.1.The Foundation obtains personal data when a natural person:

10.1.1. support the Foundation;

10.1.2. receive support from the Foundation;

10.1.3. ask the Foundation for more information about the Foundation's aims, activities, etc;

10.1.4. participate in the activities of the Foundation;

10.1.5. being photographed or filmed within the framework of the Foundation's activities;

10.1.6. post comments on social networks;

10.2 The Foundation may process personal data received from third parties (e.g. social services, relatives) in accordance with the provisions of the Regulation.

PROTECTION OF PERSONAL DATA

11.1 The Foundation shall ensure, keep under review and improve safeguards to protect personal data against unauthorised access, accidental loss, disclosure or destruction. To ensure this, the Foundation applies modern technology, technical and organisational requirements, including the use of firewalls, intrusion detection, analysis software and even data encryption where necessary.

11.2 The Foundation shall carefully examine all cooperation partners with whom personal data are jointly processed, as well as assess whether the cooperation partners (personal data processors) apply appropriate security measures to ensure that the processing of personal data is carried out in accordance with the Foundation's delegation and the requirements of regulatory enactments.

11.3 The Cooperation Partners are not allowed to process personal data for their own purposes.

11.4 The Foundation shall not be liable for any unauthorised access to and/or loss of personal data that is beyond the control of the Foundation, for example due to the fault and/or negligence of the Client, the Affiliate, a third party or the data subject.

PROCESSING AREA

12.1 Personal Data is generally processed in the European Union/European Economic Area (EU/EEA), however, in some cases it may be transferred to and processed in countries outside the EU/EEA, such as posting on Facebook, Instagram or elsewhere.

12.2 The transfer and processing of personal data outside the EU/EEA may take place where there is a lawful basis for doing so, namely for the performance of a legal obligation, the conclusion or performance of a contract, and appropriate safeguards are in place. Adequate safeguards include, for example:

- There is an agreement in place, including standard clauses or other approved terms of an EU contract, code of conduct, certifications, etc., which have been approved under the General Data Protection Regulation;

- In the non-EU/EEA country where the recipient is located, an adequate level of data protection is ensured in accordance with the EU Commission Decision;

- The recipient is certified under the Privacy Shield (applies to recipients located in the United States).

12.3 Upon request, the data subject may obtain further information on the transfer of personal data to countries outside the EU/EEA.

CONTACT

13.1 The Customer may contact the Foundation in relation to queries, withdrawal of consent, requests, exercise of data subject rights and complaints about the use of personal data.

13.2 The Foundation's contact details are available on the website: www.hospiss.lv, in the Contacts section.

Volunteer coordination app training

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