Effective date: May 2018
- Who we are
- What kinds of information we collect
- Why we collect this information and how we will we use it
- Legal grounds and Legitimate Interest
- Marketing materials
- Your Choice
- How we store and dispose of your information and how long we keep it
- How you can manage or delete the information we have about you
- What information we share and with whom
- Last updated
Lanarkshire Carers promises to respect and protect the personal information (or data) you or your family have provided us with or that we get from other organisations and to keep it safe. We will manage this data effectively and securely so that we can deliver better services to and for you, including our fundraising activities.
- Write to us at Lanarkshire Carers Centre Ltd, Ground Floor Left, Princes Gate, 60 Castle Street, Hamilton, ML3 6BU
- Call us on 01698 428090 / 01236 755550
- Email us at email@example.com
Who we are
Lanarkshire Carers is a resource for carers across Lanarkshire to access information, advice and a range of direct support services to support them in their caring roles. We are commissioned by Health and Social Care North Lanarkshire and South Lanarkshire Health and Social Care Partnership to provide Adult Carer Support Services to carers living in Lanarkshire.
We place carers at the heart of our organisation to ensure the services we offer are effective and accessible, regardless of personal circumstances or caring situations.
What kinds of information do we collect?
Lanarkshire Carers may collect different types of personal data directly from or about you depending on the activities or services we are offering and that you are taking part in or using. This can include your name, address, telephone number, email, date of birth, data relating to your personal and caring situations, ethnicity, health issues (if pertinent to the activities or services) and some financial data if you are giving us a donation or receiving a financial grant from us. You may provide us with any or all of this data online, in our offices, at an event, on paper or over the phone through a donation form, a sign up form (if requesting information or asking to be put on a mailing list), or by registering for and/or attending an event.
If you are accessing our webpages we may also receive some analytical data from our Internet and webpage service providers. This is anonymous data such as an IP addresses, pages visited and time spent on the website. If you are using our online donation pages you are routed through to our online donations service provider (Localgiving.org) and the data you give (such as your credit card, bank and/or contact details) is supplied to us so that the transaction can take place.
We may also receive some information about you from other organisations, for example organisations you have asked to make a referral to us on your behalf for support. This can include data collected from our Network Partners, other charities and some health and social care, education or government services. It might also include data from social media and messaging sources (e.g. Facebook, Twitter, Instagram and MailChimp) depending on your settings, the source’s own privacy policies, or the permissions you have granted us to access the data available through your account or publicly available comments.
Why do we collect this information and how will we use it?
We collect this data so that we can carry out our work and to develop a better understanding of the people we support and who support us. It allows us to make better decisions, operate more effectively and efficiently, and to provide better communications about Lanarkshire Carers of interest to you, including about our work, current and future activities.
Data collected from surveys and research that you may have taken part in helps us to improve our services, activities and resources for unpaid carers. Unless you have given us clear permission otherwise, this is presented as anonymous or collective data. Some types of information or data are considered ‘sensitive’ under data protection regulations. This may include information about your health and ethnicity. We may collect this data if it is necessary for the activity or service you are taking part in or using and you give us your permission to hold this data in our databases and records.
We will use the data you provide to us to respond to your requests. We may use data that we hold about you, gathered through our relationship with you, to contact you with communications and marketing by post, phone or email. It may be used to personalise our contact with you or the activities or services you are taking part in. It will also be used to administer our records.
Legal grounds and Legitimate Interest
When we collect and use your personal information, we will make sure this is only done in accordance with at least one of the legal grounds available to us under Data Protection law.
One of these is where we have obtained your consent to use your information for a previously notified purpose, such as to send you email/text marketing or to provide you with a product, service or information at your request.
Another is where we have a legal obligation to use or disclose information about you – for instance, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.
Another is where we have an obligation to hold data for the necessary performance of a contract or for the purpose of fulfilling our responsibilities in relation to staff and volunteers.
In certain instances, we may collect and use personal information where this is necessary in our legitimate interest as a charity, this includes being able to:
- Better understand a caring role and caring responsibilities
- monitor who we deal with to protect our charity against fraud, money laundering and other risks;
- maintain and administer our service user database and systems.
In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this Policy and that does not intrude on your privacy or previously expressed marketing preferences.
Where we process sensitive personal data (as mentioned above), we will make sure that we only do so in accordance with one of the additional lawful grounds for processing such as where we have your explicit consent or you have made that information manifestly public. When we do this, we will tell you what sensitive personal data we are collecting and why.
We want to ensure you receive the level of information about Lanarkshire Carers that is right for you.
Email/text marketing: If you actively provide your consent to us along with your email address and/or mobile phone number, we may contact you for marketing purposes by email or text message. By subscribing to Lanarkshire Carers emails or opting in to email communication from Lanarkshire Carers, you grant us the right to use the email for email marketing purposes.
Post/telephone marketing: - If you have provided us with your postal address or telephone number we may send you direct mail or telephone you about our work if you have consented to receive such communications. If you have made a donation, signed up to hear from us or otherwise asked us for information and not opted out of communication from us, we may still contact you by post, see Legal basis and Legitimate Interests.
It is always your choice as to whether you want to receive information about our work. If you do not want us to use your personal information in these ways please indicate your preferences on the form on which we collect your data.
You may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link at the end of our marketing emails.
You can also change any of your contact preferences at any time (including telling us that you don’t want us to contact you for marketing purposes by telephone, or by post) by contacting us at 01698 428090 or email firstname.lastname@example.org
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we may retain your details on a suppression list to help ensure that we do not continue to contact you.
We carry out fundraising activity to support our charitable activities. To assist us with this work we may use third party companies, consultants or organisations that can show they are also compliant with relevant data protection policies and legislation.
How do we store and dispose of your information and for how long do we keep it?
Lanarkshire Carers takes appropriate actions to make sure that the data we hold about you, whether that is on paper or electronically in a computer file or database, is stored securely. We will only hold this data for as long as it is necessary for the purposes for which it is provided to us. We will dispose of unnecessary personal data using secure deletion methods (electronic) or shredding. We will contact you periodically to confirm that the data we hold about you is accurate and up-to-date and that we may continue to contact you. We may also ask you this when you contact us. We will then update our records accordingly.
How can I manage or delete the information you have about me?
Your rights regarding the data we hold and collect about you are outlined in the data protection policies and legislation of the United Kingdom and, from 25 May 2018, the European Union. These include: the right to access, edit and update, request the deletion of, and restrict the processing of your personal information, the right to object to the collection of your personal data and the right to lodge a complaint with a supervisory authority about your personal information.
If you would like to find out what personal information/data we hold about you, delete any of this data, (e.g. remove your name from any of our mailing lists), or update your communication preferences please contact us on 01698 428090 or email email@example.com
Lanarkshire Carers, Ground Floor Left, Princes Gate, 60 Castle Street, Hamilton ML3 6BU
Tel: 01698 428090
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO). You can contact the ICO on 0303 123 1113, at firstname.lastname@example.org or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
What information do we share and with whom?
We will never sell your data to other organisations for their own marketing purposes. If we have your consent we may share your data with partners who, with Lanarkshire Carers, are jointly delivering an activity or service. This could include sharing data with a third party organisation who provide a service to us and are acting as data processors, for example, organisations that work with us in the delivery of our services; and other organisations or individuals that provide information, marketing and communication services such as our external mailing house. We will undertake due diligence on these organisations and will require them to comply strictly with our instructions and data protection policies and legislation. We regularly monitor all our data processors.
We may also share your data in the following circumstances:
- Where we must comply with laws such as those for national security, taxation, or criminal investigations.
- Where we must undertake due diligence, to be sure we are not being used as a channel for criminal activities.
Lanarkshire Carers is a registered charity in Scotland (SC029160) and is registered as a company limited by guarantee (SC209296).