- How does this notice work?
- What are my rights?
- Where do you collect my information from?
- What information will you collect about me?
- How will you use my personal information?
- How do I tell you about what information I am happy to receive from you?
- Will you share my personal details with anyone?
- How can I find out what information you have about me?
- Does my personal information stay in the UK?
- What do I do if I have a complaint about how you have used my personal data?
- When did you last review this notice?
- Our archival collections
At Leonard Cheshire, everything we do is about supporting disabled people to live, learn and work as independently as they choose, whatever their ability.
We gather personal data from our supporters, volunteers, campaigners and clients so that we can improve your experience, fundraise more efficiently and together achieve our vision. We take your privacy very seriously. This privacy notice sets out what you need to know about why and how we use your personal data. By ‘personal data’ we mean name, contact details and any other personal information you give us.
The personal data of our supporters, volunteers, campaigners and clients is protected by specific legislation:
- Prior to 25 May 2018: The Data Protection Act 1998
- From 25 May 2018: The UK Data Protection Act 2018 (incorporating the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)
As the laws about personal data continue to develop, we will update our privacy notice accordingly and let you know about any changes. We take our responsibilities around data seriously, and it’s really important to us that our supporters, volunteers, campaigners and clients can access and understand why and how we use their personal details.
We promise to respect and keep safe any personal data you share with us, or that we receive from partner organisations. We will only collect and process your data in a way you reasonably expect, for example to keep you updated about our work or provide you with information that may be of interest to you. This privacy notice sets out our data processing practices (how we use your data) that we carry out through telephone, direct mailing, in person and the use of the Internet, and any other electronic communications networks used by Leonard Cheshire.
If you have any requests or queries about this notice, please contact our Information Governance Manager at email@example.com.
How does this notice work?
You should take a look at the Marketing and Fundraising notice if, for example, you have made a donation, are raising money or volunteering for us, have signed an online petition or are taking part in an event.
If you are involved or want to get involved in one of your programmes such as Can Do or Change 100, you should take a look at the Partnerships notice.
If you would like to find out about the data processing practices carried out through the activities of our UK Care services, take a look at the UK Services notice.
To find out about what cookies are and which one we collect, have a look at our Cookies notice.
What are my rights?
Right to be informed
You have the right to be kept informed about how we process your personal data. Our privacy notice guarantees that we will do this, and provides you with specific information about how we use and work with your personal data. You can always contact us if you would like further information about your personal data or your rights.
Right of access
You have the right to request all information that we hold about you. We may need to ask you to provide us with proof of your identity.
Right to rectification
You have the right to have personal data rectified. If this is identified as inaccurate as a matter of fact, or incomplete, we will seek to amend this by rectifying or completing the data. If you need to update or amend your personal details, you can contact us and ask us to change them.
Right to object
At any point in time, you have the right to object to the way we process your personal data, as detailed in this notice.
Right to be forgotten
At any point in time, you have the right to ask us to delete your information.
However, in some specific circumstances we may need to keep your details. For example, it may be necessary to hold your details to comply with a legal obligation. If this is the case, we will always explain this and discuss it with you.
Rights related to automated decision making
Some of our processes are automated and based on past behaviour and/or information we hold about you. At any point in time, you have the right to request that we do not use automated processing to make decisions about how we use your personal data.
Right to data portability
You have the right to ask for a copy of your personal data, and for it to be transferred to another organisation. However, there are some situations where these rights may not apply. If this is the case, we will always explain why.
Where do you collect my information from?
We may collect information in the following ways:
- From visitors to our website and other websites and pages maintained directly by Leonard Cheshire. Leonard Cheshire will collect personal information from you when, for example, you complete any online forms, enquire about our activities, make a donation, apply to become a volunteer, or register with us for anything else related to our core activities
- From our partner websites (for example the London Marathon website, fundraising sites like Virgin Money or JustGiving, or from partner organisations such as schools & colleges, Jobcentre Plus and other local authorities);
- From third parties’ websites (for example, while we search for new supporters, we might collect data available publicly online such as from Google, or from organisations that you have given permission to share your details);
- Directly from you via telephone, email, post or in person
From public registers such as:
- The Royal Mail database, which contains details of those who have opted out of receiving any leaflets or unaddressed promotional material or ticked the ‘opt out’ box when registering for the re-direction service. This means we can keep our database up to date if any of our contacts change their address or no longer wish to receive mail.
- The TPS file, which contains the details of those who have said that they do not want to receive unsolicited marketing calls.
Please contact firstname.lastname@example.org or call us on 0300 3030 0074 if you would like the full list of public registers.
What information will you collect about me?
The information we collect about you may include:
- Your name
- Your contact details – for example addresses, email addresses, phone numbers
- Your date of birth
- Your bank account details (for setting up a regular direct debit)
- Your credit card details. All online financial transactions will be encrypted using SSL (Secure Sockets Layer). Credit card details you provide to us will be securely destroyed soon after your donation has been processed. We do not set up regular donations on credit cards.
- Information relating to your health or disability (for example if you are taking part in a sports event)
- Emergency contact details
- Why you have decided to donate to us
How will you use my personal information?
We may use your personal information to:
- Tell you about ways you can offer your skills and time to volunteer for Leonard Cheshire
- Tell you about how you can support our campaigns and our recent campaign activities and successes
- Provide you with information about how you can raise money for Leonard Cheshire or support us financially
- Provide you with information, products or services that you have requested from us or that we feel may be of interest to you (as long as you have consented to be contacted in this way)
- Provide you with information about our work or our activities, if you have agreed to receive communications from us
- Collect personal information related to products or services you have applied for
- Collect personal information shared by our partner organisations when you have agreed to have your information shared with Leonard Cheshire
- Invite you to take part in events or other activities, if you have agreed to receive communications from us
- Manage donations we may receive from you, including gift aid
- Keep our records up to date in relation to any donations, feedback or complaints;
- Administer your records (for example, we may contact you with a query regarding a donation you may have made to us)
- Invite you to participate in voluntary surveys, petitions or research
- Help us to understand your interests, preferences and level of potential donations. This is so that we can contact you in the most appropriate way and make sure that we don’t send you unwanted communications. We do this by analysing the personal information we collect about you and combining this with publicly available information.
- Carry out due diligence. For example, this could include ensuring that the donations we have received come from a lawful activity and that donors respect and share our beliefs and values
We may also use your personal information for other purposes where it is required or authorised by law.
How do I tell you about what information I am happy to receive from you?
We will always ask you about how you would like us to communicate with you whenever you share your details with us. We will send you information according to the preferences that you have expressed.
If you would like to change your preferences or remove your personal details at any point, please email us at email@example.com or call us on 0300 3030 0074. Alternatively, you can write to us at Supporter Care Team, Leonard Cheshire Disability, 66 South Lambeth Road, London SW8 1RL.
Will you share my personal details with anyone?
We will only disclose your personal data in the following circumstances:
- If we are obliged to by law
- If the disclosure is ‘necessary’ for purposes of national security, taxation and criminal investigation
- If we have your consent to share your details
- If we are sharing your details with suppliers we engage to process data on our behalf (see below)
Leonard Cheshire may pass your information to third parties when necessary. For example: to process your donations, including Gift aid and Gift Aid Declaration; or to our printers when we run direct mail appeals. We will only share data with a selected number of organisations with whom we have a data sharing agreement. They must abide by our data sharing protocol and be able to evidence that they are fully compliant with the Fundraising Regulator and the ICO. These organisations support our activities in improving our supporter experience. We do not sell on or rent lists of personal data to any third party.
Our website may contain links to other websites that are outside our control and are not covered by this Privacy Notice, unless they are maintained directly by Leonard Cheshire. If you access other websites from links on our website, the operators of these sites may collect information from you that will be used by them in accordance with their privacy notice. This may differ from ours.
How can I find out what information you have about me?
You have the right to see what personal data we hold about you (this is sometimes called a ‘Subject Access Request’). To obtain a copy of the personal information we hold about you, please write to the Information Governance Manager, Leonard Cheshire, 66 South Lambeth Road, London SW8 1RL or email firstname.lastname@example.org.
We aim to issue an initial response to all enquiries within five to ten working days, and will offer a full response to all information access requests within 1 month of receipt.
Does my personal information stay in the UK?
As the internet is a global environment, it is unavoidable that some of the platforms and tools that we use to process data are managed by international organisations. This means that some of the data processed through these platforms may be held outside of the UK and the European Union. When this is the case, we always make sure that these organisations comply with UK and European Union regulations, and that your data is kept secure. By communicating electronically with us, you acknowledge and agree to our processing of your personal data in this way.
What do I do if I have a complaint about how you have used my personal data?
If you feel that the way we have used your personal data does not meet the expected standards, you have the right to contact the UK’s data protection authority – The Information Commissioner’s Office (ICO) – and make a complaint.
The ICO can be contacted at: ico.org.uk/global/contact-us/. Concerns can be logged via their website.
When did you last review this notice?
This privacy notice is subject to change from time to time. It was last reviewed in May 2018.
Our archival collections
A small amount of our organisation’s records are selected for permanent preservation in our archive. They can also be donated by people external to the organisation who had a past interest or involvement in our work.
The types of records include minutes, publications, administration and correspondence files, maps, plans, pictures, photographs, films and sound recordings. Their worth is based on their lasting value for research and the understanding of history and present day, as well as for administration and legislative purposes.
Some of these archival records are made available to researchers and also digitised and made available online on our archive website for the purpose of reminiscence and public interest in our charity’s work and history.
More recent archives may contain information about living people and this information will be handled according to the safeguards in data protection legislation for archiving in the public interest. Other legislation, such as copyright, may also come into effect and will be considered too.
We provide information about the archive collections on the online catalogue the Archives Hub and The National Archives Discovery catalogue so that people can have access to our archives for research.
People who use information about living people from the archive have a duty under data protection to not use that information in a way that will distress or cause damage to them. This potential is assessed before access to archives is granted to or withheld from any researcher.
We allow third parties to digitise our records for online use, who must also comply with data protection legislation. We make every effort to avoid putting online any information that will cause damage or distress to living individuals. We have a takedown policy on our archive website where an individual can contact us to request material to be taken down.