This Privacy Notice sets out how Better Leeds Communites collects and processes personal data. We want everyone who uses our services, works for us or supports us to feel confident and comfortable with how their personal information shared with us, will be looked after or used; we collect and use personal information to help clients, improve our services through monitoring, evaluation and audit; for research and report writing; and to contact you about the work we do.
We only ask for information we need; we let you decide what you are comfortable telling us about, explain why we need it and treat it as confidential. When we record and use personal information we:
- only access it when we have a good reason
- only share what is necessary, relevant and with consent
- do not sell it to anyone
Who are we?
The words ‘we’, ‘us’ or ‘our’, refer to Better Leeds Communities. (ICO No. Z9238779). We are committed to protecting your personal information and ensuring it is processed in a fair, open and transparent manner.
We are a Data Controller for the purposes of the EU GDPR 2016/679. This means we are responsible for, and control the processing of, your personal information. For information about our privacy practices, please contact our Data Protection Officer by:
Writing to Better Leeds Communities, 42-46 Burley Lodge Road, Leeds. LS6 1QF
Email to firstname.lastname@example.org
How we collect information about you
When you interact with us this could be to ask about our services, make a donation, apply for a job, etc.; we collect personal information from you in these interactions; when you phone, email, get in touch through the post, in a meeting, in person or visit our website.
What personal data do we collect:how we use it and why?
Personal data, means any information about an individual from which that person can be identified. We only collect the data we need and will make it clear why we are collecting it - personal data may include name, title, address, date of birth, age, gender, employment status, demographic information, health, email address, telephone numbers, and personal description.
We’ll only use personal data on relevant lawful grounds as permitted by the EU GDPR and Privacy of Electronic Communication Regulation. We use this information for:
- Dealing with your enquiry; and monitoring, evaluating and auditing our services.
- To contact you about our work and how you can support Better Leeds Communities
- To invite you to participate in surveys or research.
We will not pass on details without explicit consent except in exceptional circumstances; we may need to provide personal data if asked by the police, or other regulatory or government authority investigating suspected illegal activities.
We will only use your personal data for the purpose(s) outlined at the time you gave it to us.
Legal basis for using your information
We use your personal information, where we have consent, to undertake a service requested; for monitoring, evaluating and auditing our services; or to contact you if you have agreed for us to do so.
Donations, fundraising and gifts in wills
If you make a donation and/or fundraise on our behalf we will use personal information given to record the nature and amount, where funds have come from and any conditions attached.
If you have told us that you have left a gift in your will we will keep details of this to ensure we direct your gift as you wanted.
How we secure and store your data
We want to keep everyone who uses our services, works for or supports us safe, so the security of data and information systems are important to us. We understand that external threats to data security are changing all the time, so we have a robust process for assessing, managing and protecting all our systems to ensure they are up to date and secure.
Better Leeds Communities aims to store its data within the UK, however our Accounting systems provider has their main data storage locations in the USA. GDPR does not preclude EU personal data being stored (or otherwise processed) in the USA, as long as there is a data transfer mechanism in place approved by the European Commission – that is the EU-US Privacy Shield Regime. Our accounting system provider is a certified member of the Privacy Shield scheme (for further information on the Privacy Shield principles, please visit www.Privacyshield.gov)
We will only use and store your information for as long as it is required for the purposes collected (this depends on the information, what it is being used for, and statutory legal requirements).
Disclosing and sharing information
We may disclose your personal information to third parties to assist in us providing you with a service or in order to comply with a legal obligation. This is only done with your explicit consent.
We do not sell or share your personal information for other organisations to use.
Your data protection rights
Individuals have certain rights over their personal data. Data Controllers are responsible for fulfilling these rights and can provide information about the rights individuals have and how to exercise them. You can exercise your rights by contacting the Data Controller at email@example.com ; or write to: Better Leeds Communities, 42-46 Burley Lodge Road, Leeds. LS6 1QF.
Access to Personal Data: You have a right of access personal data held by us. To do so we will need the following details:
- The personal information you want to access
- The date range of the information you wish to access
- Confirm your identity
If we hold personal information about you, we will give you a copy of it in an understandable format together with an explanation of why we hold and use it.
Withdrawal of consent: You have the right to withdraw consent at any time.
Amendment of personal data: You can update or amend your personal at any time.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you, or a third party, with some of the personal information that we hold in a structured, commonly used, electronic form.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
What to do if you're not happy
In the first instance, please talk to us. You also have the right to contact the Information Commissioner's Office (ICO) - please refer to the ICO website.