Leicestershire Action for Mental Health Project (Lamp) Privacy Notice
Lamp (charity no. 702057) is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
This Privacy Notice applies to anyone that the Lamp comes into contact with, including but not exclusively; clients, supporters, members, volunteers, the general public and professional contacts.
Lamp asks its supporters to “opt-in” for marketing communications. This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (email, phone, or post).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us by emailing info@Lampdirect.org.uk or writing to the CEO, Lamp, 65 Regent Road, Leicester, LE1 6YF or telephoning 0116 255 6286 (Monday – Friday 9am to 5pm).
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Any questions you have in relation to this policy or how we use your personal data should be addressed to the CEO, Lamp, 65 Regent Road, Leicester, LE1 6YF
2. About Us
In this policy wherever you see the words, ‘we’, ‘us’ or ‘our’ it refers to Lamp
3. What Information We Collect
Personal Data You Provide
We collect data you provide to us in the course of our usual operations. This includes information you give when joining or communicating with us. For example:
- personal details (name, date of birth, email, address, telephone etc.) when you become a member, supporter or client;
- financial information (payment information and whether donations are gift-aided.
- Medical and next of kin information when you register to volunteer with us or attend an event when this is necessary.
- Case notes and details of any advocacy support we have provided
- Personal data that you provide in applying for any vacant positions we are looking to fill
- Information created by your involvement with Lamp
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our activities.
If you decide to donate to us, then we will keep records of when and how much you give.
Your information may be shared with us by independent third parties when you have indicated that wish to support the Lamp with your consent (for example, Justgiving or Virgin Money Giving). You should check their Privacy Notice when you provide your information to understand fully how they will process your data.
We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.
Sensitive personal data
We do sometimes collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about our clients accessing advocacy services. We will take extra care to ensure your privacy rights are protected in these instances and all data will be securely stored and not accessed by any third parties
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our staff (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data). We may also be required to share this with the appropriate statutory bodies.
If you are a volunteer then we may collect extra information about you (e.g. references, criminal records check, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us and you (including in the event of an insurance or legal claim) and for safeguarding purposes.
4. How We Use Information
We only ever use your personal data with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
We use personal data to communicate with people, to promote Lamp and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see Section 6.
We use personal data for administrative purposes (i.e. to carry on our charity work). This includes:
- receiving donations (e.g. direct debits or gift-aid instructions);
- maintaining databases of our clients, employees, volunteers, member and supporters;
- performing our obligations under contracts;
- helping us respect your choices and preferences (e.g. if you ask not to receive specific or marketing material, we’ll keep a record of this).
- Complying with legal and recommended retention periods for recruitment and employment records, including those of volunteers.
- Internal data analysis
We carry out analysis of the data from our supporters, donors and volunteers, to determine the success of campaigns and projects, better understand behaviour and responses and identify patterns and trends. This helps inform our work and makes us a stronger and more effective organisation. Understanding our supporters, their interests and what they care about also helps us provide a better experience (e.g. through more relevant communications).
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as recruiting new supporters, or to identify trends or patterns within our existing supporter base. This information helps inform our actions and improve our campaigns, products/services and materials.
5. Disclosing and Sharing Data
We will never sell your personal data. If you have opted-in to communications, we may contact you with information about our partners, or third party products and services, but these communications will always come from us and are usually incorporated into our own communications (e.g. leaflets or articles in magazines or email newsletters).
Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary and for the purposes that you have provided the data to us.
Lamp will ask its supporters to “opt-in” for marketing communications.
This means you have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact info@Lampdirect.org.uk, writing to the CEO, Universal House
1 Merus Court, Leicester, LE19 1RJ or telephoning 0116 255 6286 (Monday – Friday 9am to 5pm).
What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:
- our charity, campaigns and work;
- our role in educating the public in mental health services;
- volunteering opportunities and how you can help promote our services and mental health;
- appeals and fundraising;
- our events, activities and local groups;
- products, services and offers (our own, and those of third parties which may interest you);
- leaving a legacy;
- taking part in projects.
When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.
Newsletters and magazines
Newsletters may be provided as a benefit to our supporters. We send these out to all our supporters (unless you specifically ask us not to) and you can choose to unsubscribe from general marketing communications.
As a charity, we rely on donations and support from others to continue our work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal or to suggest ways you can raise funds (e.g. a sponsored event or activity, or even buying a product if Lamp will receive some of the proceeds).
As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, unsubscribe at any time).
When claiming Gift Aid, we have to pass your name and address to HM Revenue and Customs, who authorise these claims, on a monthly basis.
7. How We Protect Data
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information.
Where we store information?
Lamp’s operations are based solely in the UK and we store our data within the European Union. Some organisations which provide services to us may transfer personal data outside of the EEA, however these transfers will be subject to adequate data protections.
How long we store information?
Under forthcoming data regulations, we will be required to make sure that we use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.
We will regularly review what information we hold and delete what is no longer required.
How do we maintain the confidentiality of your records?
We are committed to protecting your privacy and will only use information collected lawfully in accordance with the General Data Regulation Act 2018 (which is overseen by the Information Commissioner’s Office).
All of our staff receive appropriate and on-going training to ensure they are aware of their personal responsibilities and have contractual obligations to uphold confidentiality, enforceable through disciplinary procedures. Only appropriate and authorised staff have access to personal information where it is appropriate to their role and is strictly on a need-to-know basis.
We maintain our duty of confidentiality to you at all times. We will only ever use or pass on information about you if others involved have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), or where the law requires information to be passed on.
11. Keeping You in Control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to object to your data being used for marketing or analysis; and
- where technically feasible, you have the right to see personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please write to our CEO, Lamp, 65 Regent Road, Leicester, LE1 6YF or telephoning 0116 255 6286 (Monday – Friday 9am to 5pm).
You can complain to us directly by contacting our office using the details set out above. If you wish to make a complaint (including a complaint about fundraising activity) which does not directly relate to your data protection and privacy rights, you can do so in accordance with our charity’s complaints policy by contacting info@Lampdirect.org.uk.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
12. Social Media Sites