Lifeworks Privacy Notice
Lifeworks Charity Ltd is committed to protecting your privacy online, and to letting you know how we use any personal information that you provide to us. This notice is to explain to you how we may use personal information we collect before, during and after your contact with us.
Lifeworks Charity Ltd is a Charity (Registered Charity No. 1054167) and a Company (Company Registration No. 3177139). We are registered with the Information Commissioners Office (Z7265181)
This notice summarises what personal data Lifeworks Charity Ltd (“Lifeworks”, “us” or “we”) gathers and hold about visitors (“you”), to our websites (Sites) or contact with us by any other digital means, how we use it internally, how we share it, how long we keep it and what your legal rights are in relation to it. If you access other websites, including those linked to on our site, you will need to consult the appropriate information on other sites for information on their policies and or statements.
1. What is your personal data and how does the law regulate our use of it?
“Personal data” is information relating to you as a living, identifiable individual. We refer to this as “your data”.
The UK-GDPR (United Kingdom Data Protection Regulation) requires Lifeworks as data controller for your data to:
• process your data in a lawful, fair and transparent way;
• only collect your data for explicit and legitimate purposes;
• only collect data that is relevant, and limited to the purpose(s) we have told you about;
• ensure that your data is accurate and up to date;
• ensure that your data is only kept as long as necessary for the purpose(s) we have told you about;
• ensure that appropriate security measures are used to protect your data.
2. Information about you
We may collect personal information from you when you:
• visit our website;
• make a donation;
• enquire about the website, our services or Lifeworks;
• request or share information through the Website or App;
• register for any of our mailing lists; and/or
• contact us through the Website, App, or any other channel.
This personal information may include but is not limited to the following information about you:
• your name;
• your email address;
• your address;
• your phone number;
• your bank details;
• your date of birth
• other details about you that you or others provide to us.
This personal information may also include special categories of personal information such as:
• information about your disability
• medical information
• information about your race or ethnicity
We collect personal information that you voluntarily provide to us when registering at the Sites expressing an interest in obtaining information about us or our services when registering to receive support or education from our services or otherwise contacting us.
3. How we use this information
(a) Your personal information will only be used by us to:
• process your bookings, requests or payments;
• respond to your questions or comments;
• provide or administer services, such as sending joining instructions, e-newsletters, or providing care and support;
• display your comment on the website or App;
• provide you with information relating to Lifeworks, or that we feel may be of interest to you;
• maintain our organisational records; or
• ensure that we only use images, video or audio recordings of those in our services where we have service user and/or parental/carer consent.
• To respond to legal requests and prevent harm.
(b) When you subscribe to our e-newsletter we ask you for consent to store your information and to contact you. We will only send you our newsletter for as long as you continue to consent.
(c) If you do not want to receive information from us, contact us by email at [email protected] with the word “unsubscribe from all marketing” in the subject field and your contact details in the body of the email. This will be sent to all departments to unsubscribe you.
(d) Lifeworks will not share your personal details with third parties, except where companies are providing services on our behalf, such as processing donations or orders. For example, when you make an online donation via JustGiving, you are going through to a partner company and the information you give, such as your credit card number and contact information, is provided so that the transaction can take place.
4. Your rights under Data Protection Law
You have the following rights under Data Protection Law:
• The right to access – You have the right to request us to give you copies of the personal information we have about you.
• The right to rectification – If the information we hold for you is incomplete or wrong, you have the right to request a correction.
• The right to erasure – Where we have no overruling legal basis or legitimate reason to carry on processing your personal information, you may ask that we delete your personal information.
• The right to restrict processing – You have the right to ask that we restrict the processing of your personal information, under certain conditions.
• The right to object to processing – You have the right to object to processing if we can process your information because the processing is part of our public tasks or is in our legitimate interests.
• The right to data portability – This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at: [email protected]
Further guidance on your rights is available from the Information Commissioner’s Office.
5. The lawful basis on which we process your data
The UK-GDPR require that we provide you with information about the lawful basis on which we process your personal data, and for what purpose(s).
The lawful basis for processing your personal data is contained within Article 6 of the UK-GDPR which states:
Processing shall be lawful only if and to the extent that at least one of the following applies:
1. The data subject has given consent to the processing of his or her personal data for one or more specific purposes;
2. Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
3. Processing is necessary for compliance with a legal obligation to which the controller is subject;
4. Processing is necessary in order to protect the vital interests of the data subject or of another natural person;
5. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
6. Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
7. Sharing your data
We do not, and will not, sell your data to third parties. We will only share it with third parties if we are required to do so by law, you give us permission or to enable us to offer you the support you have registered for in our services.
Examples of bodies to whom we are required by law to disclose certain data include, but are not limited to:
Organisation UK agencies with duties relating to the prevention and detection of crime, apprehension and prosecution of offenders, safeguarding, or national security.
Why? We may share data with government departments, crime prevention and law enforcement agencies when required or considered appropriate in the circumstances and with the proper consideration of your rights and freedoms (in cases where the law places a duty on us to report).
Where personal information is shared with third parties, we will seek to share the minimum amount of information necessary to fulfil the purpose and that does not identify you unless we have your consent to do so.
8. Data retention
We retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purpose of satisfying any legal, accounting, regulatory, disciplinary or reporting requirements.
We adopt data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored with respect to our Site. Data that we have collected is held on protected devices, including where it is held as part of a back-up version. We use layered security software to prevent unauthorised access, alteration, disclosure or destruction of the data. Our security system is subject to regular audit and testing.
10. Website Data, Analytics & Cookies
We automatically collect certain information when you visit, use or navigate the Sites. This information will not reveal your specific identity (name or contact information) but may include device and usage information such as your IP address, browser and device characteristics, operating system, referring URLs, location, when and how you use our Sites and other technical information. This information is primarily needed to maintain the security and operation of our Sites, and for internal analytics, reporting and optimising purposes. We use Google Analytics, Google Ad Words, Google Tag Manager and Vimeo analytics.
11. How can you contact us about this Privacy Notice?
If you have any questions or comments about this Privacy Notice you may contact our Data Protection Officer (DPO), Jo Parsons by email at [email protected], by phone at 01803 840 744, or by post to:
Lifeworks Charity Ltd, Room 33, Lescaze Offices, Shinners Bridge, Dartington, Totnes, Devon TQ9 6JD