Privacy Policy

DPR Statement

Introduction

This statement has been established to give a clear explanation of our data processing practices to safeguard you and your personal information.

Lindengate (“we”) promises to respect any personal data you share with us or that we get from other organisations, and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

This statement relates to information that may be collected about partners supporters, participants, participant’s next of kin, volunteers and employees (current and former). The type and quantity of information we collect and how we use it depends on why you are providing it.

You can change the way we contact you or opt out of communications by:

Calling: 01296 622443

or

Emailing:  info@lindengate.org.uk

Please note that our marketing communications include information about our latest news, fundraising projects or our services. You can choose to opt out of fundraising communications but still ask to receive our general communications.

Our Supporter Promise

Quite simply, donations from our supporters allow us to do what we do – whether that’s helping to keep our site maintained or paying for our wonderful staff to run our Nature based health and wellbeing programmes.

Our supporters play a vital part in us achieving our purpose to empower everyone to nurture their wellbeing, connect to the healing power of nature and respect the environment. That’s why we wanted to set out our commitments to you in our Fundraising Promise.

We are members of the Fundraising Regulator.
This means we follow the Fundraising Code of Practice and maintain high standards of fundraising at all times.
We will always be clear, open and honest with you.
This means we will tell you how we spend our money and make sure the money is spent in the best interests of Lindengate.
We will take good care of your personal details.
This means we comply with all laws surrounding data protection and that we will not sell or share personal details to third parties for the purposes of marketing.
We will respect your wishes.
This means we will make it easy for you to tell us how you want us to communicate, in a way that suits you and not pressure you to make a gift or if you choose to cease giving.
We will be accountable for our actions.
This means that if you are unhappy with anything we’ve done whilst fundraising, you can make a complaint and we will listen to your feedback.

Supporters

By developing a better understanding of our supporters through their personal information we can make better decisions, fundraise more efficiently and ultimately continue to provide vital community services.

What personal data we collect and how we use it

The type and quantity of information we collect and how we use it depends on why you are providing it.

If you support us, for example make a donation, volunteer, register interest in fundraising, sign up for an event, sign up to our mailing list or buy something from us, we will generally collect:

Your name
Your contact details including address, email or phone number
Your credit/debit card details (not stored after payment processed)
Details of any events you have participated in or attended
The value of your donation or sponsorship
If you are registered for Gift Aid

Where it is appropriate we may also collect:

Your date of birth
Your bank details for direct debits
Information relating to your health and emergency contact details (for example if you are taking part in one of our events)
Your reasons for supporting Lindengate. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us.

We will use your data to:

Provide you with the services, products or information requested.
Administer your donation or support your fundraising, including processing gift aid and thanking you.
Keep a record of your relationship with us.
Ensure we know your communication preferences.
Understand how we can improve our services, products or information.

Understanding our supporters and targeting our communications

We may use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our supporters.  Profiling also allows us to target our resources effectively, which donors consistently tell us is a key priority for them.  We do this because it allows us to understand the background of the people who support us. This helps us to make appropriate requests to supporters who may be able and willing to give more than they already do.  Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences, so that we can contact you with the most relevant communications.  In doing this, we may use additional information from third party sources when it is available.  Such information is compiled using publicly available data about you, for example addresses, listed Directorships or looking at typical house prices in a given area.

Direct Marketing – Use of Legitimate Interest

We would like to continue mailing those who have: opted into our mailing list, made donations or those who may have set up a regular giving, traded with us or otherwise engaged in communication over the last three rolling years, to/with Lindengate. These individuals will have been asked to provide us with their communications preferences but may have not yet responded to us. The type of data that would be processed in order to retain on our mailing list is name and address.

This form of processing benefits us through the means of donations received as a result of a mailing. Some of our services are offered free to the public through, for example, our open gardens sessions, therefore this should be seen as a benefit to the general public.

Our Fundraising Department is always looking for new ways to seek donations and reach donors in a less intrusive manner. We will not use this legitimate interest as a step to prohibit future development and we will continue to seek consent (communication preferences) from all supporters. This collection of consent will be on-going and we will consider engagement with communications as a positive communication preference. Over time we hope to have communication preference stored on all records. We offer an opt-out on all communications with supporters.

The individual supporter has generally had some contact with Lindengate either via a friend, family member, retail or use of services we provide including fundraising.  We feel these individuals do expect us to use their information in this way, they are asked at contact points to provide us with their communication preferences. When those preferences are provided they are recorded and respected, we are happy to discuss communication options with any supporter when asked.

A minimal number of supporters will find our processing intrusive or object to their use. These complaints to Lindengate are tracked and reported to the Board of Trustees in a timely manner. This is a relatively low number each year.

We aim to make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing preference questions and we include information on how to opt out when we send you communications. If you don’t want to hear from us, just let us know when you provide your information or contact us on 01296 622443 or email info@Lindengate.org.uk.

We do not sell or share personal details to third parties for the purposes of marketing.  If we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when you register.

We will not sell or share your details with other charities or organisations (in compliance with the Data Protection Acts). But so we can contact you by post, we do need to securely supply your contact details to our professional mailing house partners.

How and where we collect information about you

We collect information in the following ways:

When you give it to us DIRECTLY

You may give us your information in order to sign up for one of our events, tell us your story, make a donation, purchase our products or communicate with us.  Sometimes when you support us, your information is collected by an organisation working for us (e.g. a professional fundraising agency like a Lottery provider), but we are both responsible for your data at all times.

When you give it to us INDIRECTLY

Your information may be shared with us by independent organisers. For example, the London Marathon or fundraising sites such as Everyday Hero, Just Giving or Virgin Money Giving.  These independent third parties will only do so when you have indicated that you wish to support Lindengate and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

When you give permission to OTHER ORGANISATIONS to share or it is available publicly

We may combine information you provide to us with information available from external sources.  This is known as data- or tele-appending and enables us to contact you in the event that you change your address or phone number, or didn’t provide it to us.  We also use this information to gain a better understanding of our supporters to improve our fundraising methods, products and services.

The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:

Third party organisations
You may have provided permission for a company or other organisation to share your data with third parties, including charities.  This could be when you buy a product or service, register for an online competition or sign up with a comparison site.

Social Media
Depending on your settings or the privacy policies for social media and messaging services such as Facebook or Twitter, you might give us permission to access information from those accounts or services.

Website
The content of our website pages are for your general information and use only. They are subject to change without notice.

Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Recent government legislation means we are obliged to seek your agreement to the use of cookies when you visit our website. We collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source.

Information available publicly
This may include information found in places such as Companies House and information that has been published in articles/ newspapers.

How we keep your information safe and who has access

We ensure that there are appropriate technical controls in place to protect your personal details.  Our online forms are encrypted and network is protected and routinely monitored.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

We may use external companies to collect or process personal data on our behalf. When this is the case, we do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect or have access to.

We do not sell or share your details with other charities or organisations (in compliance with the Data Protection Acts). However, so that we can contact you via post, we do need to securely supply your contact details to our professional mailing house partners.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

How we keep your information up to date

Where possible we use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as above. We will not purchase new addresses on data subjects, but may use the information provided to mark records as ‘Gone Away’.

We appreciate it if you let us know if your contact details change.

How long is the information retained for

We are required to retain financial information for up to seven years. This includes details such as name, address and gift donations. If Gift Aid is claimed, we are required to retain the information and submit to HMRC as necessary to process the Gift Aid claim.

Sharing your story

Some people choose to tell us about their experiences using Lindengate’s services to help further our work.   This may include them sharing sensitive information related to their health and family life, in addition to their biographical and contact information.

We will monitor the types of people who are involved (demographic information) to ensure that the views we hear are representative of all people who use our services.

If we have the explicit and informed consent of the individuals (or their parent or guardian if they are under 18) this information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.

Children

We occasionally collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child.  Information is usually collected when children attend our events or fundraise for us.

Where possible and appropriate, we will seek consent from a parent or guardian before collecting information about children.  Our events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age appropriate.

Data Care Statement

To comply with the Data Protection Act 1998 and General Data Protection Regulations we need your consent before we take/use any interview material or photographs of you. When agreeing to media related coverage people should sign they agree to the following conditions:

I give my consent for photographs, audio and or/film recordings and interview material featuring me obtained by Lindengate to be used to promote the work of Lindengate.
I understand this material will be stored securely for up to two years from my initial consent. After the 2-year period expires or if I withdraw my consent, I understand that Lindengate reserves the right to continue to use old publications with my images/material, until such time as they need re-printing.
I understand that if I wish to withdraw my consent I must inform Lindengate in writing.
I understand Lindengate may use my photographs, recordings or case studies in the following ways – Lindengate publicity, such as the Lindengate newsletter, posters and leaflets; on Lindengate’s website www.lindengate.org.uk; on Lindengate’s social media accounts or other electronic media such as Facebook, Twitter, Instagram, YouTube, and press releases, which may subsequently appear in the local or national media.
I understand that once my photo/words are published and in circulation (for example in newspapers or on the internet) they may be copied and used by others.

If you are attending one of our supported Programmes

What personal information we collect and how we use it

If you receive wellbeing support from Lindengate we will usually collect:

Your name
Your contact details
Your date of birth
Your NHS number
Family, next of kin and carer details, such as their phone number or address
Information about your current and previous healthcare Information about any allergies or dietary requirements

How and where we collect information about you

This information is managed separately from other data provided to the charity. It will be securely retained in our electronic participant database. Any information recorded on paper is stored securely in the participant records file.

This information is used to ensure that we can support you in the best way possible whilst you under our care.  Our Programme team collect sensitive personal data about your health and wellbeing when you speak, email or send an instant message to them and they will use this information to answer your questions and give advice or guidance.

How we keep your information safe and who has access

We may share your information with other Health and Social Care providers eg your GP, support worker or other Lindengate staff. For example, this may be information given to your doctor about the care you have received; it may be to an alternative Mental Health provider or other service you are being signposted to by our staff.

If we ask another healthcare provider to be involved in your care such a signposting will include your personal details and any other information which will help you get assistance that is appropriate to your needs, dependent on the circumstances. Details of your next of kin/main carer will be included with these signposting’s.

Some anonymised data may be used for audit or research purposes or shared with funders and other providers for the purposes of service planning and provision.

Lindengate is compliant with the National Data Opt Out Policy which enables participants to opt out from their use of data for research and planning purposes. If you would like to opt out, please contact us using info@lindengate.org.uk and your records will be amended with immediate effect

In some circumstances, eg when required by law or where there is a serious risk of harm to others, we may share some personal details with others including statutory bodies, for example the police, without your consent.

We may also collect and retain your information if you send feedback about our services or make a complaint.

If you make any donations to Lindengate and supply your details, these will be recorded on our fundraising database. You will be invited to choose what future communications, if any, you would like to receive from Lindengate.

Participants Next of Kin – use of Legitimate interest

Where relevant and in particular with children, Parent/Guardian, next of kin or the nominated person are offered at various points, the option to update how we communicate with them and if requested can be removed from receiving information about our services.  Writing and/or phoning these individuals is often the method we use to let them know about our services.

The individual has generally had some contact with us either via a friend or family member having the use of our services.  The individual would usually know that their details have been given to us by the participant, but this will not always be the case. We feel that individuals would expect us to use their information in this way; they are asked at contact points to provide us with their communication preferences. When those preferences are given they are recorded and respected, we are happy to discuss this with any individual if asked.

Volunteers

Volunteers provide vital services to us.

What personal information we collect and how we use it

We are the data controller for the information you provide during the process of volunteering. If you have any queries about the process or how we handle your information, please contact us at info@lindengate.org.uk.

All information you provide during the process will only be used for the purpose of progressing your application to volunteer, or to fulfil legal and regulatory requirements if necessary. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Application stage

We will ask you for your personal details including name, contact details, any previous work experiences and other information relevant to the role they are undertaking. Our Volunteer Manager will have access to this information.

Conditional offer checks

If we make a conditional offer to volunteer, we may ask you for information so that we can carry out pre- checks for certain roles. We are required to confirm the identity of our volunteers and seek assurance as to their trustworthiness, integrity and reliability. You may be asked to provide:

Details to complete a Disclosure and Barring Service.
Details of referees that will be contacted
Emergency contact details

How long is the information retained for

If you are unsuccessful at any stage of the process, the information you have provided will be deleted.

Job applicants, current and former employees

What personal information we collect and how we use it

We are the data controller for the information you provide during the application and employment process. If you have any queries about the process or how we handle your information please contact us at info@lindengate.org.uk

All information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal and regulatory requirements if necessary. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Application stage

We will ask you for your personal details including name, contact details, any previous work experience, education, referees and answers to questions relevant to the role you have applied for. Our HR team and the recruitment panel will have access to this information.

Conditional offer/employment check

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. We are required to confirm the identity of our staff, their right to work in the UK and seek assurance as to their trustworthiness, integrity and reliability.

You will be asked to provide:

Proof of identity
Proof of qualifications
You will be asked to complete a criminal records declaration
Details to complete a Disclosure and Barring Service (for relevant roles required)
Details of referees that we will contact
Bank details – to process salary payments
Emergency contact details
Pension details

How we keep your information safe and who has access

Use of data processors

We use third party data processors to provide elements of our employment services such as payroll services, pension, Occupational Health and to store personnel records. We have   contracts in place to ensure they cannot do anything with your personal information unless instructed by us. They will not share your personal information with any organisation apart from us. It will be held securely and retained for the period we instruct.

A full list of our third party data processors can be requested.

How long is the information retained for

If you are successful, the information you provide will be retained as part of your employee file for the duration of employment plus 6 years following the end of employment. This includes criminal records declaration, fitness to work, records of any security checks and references.  We use this information to administer payroll, pensions, training and appraisal, monitor equal opportunities and manage your access to various services such as IT and buildings.  We are legally obliged to collect, retain and disclose certain information about you.

If you are unsuccessful at any stage of the recruitment process, the information you have provided until that point will be retained for 6 months from the closure of the recruitment campaign.

Information generated throughout the assessment process, for example interview notes, is retained for 6 months following the closure of the recruitment campaign.

Lindengate site CCTV Usage – use of Legitimate interest

The Lindengate site maintains video surveillance technology when it is closed to deter and assist in the prevention or detection of crime, only on entrance and exit areas. Lindengate will process this information under the basis of legitimate interests in circumstances where any individual would reasonably expect us to be using their information. Lindengate will still protect the rights and interests of all individuals, ensuring that processing remains lawful, fair, and necessary, without causing harm and where there is no less intrusive way to achieve the same result.

Stored images will be reviewed if there is evidence that an untoward incident has occurred or is suspected. These images will be reviewed by designated members of staff only.

Onwatch UK is the data controller who maintains and controls all the CCTV equipment and monitors, as well as the storage and deletion processes.

A minimal number of visitors might find our processing intrusive or object to the use. Any complaints to Lindengate will be investigated and responded before being reported to the Board of Trustees.

How you can access and correct the information we have

You have a right to ask us to stop processing your personal data and, if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event), we will do so.  Contact us on 01296 622443, by post or email at info@lindengate.org.uk if you have any concerns.

You can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Acts. If we do hold information about you we will:

Give you a description of it;
Explain why we are holding it;
Inform you who it could be disclosed to; and
Let you have a copy of the information in an intelligible form.

To make a request, please put it in writing addressed to our General Manager.

Lindengate

Aylesbury Road

Wendover

HP22 6BD

We cannot accept these requests by email in order to ensure that we only provide personal data to the correct person. If there are any discrepancies in the information, please let us know and we will correct them.

If you have any questions, please send these to info@lindengate.org.uk and for further information see the Information Commissioner’s guidance here. (link is external)

Changes to this Statement

We may change this Privacy Statement from time-to-time.  If we make any significant changes in the way we treat your personal information we will make this clear on the Lindengate website, Lindengate’s News mailing or by contacting you directly.

Last updated on 25th July 2022.

To be reviewed next in July 2023.

We aim to protect our users’ privacy.

This privacy statement discloses the privacy practices for Lindengate, a Charitable Incorporated Organisation (CIO) with a Charity Registration No. of 1153868 and having its registered office at: 15 Boddington Road, Wendover, Buckinghamshire HP22 6HY, United Kingdom (“we”, “us”, “our”). Our website is www.lindengate.org.uk (the “website”).

By submitting personal data to us in connection with the website you give your consent that all personal data that you submit will be processed by us in the manner and for the purposes described below. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Personal Data

We are committed to protecting the privacy of the users of our website. We are the sole owner of the information collected on the website. We will not sell, share, or rent this information to others in ways different from those disclosed in this statement.

We only collect personal data in order to provide you with the services you have requested and only hold such data for as long as necessary to enable us to provide you with the requested services. Once personal data is no longer needed it is deleted from our files.

We collect, store and use the following kinds of personal information: information about your computer and about your visits to and use of our websites (which may include your IP address, geographical location, browser type and version, referral source, entry page, exit page, length of visit, number of page views, route taken through our website, and similar information); information relating to any enquiries you make concerning our services or purchases or donations you make (which may include your name, address, telephone number and email address).

We only use your personal information to: administer the website; enable you to use the services available on the website; send you the documents, templates and services that you have requested or purchased; send invoices to you; deal with enquiries and complaints made by you relating to our services.

Lindengate complies with the Data Protection Act 1998 when dealing with personal data provided by customers. The Data Protection Act 1998 requires every data controller who is processing personal information in an automated form to notify, unless they are exempt. Lindengate is currently exempt but follows good practice.

Lindengate also complies with the Privacy and Electronic Communications (EC Directive) Regulations 2003, thus we do not send unsolicited bulk e-mails. We only send e-mails to users who have enquired about our services.

You can request us to provide you with any personal information we hold about you, a fee may apply.

We may change this privacy statement from time to time. If we change our privacy statement we will post the changes on this page, and may place notices on other pages of the website, so that you may be aware of the information we collect and how we use it at all times. Continued use of the website will constitute your agreement to any such changes.

Disclosures

We do not share, sell or disclose to third parties any personal data disclosed to us.

We only disclose information about you: to the extent that we are required to do so by law; in connection with any legal proceedings or prospective legal proceedings; in order to establish, exercise or defend our legal rights.

Lindengate does not store financial information. Lindengate, its Trustees, employees and volunteers do not have access or retain financial information including credit card details.

Our website contains links to other websites. Please be aware that we are not responsible for the privacy practices of other websites. We encourage you to be aware when you leave our website and to read the privacy policies of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by us on our website.

Contact

If you have any questions at all about this statement, or about how we use and process your personal information, please do not hesitate to contact us by e-mail at info@lindengate.org.uk.