Lanark Community Development Trust

Lanark Community Development Trust (LCDT) customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain

Contact details

Email

lcdtadmin@lanark.co.uk

Phone

01555 728 329

Our website address is: https://lanarktrust.co.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third-party referrals:

Names and contact details
Addresses
Emergency contact details
Right to work information
Health information (including medical conditions, test results, allergies, medical requirements and medical history)
Dietary information (including allergies and health conditions)

We collect or use the following information to receive donations or funding and organise fundraising activities:

Names and contact details
Addresses

We collect or use the following personal information for service updates or marketing purposes:

Names and contact details
Addresses
Marketing preferences

We collect or use the following personal information for recruitment purposes:

Contact details (e.g. name, address, telephone number or personal email address)
Date of birth
National Insurance number
Employment history (e.g. job application, employment references or secondary employment)
Education history (e.g. qualifications)
Right to work information
Details of any criminal convictions (e.g. Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Lanark Community Development Trust processes personal information where necessary to provide services, activities and programmes to participants, volunteers, customers and service users. This may include names, contact details, emergency contact information, relevant health or accessibility information where voluntarily provided, and details required to facilitate participation in workshops, events or other activities. We may also process personal information when engaging third-party contractors, consultants or service providers to support the delivery of our services. Information is only shared where necessary to deliver a specific service or activity and is limited to the minimum required for that purpose. The processing of this information benefits both the organisation and those using our services by enabling us to communicate effectively, deliver activities safely, respond appropriately in emergencies, meet our duty of care obligations, and ensure services are accessible and suitable for participants needs. We recognise the importance of protecting individuals privacy and only collect information that is necessary for the provision of services. Personal information is stored securely, access is restricted to authorised personnel, and information is retained only for as long as required. Any sharing of information with third parties is carried out in accordance with data protection requirements and only where there is a legitimate need to do so. When an individual is no longer participating in our activities, volunteering with the organisation, receiving services, or engaged under contract, their personal information is removed at their request or within 12 months of their involvement or contractual relationship ending, unless we are required by law to retain it for a longer period. As the information collected is limited, used solely for service delivery and safety purposes, protected by appropriate security measures, and retained only for as long as necessary, we consider the impact on individuals’ privacy to be low and proportionate to the benefits of providing safe, effective and accessible services.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Lanark Community Development Trust receives donations and funding to support its charitable activities and community projects. In some cases, we collect limited personal information from donors where they have provided their consent for us to acknowledge and recognise their contribution. The collection and use of this information benefits both the organisation and donors by enabling us to thank supporters appropriately, maintain accurate records of contributions, and demonstrate the community support received for our work. We only collect the minimum information (the name of the donor and amount donated) for these purposes and do not use it for unrelated activities. To protect individuals privacy, donor information is stored securely and is only retained where consent has been given for recognition purposes. Personal details are not shared with third parties without permission, and donor information is not retained once the donation has been processed and, where relevant consent has been given, any agreed recognition has been completed. As only limited information is collected for a specific purpose and retained for the shortest period necessary, the impact on individuals privacy is minimal and does not outweigh the benefits of recognising and recording charitable support.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Lanark Community Development Trust process limited personal information, including names, postal addresses, email addresses and telephone numbers, to provide service updates and communications that are relevant to members and supporters, of Lanark Community Development Trust and Friends of Castlebank. This processing is necessary to keep members informed about organisational activities, events, projects, membership renewals, benefits and opportunities to engage with or support our work. For Friends of Castlebank members, contact details are used to distribute the quarterly Friends of Castlebank Newsletter and other updates directly related to the aims and activities of the organisation. The processing benefits both the organisation and members by ensuring that individuals receive only information they have consented to as part of their membership or engagement with the organisation. We only use the minimum amount of personal information necessary for these communications and do not share personal data with third parties for their own marketing purposes. Personal information is stored securely, access is restricted to authorised personnel, and individuals can opt out of non-essential communications at any time. As the information used is limited to basic contact details and is only used for relevant organisational communications, the privacy impact is low and is balanced by the benefit of keeping members and supporters informed about matters that directly relate to their involvement with Lanark Community Development Trust and Friends of Castlebank.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Lanark Community Development Trust processes personal information for recruitment purposes to assess applications for employment, voluntary positions, apprenticeships, placements and other opportunities within the organisation. This may include names, contact details, employment history, qualifications, references and any other information provided as part of the application process. Where appropriate and relevant to the role, we may also collect emergency contact details and health information that is necessary to fulfill our duty of care, make reasonable adjustments, support accessibility requirements, or ensure the health, safety and wellbeing of applicants, staff and volunteers. The processing of this information is necessary to enable the Trust to identify suitable candidates, verify qualifications and experience, arrange interviews, communicate with applicants throughout the recruitment process, and ensure appointments are made fairly and appropriately. This benefits both the organisation and applicants by supporting a transparent, efficient and merit-based recruitment process while ensuring that any support needs can be identified and addressed. We only collect personal information that is relevant to assessing an individual’s suitability for a role and use it solely for recruitment-related purposes. Access to applicant information is restricted to authorised personnel involved in the recruitment process, and information is stored securely. Personal information relating to unsuccessful applicants is retained only for as long as necessary and is then securely deleted, unless the individual has agreed that their details may be retained for consideration for future opportunities. Information relating to successful applicants is transferred to their personnel record where appropriate and managed in accordance with our employee and volunteer data retention procedures. Emergency contact and health information is only retained where necessary for employment, volunteering or placement purposes and is reviewed regularly to ensure it remains accurate and relevant. As the information collected is limited to that required for recruitment, health and safety, and accessibility purposes, and is processed with appropriate safeguards in place, we consider the impact on individuals’ privacy to be low and proportionate to the legitimate interest of recruiting suitable staff and volunteers to deliver the Trust’s charitable activities and community services.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you
Councils and other public sector organisations

How long we keep information

Information is kept, if the contract is ongoing, with all party’s consent. Where there is no contract in place, the contract has ended or when consent is withdrawn relevant parties will be notified and information will be removed. If no response is received after 12 months following attempts to confirm continued consent information will also be removed.

Who we share information with

Others we share personal information with

Current employers

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: lcdtadmin@lanark.co.uk

Phone: 01555 728 329

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Comments

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An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

Media

Visitors to the website can download and extract any location data from images on the website.

Cookies

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When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

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Embedded content from other websites

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These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

What rights you have over your data

If you have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.