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Privacy Statement

Liverpool Charity and Voluntary Services (LCVS), its programmes and projects take your data rights very seriously and as such this privacy statement details what we record, why we record it, where we store it and how you can request changes to it.

We do not, and never will, sell your data for marketing purposes. We will only use it in the manner you have allowed us to, so we can deliver the services you have requested.

Our privacy statement tells you what to expect when we collect personal information.

Who are we?

In this statement, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to LCVS (Liverpool Charity and Voluntary Services) and all projects.

Your acceptance of this statement

By using our website, social media pages, accessing an event, accessing a service or providing your information, you consent to our collection and use of the information you provide in the way(s) set out in this statement. If you do not agree to this statement, please do not use our sites, social media pages or services.

Changes to this privacy statement

We regularly review our privacy statement. Any updates will be posted on our website and will apply from when they are updated on the website. Anyone that we are in contact with will be informed if there are major changes.

What is personal data?

‘Personal data’ means any information that identifies a living person. This can include name, address, phone number or email address.

It also covers our use of any personal information you provide to us. This may be by phone, text message (SMS), email, social media, letter and other correspondence, and in person. It can include IP addresses and other technical identifying information.

What is sensitive personal data?

‘Sensitive personal data’ is data consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation. We only collect this sensitive data if we have a legitimate interest. None of this data will be used in a way that could harm you as an individual and will only be used for anonymised statistical reporting.

People we collect information on

We need to collect and use your personal data if you contact us for any reason, including if you are a:

  • Member of LCVS
  • Member of our online community
  • Stakeholder or partner
  • Visitor to our website
  • Someone who connects with us through social media platforms
  • Someone who accesses one of our projects
  • Volunteer or prospective volunteer
  • Employee or prospective employee of LCVS
  • Supplier or prospective supplier to LCVS
  • Journalist, member of the media or someone who publishes or broadcasts to the public
  • MP, other parliamentarian or representative, including councillors
  • Person within the voluntary sector who works with us
  • Person from an organisation that wishes to work with us or ask us for support or information.

How your records are used

The employees of LCVS may use your information to:

  • Communicate with you as a stakeholder, partner or user of our services
  • Respond to your enquiry or request for information
  • Provide you with the service or membership you have requested
  • Process sales or donations and verify financial transactions
  • Provide a personalised service to you when you visit our website. This includes the use of cookies if you agree to their use
  • Keep a record of any contact we have with you
  • Enable third parties, working for us, to carry out technical or logistical functions for us
  • Carry out research on the demographics, background and interest of our stakeholders, partners and users of our services. This is to get a better understanding of you and to improve our services
  • Tell you about the things you have told us you are interested in – if you have given us permission to inform you of relevant areas of interest
  • Help you with any problems you may be experiencing with a form or our website. We may also do this if you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form
  • Prevent or detect fraud.

Others may need to use records about you to:

  • Protect you or others from harm
  • Check the quality of the service provided
  • Help investigate any concerns or complains you or your family have about the service you receive
  • Manage the organisation
  • Help with planning and research

How we share your information

When we provide you with a service/s, we will share your record with the people providing you with a service or checking the quality of your service (unless you have asked that we limit how we share your record). We will not share information that identifies you for any reason other than providing your services, unless:

  • you ask us to do so;
  • we ask and you give us specific permission;
  • we have to do this by law;
  • we have special permission because the public good is thought to be of greater importance than your confidentiality.

We may on occasion share your information with partner agencies who deliver additional services that are likely to be beneficial to you; we will usually seek your specific permission to do this. If we share information without your permission, we will make sure that we keep to the General Data Protection Regulation 2016, Data Protection Act 2018, Human Rights Act 1998 and the common law duty of confidentiality and national guidelines on best practice.

How we collect data

We may collect and store information about you whenever you interact with us. For example, when you book a meeting room at 151 Dale Street, register for an event, apply to become a member, subscribe to our mailings or submit an enquiry. Other examples include if you register for our services, apply for a job or volunteering opportunity, or otherwise give us any other personal information.

We may also receive information about you from third parties for a specific purpose. However, this will only happen if you have given them permission to share your information.

Complying with the Data Protection Act

Data Protection Act principles require us to process personal data fairly and lawfully. We will offer you choices about the way you are contacted. We will also be clear about how we will use your information. We will make sure that the reason for collecting information is lawful. As required by law, we have informed the Information Commissioner’s Office (ICO) why we collect and process data.

We only hold data about you that is enough for our purpose and that of our funders, nothing more. We work to make sure the data we hold is accurate and up to date. Accuracy is checked when data is recorded, for example through confirmation pages.

We only hold personal data as long as necessary. However, we may need to keep personal data on you even if you have requested no further contact. This is so that we can make sure we don’t contact you about an activity.

We have systems in place to safeguard your personal data. Access to written and electronic personal data is restricted and has a level of security depending on the sensitivity of the data. No sensitive data linked to a person’s name or address is transported off-site from our offices, unless it is either securely locked, password protected or encrypted.

When we destroy your information

The length of time we keep your records is dependent on the nature of the service provided. We will remove your information from all LCVS sources in line with our Data Retention Schedule.

Your rights

You have the right to confidentiality under the Data Protection Act 2018 (DPA), the Human Rights Act 1998, the General Data Protection Regulation 2016 and the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also apply).

You also have the right to ask for a copy of all records we hold about you via a Subject Access Request (SAR). Your request must be made in writing and you will need to give adequate information (for example full name, address, date of birth, etc). We will generally provide this information free of charge and are required to respond to you within one month. You will be required to provide identification before any information is released to you.

You have the right to rectify your information; if you think anything in your record is inaccurate, please approach the person in charge of your service.

You have the right to restrict how we process your information and you can also request that we remove your information altogether.

You have the right to be informed, LCVS will tell you what data of yours is being collected, how it’s being used, how long it will be kept and whether it will be shared with any third parties. As outlined in this privacy notice.

You have the right of portability, you can request that LCVS transfer any data that it holds on you to another company.

You have the right to object, you may challenge certain types of processing, such as direct marketing.

You also have rights related to automated decision making including profiling: you can ask organisations to provide a copy of its automated processing activities if you believe the data is being processed unlawfully. LCVS do not operate automated processing activities.

Marketing communication preferences

If you have given us permission to contact you about news and information, our work or ways to support us, we will make sure that you can opt out of receiving marketing communications. At the first reasonable opportunity, you will be offered the chance to opt out of hearing from us. You will be able to say ‘no’ to contact by mail, telephone, text or email.

If at a later date you complete another form, giving different contact preferences, we will use those you have given most recently. Every time we contact you in the future we will give you the chance to update your communication preferences.

Giving your data to other organisations

We use third parties to handle some of our services on our behalf, as allowed under the Data Protection Act. These organisations are only allowed to use your personal information for the specific purpose they have been contracted for. For example, this could be to process and store the data we hold on you.

We have also stated in our Information Commissioner’s Officer (ICO) registration that we will not transfer data outside the European Economic Area.

We always transfer your personal data securely – through a secure FTP (File Transfer Protocol) website, or as a password-protected file. We will never swap or sell your data to another organisation for them to use for marketing purposes.

Sensitive data

We have legitimate interests for collecting sensitive data. It helps us to achieve one or more of our charitable aims. For example, we can demonstrate we are not discriminating against any section of society. None of this data will be used in a way that could harm you as an individual and will only be used for anonymised statistical reporting.

Use of media and consent

Media consent applies to:

  • Photographs
  • Video footage
  • Still images taken from video
  • Sound recordings
  • Quotes and case studies submitted (spoken or written, including web form submissions)
  • Whether or not we took the material, commissioned it or it was submitted by a third party.

If you give consent to the use of media, we may use it as follows:

  • On our website or other websites
  • On social media and video-hosting platforms (for example Twitter, Facebook, Instagram and YouTube)
  • In our information materials, such as leaflets, presentations, posters or fundraising material
  • For broadcast and radio interviews
  • For written press articles.

Expiry of consent

Material will only be used, printed or published for as long as consent has been given and will be kept for as long as necessary.

  • Consent can be withdrawn at any time in which case every effort will be made to withdraw from use and they will not be used in the future
  • After expiry of consent photographs, videos or audio recordings etc. will be:
    • Deleted from photographic libraries or other storage and not reused in publications etc.
    • Withdrawn from use from web use and other similar environments
  • We are unable to guarantee that we can withdraw from use images, videos or quotes that have been published prior to withdrawal of consent although all reasonable steps will be taken to do so
  • We will take all reasonable steps to make sure that content used for our web sites, publications and materials is not used by third parties without our permission. However, we cannot guarantee that third parties will always request our consent
  • At some of our events other photographers not employed or associated with us may take and distribute photographs etc. These may be journalists, other event attendees or casual passers-by. The use of these images etc. are beyond our control.

Job applicants, current and former LCVS employees

When people apply to work at LCVS, we use the information they supply to us to process their application and to monitor recruitment statistics. When we want to disclose information to a third party, we will not do so without telling the person in advance unless the disclosure is required by law. For example, we may need to take up a reference or obtain a ‘disclosure’ from the Disclosure and Barring Service.

Personal information about unsuccessful candidates will be held for 3 months after the recruitment exercise has finished. It will then be securely destroyed or deleted. We keep de-personalised statistical information about applicants to help inform our recruitment activities. However, no individuals can be identified from that data.

Once a person has taken up employment with us, we will compile a personnel file about their employment. The information in this file will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with us has ended, we will keep the file as required by our retention schedule and then securely destroy or delete it.

Your data on our website

If you use any of the email facilities or forms on any of our sites, we will capture your email address, your name and, where relevant, your postal address. This means we can respond to your request, enquiry or order. We will ask if you want to opt in to being contacted in the future by email.

Information is automatically provided on your browsing behaviour through the use of cookies on our site. This information does not enable us to identify you personally. However, it does allow us to track usage of our site so that we can improve it.

We use standard third-party web analytics services (such as Google Analytics) to collect anonymous information about your computer, including your IP address, operating system and browser type. This includes for example the number of users viewing pages on the site, but it does not identify you individually. This means we can monitor and report on the effectiveness of the site and help us improve it. If visitors want to post a comment on our sites, we require visitors to enter a name and email address.

We may temporarily retain any data that you provide on the website, even if you do not complete your enquiry. Such contact details and data may be used to contact you to enquire if you require any assistance but for no other purpose.

E-newsletters

We use CiviCRM to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies. This includes clear gifs to help us monitor and improve our e-newsletter.

Website hosting

We use a third-party service to host our website. The site is hosted with: GMCVO Databases, St Thomas Centre, Ardwick Green North, Manchester, M12 6FZ, who have a data centre in Manchester.

People who contact us through social media

If you send us a private or direct message through social media, the message will be stored in line with our data retention policy. It will not be shared with any other organisations.

Accessing information held about you

We will assist you if you want to see the information we hold about you. A request should be made in writing, by letter or by email, to info@lcvs.org.uk. In most cases, we will reply to a request within a month. We may need to extend this period for particularly complex requests.

Incorrect data can be changed, blocked or destroyed. You also have a right to prevent us processing your data for marketing or if it is likely to cause distress.

If you have already requested and received this information, there will need to be a reasonable period of time before you can request the information again.

Changing your communication preferences

You can change your communication preferences at any time. You can choose whether we contact you by mail, telephone or email. You can also choose whether or not you receive our email Broadcasts.

Just contact us by phone on 0151 227 5177, in writing or by email to info@lcvs.org.uk or via our website at https://www.lcvs.org.uk/contact-us/

Asking for your data to be deleted

You can ask us to stop using your personal data at any time. However, we may keep the personal data of people who have requested no further contact. This is so that we can make sure we don’t include them in any future activity. We may also need to keep data about activities, events etc. to demonstrate outcomes to funders. However, if requested we will anonymise the data held on our systems.

The remit of this statement

This privacy statement does not cover information gathered on other websites outside our control.

How to contact us

Requests for information about our privacy statement can be emailed to info@lcvs.org.uk or by writing to:

Data Protection Compliance
LCVS
151 Dale Street
Liverpool
L2 2AH
United Kingdom

For a more detailed list of what information we collect and how it is used you can visit the Information Commissioner’s Office (ICO) website and view our registry entry. Our registration number is Z6766839.

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