1 Introduction
Loughborough Town of Sanctuary is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store, and protect personal information when you engage with our organisation.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2 Who We Are
Loughborough Town of Sanctuary is a registered charity dedicated to creating a culture of welcome, inclusion and support for refugees, people seeking sanctuary and other members of the local community.
For the purposes of data protection legislation, Loughborough Town of Sanctuary is the Data Controller for the personal information we process.
3 Information we may Collect
Personal Information
- Name
- Address
- Email address
- Telephone number
- Date of birth
- Emergency contact details
Support and Service Information
- Information relating to support needs
- Referral information
- Records of participation in activities
- Correspondence and communications
Special Category Information
Where necessary and lawful, we may collect:
- Ethnicity
- Religious or cultural information
- Physical or mental health information
- Accessibility requirements
Volunteer, Trustee and Staff Information
- Recruitment information
- References
- Training records
- DBS information where applicable
Donor and Supporter Information
- Donation records
- Gift Aid declarations
- Communication preferences
4 Why We Collect Information
We use information to:
- Deliver services and support
- Respond to enquiries and referrals
- Safeguard children and adults at risk
- Manage volunteers, trustees and staff
- Administer activities and events
- Monitor and improve services
- Meet legal and regulatory obligations
- Apply for grants and funding
- Communicate with supporters and donors
- Maintain appropriate records
5 Lawful Basis for Processing Personal Data
The lawful basis we rely upon may include:
- Consent
- Legitimate Interests
- Contract
- Legal Obligation
- Vital Interests
Where special category data is processed, we will identify an additional lawful condition under Article 9 UK GDPR.
6 Sharing Your Information
We will only share information where necessary and appropriate.
Information may be shared with:
- Funding organisations (usually in anonymised form)
- Partner organisations involved in providing support
- Local authorities
- Health and wellbeing services
- Safeguarding agencies
- Emergency services
- Regulatory bodies where required by law
Information will only be shared where there is a lawful basis for doing so.
7 Data Security
We take reasonable steps to protect personal information including:
- Secure storage systems
- Password-protected devices
- Restricted access to information
- Secure disposal of records
- Staff and volunteer confidentiality requirements
8 How Long We Keep Information
Personal information will only be retained for as long as necessary and in accordance with our Data Retention Schedule.
Information that is no longer required will be securely deleted or destroyed.
9 Your Rights
You have the right to:
- Be informed about how your information is used
- Access information held about you
- Correct inaccurate information
- Request deletion of information in certain circumstances
- Restrict processing
- Object to processing
- Request data portability where applicable
- Withdraw consent where consent is relied upon
10 Complaints
If you are unhappy with how your information has been handled, please contact Loughborough Town of Sanctuary in the first instance.
You also have the right to complain to the Information Commissioner’s Office (ICO). www.ico.org.uk
11 Contact Details
For questions about this Privacy Notice or your personal information, please contact:
Loughborough Town of Sanctuary
- Email: ltos@loughborough.cityofsanctuary.org
- Phone: 07308 424759