We are a “data controller” for the purposes of the Data Protection Act 2018 and the EU General Data Protection Regulation 2016/679 or replacement legislation. This means we are responsible for and control the processing of your personal information.
For further information on our privacy practices you can contact us by emailing us at firstname.lastname@example.org or writing to us at Leeds Carnival HQ, 82 Sheepscar Street North, Leeds LS7 3AF.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues by visiting their website (www.ico.org.uk) or calling them or call their helpline on 0303 123 1113. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
How we collect information from you
We collect information from you in various ways as follows:
- Direct Interaction: when you ask us about our activities, register with us for an event or training, register a troupe, make a donation to us, apply to volunteer with us or apply for a job or to supply services to us or otherwise provide us with your personal information including visiting our website.
- Interaction through third parties: for example if you donate through our Just Fund Me (or similar) page, purchase a ticket for an event from Ticket Source or one of our suppliers or otherwise interact with other third parties we work with (such as troupes involved in LWIC events) and provide your consent for your personal information to be shared with us.
The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you that you have given to us while making a donation, registering for an event, or any of the other ways you choose to interact with us as follows:
- Identity Data includes your first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes postal address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- To process donations or other payments, to claim gift aid on your behalf and verify any financial transactions.
- Where we need to perform a contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation or valid request from a competent authority. This includes in order for us to comply with the Charities (Protection and Social Investment) Act 2016 and in order to follow the recommendations of our regulator, the Charity Commission, who requires us to identify and verify donors who make substantial gifts so we can assess any risks in accepting such gifts.
- To provide services or goods you have requested, including the registration of a troupe, participation in one of our events or training programmes.
- To keep a record of your relationship with us.
- Where you volunteer, to administer the volunteering arrangement.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, or to provide you with goods or services and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, sign you up for a particular event, process your donation or to provide you with goods or services).
Keeping your personal data safe
Security: We have in place appropriate measures to protect the personal information we have under our control from improper use both on and offline including from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those Trustees, employees, workers, volunteers, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Retention: We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
Sharing your personal data
The information we collect from you will primarily be used by our Trustees, employees, workers and volunteers to support you in participating in the activities that LWIC carry out.
We may also work with third-parties to deliver our services to you. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
YOUR LEGAL RIGHTS
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Please note that some of these rights may only apply in certain circumstances