Our contact details:

The Lewy body Society

Unity House, Westwood Park, Wigan, WN3 4HE

T: 01942 914 000 | E: info@lewybody.org | W: www.lewybody.org

Date of Privacy Notice: May 2022 | Review Date: May 2023

Introduction

Under the UK General Data Protection Regulation (UK-GDPR), The Lewy body Society is obliged to inform individuals how we use their personal data and why. This privacy notice outlines what data we collect from you, why we need it and how it is processed when you take part in a fundraising event or donate to the charity through the various platforms we use. You will also find details of your rights as individuals under the UK-GDPR.

This privacy notice is aimed at individuals, groups and organisations that support The Lewy body Society by raising funds and awareness via donations, sponsorship, or marketing.

Data Controller

The Lewy body Society is the Data Controller for the personal information that we process about you; this means that we are responsible for the data we collect and make decisions on how your data is processed.

Although the charity is not required to appoint a Data Protection Officer, we have assigned a responsible person to act as a point of reference for data protection related queries. Any questions regarding the processing of your personal data should be directed to our Data Protection Representative (DPR):

N: Jacqueline Cannon | T: 01942 914 000 | info@lewybody.org

The type of personal data we collect & why?

Depending upon your method of supporting our charity, The Lewy body Society will collect some or all of the following categories of personal data from you when you choose to donate or fundraise for us:

• Your full name for identification purposes.
• Your postal and email address along with a contact number for correspondence purposes; we require your postal address should you wish to add ‘Gift Aid’ to any donations.
• Your credit / debit card or bank account details dependent upon the payment method; this information will typically be processed by one of our third-party payment processors and not stored by the charity.
• Images taken as part of fundraising activities including photographs and videos to share on the charity website, social media platforms and other publications to celebrate your achievement and raise awareness of our charitable cause. (Consent will be sought prior to use).
• Your expressions and thoughts should you wish to take part in raising awareness for the charity or be included on the ‘In Memory’ section of our website. (Consent will be sought prior to use).

The Lewy body Society do not process any special categories of personal data for donors and fundraisers.

How do we get your information?

Most of the personal data that we process is provided directly by you when you register to support the charity, donate, or purchase an item from our online store. We may also receive basic personal data indirectly from our fundraising partners when you choose to support the charity through them.

Our lawful bases and purposes for processing your personal data

Under the UK-GDPR, The Lewy body Society must have a lawful bases to process your personal data. We currently rely on the following lawful bases to process the personal data of donors and fundraisers:

• We have a contractual obligation to process your data to fulfil the payments you make to us.
• We have a legal obligation to provide your name and postal address should you wish to add ‘Gift Aid’ to any payments to us.
• You have provided your consent for us to process your data for marketing purposes. This will typically include the sharing of your images and the use of your email address to receive our newsletter.

Withdrawing consent

Where we have asked for your consent to process personal data, you have the right to withdraw this consent should you change your mind at any point by emailing: info@lewybody.org. You can also unsubscribe from our newsletter by clicking the ‘unsubscribe’ link at the bottom of our emails.

Who we share your data with?

The Lewy body Society utilise third party providers to process the different types of support and donations that we receive whether you are making a direct donation or contributing to a sponsored fundraising event. The charity currently uses the following third parties for fundraising purposes:

• PayPal (website donations and webstore purchases)
• Just Giving
• Facebook
• Give as you Live

The Lewy body Society do not receive any financial information when you donate using the platforms listed above. In most cases, you will input the information directly into the system and the charity will receive the payment amount and your name as reference only along with your postal address if you purchase an item.

Gift Aid

Some of the donation platforms utilised by the charity offer donors the opportunity to partake in the ‘Gift Aid’ scheme which is a government initiative to boost your donation amount; the charity can claim an extra 25p per £1 donated. It is a legal obligation to provide your name, address and postcode so that the Government can process Gift Aid.

Most online platforms such as ‘PayPal’ and ‘Just Giving’ will offer you the opportunity to register for ‘Gift Aid’ at the time of donating. If you are donating using one of our sponsorship forms, you will need to complete your details on the form and tick the box to agree to us providing said details to HMRC as part of the Gift Aid process. The charities accountancy provider processes all gift aid returns on our behalf.

Any third parties used by the charity are compliance checked to ensure that the company processing adhere to the same high standards and security levels in place at The Lewy body Society. The charity only processes your personal data with third parties if it is necessary for our operations.

Public

As part of our fundraising efforts, The Lewy body Society may share your name, images, and support messages in the public domain with your full and explicit consent. Popular methods include:

• Our social media pages (Twitter, Instagram, Facebook & LinkedIn)
• Our website
• Publications such as newsletters and printed marketing materials
• Newspaper and media channels

The Lewy body Society will clearly explain how your personal data will be used at the time of obtaining your consent.

Transferring data internationally

The Lewy body Society do not routinely transfer your data outside of the United Kingdom (UK) unless the law or our policies allow us to do so. Sometimes our third-party providers will store information on servers outside of the UK, where this is apparent, we will ensure that providers do so in line with data protection legislation.

How we store your personal information

Any personal data provided to the charity as part of the donation and fundraising process is stored securely on our filing system. Information held electronically is password protected and only accessible to our staff on a need-to-know basis. Similarly, physical documentation is securely stored in a locked cabinet with strict access controls in place.

The Lewy body Society have a retention schedule in place to ensure your data is only kept if it is necessary to fulfil the purpose it was collected for.

Your data protection rights

Under data protection law, you have the following rights in certain circumstances:

• Your right of access – You have the right to ask us for copies of your personal information.

• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

• Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

• 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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one calendar month to respond to you.

If you would like to exercise any of your rights, please contact us.

Complaints

If you have any concerns about our use of your personal information, it would be very much appreciated if you could contact us in the first instance to allow us an opportunity to resolve your complaint.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk