Privacy Policy

The security of your data is important to us. Find out what personal data we collect, how we use it, and how we keep it secure

1. Principles

Looking after your data is something we take seriously. We want everyone who supports us, or is supported by us, to feel that the personal information they share will be used responsibly.

We will

  • We only use personal information in the ways you have agreed to or that we are legally obliged to.

  • We will keep you up to date with our work, including information about our services, raising awareness, promoting understanding as well as our fundraising activities through our Newsletter.

  • But we only use your personal information to do this if you have given your consent for this.

  • We will make it easy for you to tell us how you want us to communicate with you, including how to opt out from future communications.

  • We will never release your information to organisations outside Improving Lives Notts for their marketing purposes.

  • We safeguard your personal information through security policies and secure business processes.

  • We will always provide easy ways for you to contact us through our Contact Page and Social Media channels. If you have any queries about Data Protection, we are happy to chat with you about it. Email us at info@improvinglivesnotts.org.uk or visit our Contact page.

2. How we collect personal information

We may collect personal information from you when you come into contact with Improving Lives Notts. This might happen for a number of reasons. For example, if you enquire about our services, sign up to our Newsletter, make a donation to us, apply for a job or volunteering opportunity, offer to partner with us, or otherwise provide us with personal information. This may be when you phone us, email us, go onto our website, post or message on our social media channels through the post, or in person.

3. What information do we collect?

The personal information we collect might include your contact details such as name, date of birth, email address, postal address and telephone number, as well as other information you provide in any correspondence between us.

4. How we use your personal information

We may use your personal information to:

  • Provide you with the support and information about other relevant services you’ve asked us for; whether this be over the phone by email or via another form of communication.

  • Provide or administer activities relating to all our services: updating you with important administrative messages, to help us identify you when you contact us, and help us to properly maintain our records.

  • Improve your experience with us. We may use your information to enhance the service that our staff provide, to support you to fundraise for us and Gift Aid declarations, to improve our information and communications.

  • Provide you with information about our plans. If you subscribe to our newsletter, this may be informing you about new or enhanced services we offer, and may include fundraising updates. We will only do this either with your consent, where we need to fulfil a contract or service with you, or where we believe you will expect to be updated and contacted by us. You can ask us at any time to change how we contact you, simply contact info@improvinglivesnotts.org.uk

  • We may need to disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).

About sensitive information we hold:

If you contact us through our phone number, through social media, or in other more general communications with us such emails, you may choose to provide details of a sensitive nature.

We will only only use this for the purposes of dealing with your enquiry. We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others, children contacting us and sharing serious issues.

If you provide us with any sensitive personal data by telephone, email or by other means, we will treat that information with extra care and always in accordance with this Privacy Policy and our Data Protection Policy.

Your personal information and details of the enquiries received are stored for no longer than is necessary for the purposes of its use.

5. How long we keep your personal information

We store data securely for a maximum of 6 years in line with our Data Protection Policy, which you can find on our Policies page.

6. Who sees your personal information?

The personal information we collect about you will be used by our staff and volunteers at Improving Lives, so that they can support you and possibly pass onto legal and regulatory authorities if required to by law. We will never share your personal information with organisations so that they can contact you for any marketing purposes.

7. Your information security

We take the security of your personal information extremely seriously.

We’ve implemented appropriate physical and technical measures to protect the personal information we have under our control, both online and offline, from improper access, use, alteration, destruction and loss.

We protect your personal information in the following ways:

  • Offline, your personal information is kept and locked securely in our office.

  • Online, all sensitive information is secured on 2 Factor Authenticated Databases.

  • Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that websites linked to our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites.

8. Your Rights

You have various rights in respect of the personal information we hold about you, which are enshrined in the Data Protection Act and General Data Protection Regulations. These are detailed below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting our team at Improving Lives Notts:

  • In writing at 61b Mansfield Road, Nottingham, NG1 3FN

  • By email at info@improvinglivesnotts.org.uk

  • By phone on 0115 9348411.

  • You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/.

Access to your personal information

You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, and how long we keep it for You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.

Right to object

You can object to our processing of your personal information 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. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.

Consent

If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.

Rectification

You can ask us to change or complete any inaccurate or incomplete personal information held about you.

Erasure:

You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

Portability

You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

Restriction

You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

For more information, please see our Data Protection Policy on our Policies page.