Leuchie House is committed to protecting your personal information and being transparent about what information we hold. Developing a better understanding of our stakeholders through their personal data allows us to better tailor our respite breaks to our guests' needs and to fundraise more efficiently, which ultimately helps us support more people, and their carers, living with the effects of a long term condition.
The purpose of this privacy notice is to give you a clear explanation about how Leuchie House collects and uses the personal information you provide to us directly, indirectly and through third parties.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. This notice explains:
- What information Leuchie House may collect about you;
- Where we collect that information from;
- Who has access to your data;
- How you can keep the information we hold up-to-date and change your preferences;
- Changes to this notice.
If you have any queries about this privacy notice please contact the Privacy Officer at Leuchie House, North Berwick EH39 5NRT or email: [email protected]
What information we collect and how we use it
The type and quantity of information we collect and how we use it depends on why you are providing it.
When you book a break at Leuchie we will ask you to complete a Pre-Admission Self-Assessment form giving us all the details required to provide you with personalised care that fully meets your needs. This information is managed separately to all other data provided to our charity, is treated confidentially and is stored securely.
When you request a Leuchie House brochure, or you phone or email us to ask for information about Leuchie breaks, we will usually take your name and contact details to be able to send you the information you need.
If you support us, for example, by making a donation, fundraising on our behalf, or taking part in an event, we will usually collect your name and contact details and, if appropriate, your bank or credit card details. We may also ask for Information relating to your health if, for example you are taking part in a high-risk event.
We will use this data to process your donation or support your fundraising, including processing gift aid; to keep a record of your relationship with Leuchie House; and to manage your marketing preferences.
We take great care to protect the privacy of the young people who engage with us through our website, at events and at schools. Our fundraising events also request specific information about a child or young person aged under 18, we will make very clear why we are collecting this information and how it will be used.
We want to make sure that you only receive information from us that you find of interest and in the way that you prefer to receive it.
If you opt-in to receive emails from us, we will contact you occasionally with information relevant to your relationship with Leuchie House. This may include information about Leuchie breaks, our forthcoming events, or ways you might choose to support us, as well as our monthly e-newsletter.
All our marketing emails have an option to unsubscribe or to change your mailing preferences.
If you have provided us with your postal address, we may send you information about Leuchie breaks, fundraising campaigns and details of how you can get involved in supporting Leuchie House.
Our printed direct marketing materials include information about how to request no more mailings from us.
In addition, you can get in touch with us at any time by phoning 01620 892864 or by emailing [email protected]
to change your contact preferences.
We do not sell or share personal details with third parties for the purposes of marketing. If however you attend an event run in partnership with another named organisation your details may need to be shared. We will make sure you are aware of this whenever that is relevant.
LEGAL BASIS AND LEGITIMATE INTEREST
When we collect and use your personal information, we will make sure this is only done in accordance with at least one of the legal grounds available to us under Data Protection law.
One of these is where we have obtained your specific consent to use your information for a previously notified purpose, such as to send you email marketing or to provide you with a product, service or information at your request.
Another is where we have a legal obligation to use or disclose information about you – for instance, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.
In certain instances, we may collect and use personal information where this is necessary in our legitimate interest as a charity, this includes being able to:
- send direct marketing material to enquirers, guests or supporters by post;
- conduct research to better understand who our guests, their carers and our supporters are in order to better target our marketing and fundraising activities;
- monitor who we deal with to protect our charity against fraud, money laundering and other risks;
- maintain and administer our contact database and systems.
In all cases, we balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this privacy notice and that does not intrude on your privacy or previously expressed marketing preferences.
Where we process special category data, we will make sure that we only do so in accordance with one of the additional conditions for processing, such as where we have your explicit consent or you have made that information manifestly public. When we do this, we will tell you what special category data we are collecting and why.
Where we collect your information from
We collect information about you in the following ways:
WHEN YOU GIVE IT TO US DIRECTLY
You may give us your information in order to book a break, request information about Leuchie, sign up for one of our events, make a donation, or to allow us to use your story in our communications.
WHEN YOU GIVE IT TO US INDIRECTLY
We may also receive information about you from third parties, such as JustGiving or VirginMoney Giving or independent event organisers such as the London Marathon. This can include information such as your name, postal address, email address, phone number, your geographic location (for mobile devices), credit/debit card details and whether you are a tax payer so that we can claim Gift Aid.
WHEN YOU GIVE PERMISSION TO OTHER ORGANISATIONS TO SHARE IT
Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter, you might give us permission to access information from those accounts or services.
WHEN YOU USE OUR WEBSITES OR APPS
Like most websites, we use 'cookies' to help us make our site - and the way you use it - better. Cookies mean that a website will remember you. They're small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier - for example by automatically filling your name and address in text fields.
In addition, the settings on the type of device you use to access our website, our online adverts, our videos on YouTube or other apps may provide us with information about your device. This can include details of what type of device it is, what specific device you have, what operating system you're using, and what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
The Leuchie website uses a cookie for Google Analytics. It does not capture or store personal information, but merely logs the user's IP address which is automatically recognised by the web server. This is used to record the number of visitors to our site and volumes of usage. For more information about Google Analytics visit the Google Analytics website.
If you do not wish to accept cookies on to your device you can disable them by adjusting the settings on your browser. However, this will affect the functionality of our website.
We also use tracking pixels to track and improve the user experience on our website, social media, email campaigns and other digital marketing activity.
WHEN YOU USE AMAZON ‘ALEXA’ SMART SPEAKERS AT LEUCHIE
Amazon smart speakers are used in common rooms at Leuchie enabling guests, visitors and staff to play music, quizzes, etc. for entertainment. The smart speaker records voice when the ‘wake’ word Alexa is spoken, as in ‘Alexa, play BBC radio 4’. Amazon servers process the voice data to perform an action, and store the voice recording on their servers. A few Leuchie staff have access to the Alexa app where they could review what was asked in the Alexa app history. Voice recordings older than 3 months are automatically deleted through the Alexa app, as set out in our Data Retention Policy.
Smart speakers will also be installed in guest rooms if they opt to use them, and guests who want to use Alexa in their room will be made aware of what happens to voice data collected by Amazon and asked to sign a consent form for use prior to their visit.
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details, and that your information is only accessible by appropriately trained staff, volunteers and contractors.
Where we use third parties to provide a service to us and they need to process our data, we require them to comply strictly with our data protection procedures and ensure appropriate controls are in place.
We may need to share your details with your social worker and GP or medical professional. We also if required, may have to disclose information to police, regulatory bodies or legal advisors[BE4] .
We will only ever share your data in other circumstances if we have your explicit and informed consent.
Keeping your information and your rights
We keep your personal information only for as long as required to operate the service in accordance with legal requirements, and with tax and accounting rules. Where your information is no longer required, we will ensure it is disposed of in a secure manner.
The accuracy of your personal information is important to us. You can ask us to update or change the information we hold at any time. You can get in touch using any of the means below.
You have a right to ask us to stop processing your personal data. If it is not necessary for the purpose you provided it to us for (for example processing your donation or registering you for an event) we will do so.
You also have a right to ask for a copy of the information we hold about you, and to have any inaccuracies corrected.
If you wish to exercise these rights, please send your request to the Privacy Officer, at the address below. You must provide two forms of valid identification in order that we can verify your ID. We will respond to your request within one month of receiving your request or verifying your ID, whichever is the later. If you have any questions please contact [email protected]
or phone 01620 892864.
Changes to our privacy notice
We may change this privacy notice from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on the Leuchie House website or by contacting you directly.
Complaints, compliments or comments
If you are unhappy with our work or something that we have done or failed to do, please let us know so we can take action wherever possible. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services.
For anything related to this privacy notice please contact the Privacy Officer, Leuchie House, North Berwick, East Lothian EH39 5NT. Phone: 01620 892864. Email: [email protected]
Updated November 2020