This privacy notice explains how we use any personal information we collect about you when you contact us by phone, email, letter, attend any of our events or when you use our website. We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices. Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.

Scope of this notice

The purpose of this notice is to give you a clear explanation of how LEAH collects and uses the personal information you provide us with. At LEAH, we take the security and privacy of your data seriously. We are committed to processing data in accordance with our responsibilities under the EU’s General Data Protection Regulation (GDPR), The Data Protection Act 2018 and other applicable laws.

In this privacy notice, we provide information about how we manage our data privacy and security obligations according to the above principles.

LEAH is exempt from registering with the Information Commissioner’s Office (ICO). However, all data we process must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.

Where consent is relied upon as a lawful basis for processing data, we keep evidence of opt-in consent together with your personal data. Where communications are sent to you based on your consent, you will always have the option to revoke your consent. Such option will be clearly available and systems should be in place to ensure such revocation is reflected accurately in our systems.

Clients

In the course of LEAH providing English support to you and monitoring and evaluating your needs, we collect and hold certain personal information about you. We will only do so with your explicit consent and in accordance with all applicable data protection legislation, including the General Data Protection Regulation.

Information collected

The personal information collected by us will be limited to that which is essential to allow us to provide the support you require and deserve.

This will include:

  • Names, gender, date of birth, addresses, telephone numbers and e-mail addresses.
  • Employment, ethnic origin, immigration status, date of arrival in the UK, languages spoken, marital status.
  • Data concerning health (such as mental health, domestic abuse, whether the client has a child on a protection plan or an assessment of need such as a CAF).
  • Details of any ancillary support services/agencies being used by you or your family.
  • Information from any individual/agency that has referred you to us.

How we will use your personal information and who it will be shared with

Internal

Our co-ordinator will discuss your support with the LEAH volunteer allocated to support you. Discussions take place in a confidential setting, for the purposes of supervision and to ensure the best possible support to you. Volunteers meeting together for peer support do not share information that may identify, or breach the confidentiality of you.

We may also use your details to:

  • Identify suitable opportunities for you
  • Record the support you have received from LEAH and the suggested next steps
  • Record the outcomes you have achieved
  • If applicable, providing updates to the organisation that referred you

External

Some of our clients choose to tell us about their experiences to further our work. This may include sharing sensitive personal information relating to their health and emotional wellbeing.

If we have the explicit consent of the individual we may use this information in materials promoting our campaigning and fundraising work, or in documents such as our annual report.

We will, on an anonymised basis, use your personal information to demonstrate the impact of our services. Any case study information shared will always be on anonymised basis unless we have further explicit consent from you.

We will share information with your referrer with your consent and inform the referrer when the support comes to an end.

We will share personal information with law enforcement or other authorities if required by applicable law (including, in line with our Safeguarding and Promoting the Welfare of Children/Safeguarding Adults at risks policies, where there are concerns about the safety or wellbeing of a child or adult at risk and it is considered necessary for their welfare and protection).

We will not share your personal information with any other third party without first obtaining your explicit consent.

Volunteers

If you are interested in volunteering with LEAH, you can contact us via the telephone, post or email. We request your personal information to enable us to provide our services to you or with you, and to update you on the charity news and events.

This will include:

  • Name, address, phone number, email address, gender, age grouping, ethnicity
  • Whether you speak any other languages, your present or previous occupation, relevant experience 
  • Bank account details when setting up expense claims

How we will use your personal information and who it will be shared with

Internal

Your details will be stored securely in hard copy and on our cloud-based database.

The information you provide on your application form will be used to make a decision about whether you will be accepted on to a LEAHs training course. You may be asked for information about your age, disability, gender, employment status and ethnicity (known as ‘sensitive personal information’) to help LEAH with equal opportunities monitoring. You are not required to give this information, but if you do we will use it for the purposes of managing your application and involvement with LEAH and equal opportunities monitoring only.

We will keep the personal information you provide to us during the application process confidential, unless we are required to disclose it in connection with a police investigation and/or we have reason to believe that you may present a risk of harm to others.

We will provide a reference for volunteers upon request.

External

We use MailChimp, Smart Survey and Eventbrite to send you organisation administrative information, sign you up to events and ask for your feedback on our service.

We may request sensitive personal information to help us with equal opportunities monitoring and funder statistical monitoring.

We may ask you for feedback of your experience and consent will be sought to share this with funders. We will only use first names if consented to by you.

We will only share your contact details with partner organisations with your consent.

Supporters

We request personal information with your consent to provide you with updates on our vital work and fundraising.

This will include:

  • Name, phone number, email address
  • Bank account details when making a donation
  • Details about your tax payer status when claiming gift aid

How we will use your personal information and who it will be shared with

Internal

Your details will be stored securely on our system if you have donated directly to us and retained for 7 years in line with HMRC guidance.

External

LEAH works with various external companies, who may collect, store or process personal information on our behalf. When we do this, we:

  • carry out checks on each company before we decide to work with them, to ensure that they have adequate safeguards in place to keep your data safe;
  • do not give them any rights to use your personal information except in accordance with our instructions;
  • require them to give us contractual assurances that they will comply with all data protection laws; and
  • make sure that your data is transferred to them securely.

Here are some examples of the companies that we may share your data with or that may have access to your data for the purposes of providing services to LEAH:

Our website & database providers: Voice online communications and Lamplight

Our fundraising partners: Local Giving

Our survey and ticketing providers: Smart Survey, MailChimp and Eventbrite

Some of the companies that we work with may be based outside of the European Economic Area. Where this is the case, we ask suppliers to provide additional evidence that they have the appropriate measures in place to ensure that your personal information is kept safe.

If you have made a Gift Aid declaration, we will need to disclose the information you have provided as part of our declaration to HMRC for the purpose of reclaiming Gift Aid.

We may disclose your personal information if we are requested to do so by a regulator or law enforcement bodies, or where we are otherwise required to do so by law. We may also need to share your information with external organisations in the case of suspected fraud or for the prevention or detection of other crimes.

We will never sell your personal information to other organisations to use for their own marketing purposes.

Fundraising and social media platforms

If you have donated to LEAH via an online fundraising platform such as Local Giving or have registered for a LEAH event or challenge through a third-party event organiser they will pass your information onto us to allow us to record and process your donation and/or administer your registration.

We will contact you to confirm that we have received your donation/register and to see whether you would like to keep in touch in the future. Make sure you read the fundraising platform’s/event organiser’s own privacy policy, as that will tell you how they use your information for their own purposes.

We will never sell your personal information to other organisations to use for their own marketing purposes.

Links to third-party websites

Our website may contain links to the websites of other organisations that we believe may be of interest. We are not responsible for the content of these websites and we recommend that you read the privacy policy for the relevant organisation before sharing any personal or financial information.

Marketing

If you have opted-in to hear about LEAH’s vital work and/or fundraising, we will send you information which may be of interest to you.

You have a right to stop us from contacting you for marketing purposes at any time. All our marketing emails contain unsubscribe links. You can also contact us at any time to request a change to your marketing preferences by contacting 020 8255 6144 or emailing admin@leah.org.uk.

How we collect personal information from you

  • Information you give us directly. When you sign up to our newsletter, donate money to us or by emails and correspondence
  • When you visit this website. We automatically collect technical information, including the type of device you’re using and your IP address, and how you navigate the website, e.g. length of visits to certain pages
  • Social media. When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you
  • Publicly available information

How long your personal information will be kept

We do not keep your information for longer than necessary. We keep financial information for seven years and we have an archiving policy for each area in which personal data is processed and review this process annually.

The archiving policy shall consider what data should/must be retained, for how long, and why. This is reviewed every six months.

Keeping your personal information secure

We have appropriate security measures in place to prevent your information from being accidentally lost, or used or accessed in an unauthorised way.

We take great care to ensure that our website has the highest security levels and that our suppliers are committed to best practice in digital security. However, the security of data transmission via the internet can never be 100% guaranteed, and data transmission is at your own risk.

We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your Rights

The data protection laws give you certain rights over your personal information and how we use it. These include:

  • the right of access to a copy of the information that we hold about you;
  • the right to ask us to correct inaccurate information that we hold about you;
  • the right, in certain circumstances, to object to specific uses of your data; and
  • the right, in certain circumstances, to request the information that we hold about you to be deleted.

For further information on each of these rights, including the circumstances in which they apply, visit the Information Commissioner’s Office (“ICO”) website at https://ico.org.uk/forthe-public/

If you would like to exercise any of the rights, please email, call or write to us using the details in ‘How to contact us’ below, let us have enough information to identify you, let us have proof of your identity and address, and let us know the information to which your request relates. How to complain Please report any complaint to the details set out in ‘How to contact us’ below. We hope we can resolve any query or concern you raise about our use of your information. You also have the right to lodge a complaint with the ICO who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

How to contact us

Please contact us if you have any questions about this Privacy Notice or the information we hold about you as detailed below:

Email: director@leah.org.uk

Telephone: 020 8255 6144

Or you can write to us at: Learn English at Home, Siddeley House, 50 Canbury Park Road, Kingston upon Thames, KT2 6LX