Data Protection Privacy Notice – Link Age Southwark 

Link Age Southwark is committed to complying with the Data Protection Act 2018 and the EU General Data Protection Regulation (the “GDPR”).  The purpose of this Privacy Notice is to detail our compliance with the relevant legislation and our approach to processing, storing and removing personal data. Personal data is any information that can be identified to a specific, living individual and processing means collecting, holding or using that information. 

Link Age Southwark takes great care with data that is provided to us by service users, volunteers, staff and partner agencies. All personal data is held securely and only used for the purposes for which it has been provided to us. 

We do not pass on personal data provided to us to third parties or partner agencies without the consent of the individual or without informing the individual if there are safeguarding concerns. Link Age Southwark processes personal data as part of its normal operational activities.

This notice sets out how we use the information provided to us in relation to our work in building communities supporting older people.   

Who we are 

Link Age Southwark is a company limited by guarantee and registered in England no. 1105923. Registered charity no. 05189161.  Our address is Link Age Southwark, URC, Tell Grove, London SE22 8RH. 

For the purposes of legislation, our Board of Trustees is the data processor. To contact the trustees please email [email protected]. Your enquiry will be passed to the Chair. 

For day to day queries, our lead data protection officer is our Operations Coordinator who can also be contacted at the above email, or on our main telephone number 0208 299 2623. 

Collecting Personal Data 

The reasons we process personal data are:

  • To be able to design and develop our services to best meet the needs of our service users. 
  • To make sure that our services are being accessed by the diverse community we serve.  
  • To demonstrate to funders and others the impact of our services.   
  • To monitor and evaluate the work we carry out with service users and with volunteers. 
  • To be able to communicate with stakeholders. 

Link Age Southwark has a legal duty under the General Data Protection Regulation to prevent information falling into the wrong hands and to ensure the data we hold is accurate, adequate, relevant and not excessive.  

Most information we hold will be collected directly from the relevant individual. However we do also receive referrals for service users from partner agencies. It is our understanding in doing so is that the service user has provided permission to the relevant agency for their information to be passed on.  Where we discover this is not the case then we will raise this concern with the relevant agency. 

The information that we collect includes: 

  • Names
  • Contact details (including telephone and email address)
  • Emergency contact
  • Guardian/carer details
  • Age
  • Gender
  • Date of birth
  • Ethnicity
  • National Insurance number (staff only)
  • Disabilities
  • Any communication and accessibility requirements
  • Any medical information that is relevant to the services we are providing you.

We will use this information in the following ways:

  • To provide a range of service provision to our service users
  • To keep in touch with you
  • To send you information relevant to your needs
  • To meet our legal obligations including the requirement of funders and regulators
  • To demonstrate to funders and others the impact of our services

In order to ensure we understand the needs in our community and what we can best offer to help people, we analyse the data held in order to identify any gaps in our provision, trends and areas for improvement. We will do this, for example, to aid the development of services and activities, to demonstrate need for our services, or to show effectiveness of certain interventions. This analysis will be anonymised and data will be not provided to any third parties in such a way that individuals could be identified. We will also look for common themes and qualitative feedback which will be anonymised, or used only with the consent of any individuals who are identifiable. 

Sharing your Information 

Link Age Southwark will never share your information with any other parties, unless it is:

  • in order to process a donation, payment or gift aid; 
  • in order to comply with a legal requirement; 
  • in any other case, with your express consent. 

Sometimes we need to share personal information we hold with other organisations that we work with, for example if we have significant concerns about regarding an individual’s welfare. When sharing information, we will comply with all aspects of data protection law.

Where information is of a sensitive nature, for example regarding health, we will seek consent prior to sharing this information, unless we are required or permitted to share this by law. We will not share any information that we hold for the purpose of sales or marketing without your consent to do so. 

How long we will keep your data 

The information that we hold will be kept in line with compliance requirements: 

  • Service user data is archived for 2 years 
  • Staff data is archived for 5 years 
  • Volunteer data is archived for 3 years 

There may be some instances where we are required to hold data for a longer period of time, for example if there is a legal case running. In these instances we will inform the data subject of the need to hold the data and when the data will be deleted. 

You have a right to a copy of all the information we hold about you (apart from a very few things which we may be obliged to withhold because they concern other people as well as you).

Please contact [email protected] or call 020 8299 2623 to request this. Data subject access requests will be processed in line with compliance timelines of one month of the request being made. 

If you are not satisfied that your personal data is being processed properly, or if Link Age Southwark has been unable to deal with your complaint satisfactorily, then you have the right to raise your concern with the Information Commissioner’s Office (ICO). More information about how you can do this is available at the ICO’s website