Data Protection Privacy Notice – Link Age Southwark 

Link Age Southwark is committed to complying with the Data Protection Act 2018 and the UK General Data Protection Regulation (the “GDPR”).  The purpose of this Privacy Notice is to detail our compliance with the relevant legislation and our lawful basis and 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 take great care with data that is provided to us by service users, volunteers, staff, donors, Trustees and partner agencies.  

The personal and special category data that we collect 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.   

Our lawful basis for processing the data of service users and volunteers is that we have a legitimate interest in doing so. We have completed a legitimate interest assessment that details this basis. To send service users our newsletter we ask for their consent to do so. Service user personal data is only shared where there is a legitimate interest in doing so or a safeguarding concern. Individuals will be informed as to who data is shared with as well as what data is shared. 

For key stakeholders such as our donors, friends, supporters and patrons we ask for their consent to process their data and to send them ongoing communications. Donors, patrons, supporters and friends will be asked to opt in to the communications that they wish to receive. 

For staff and Trustees, we have a legal requirement to gather, process and store data. 

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 data protection lead 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 key stakeholders and donors. 
• To meet our legal requirements with organisations such as HMRC and the Charity Commission. 

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. We require partner agencies to gain consent for referrals to be made and will check with the referrer and the service user that this is the case.  Where we discover this is not the case then we will raise this concern with the relevant agency. 

Data Gathering and Processing

We will only gather and process the data that we need to work with each individual. 

The information that we collect includes: 

• Names 
• Contact details (including telephone number, e-mail address) 
• Emergency contact 
• Guardian/carer details
• Age
• Sexuality
• 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 to 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 service users and their families/carers, staff, volunteers and key stakeholders 
• To send individuals information relevant to their needs 
• To meet our legal obligations including the requirements 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 only share information where there is a legitimate interest, legal requirement or we have gained your consent to do so. 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 issue. In these instances, we will inform the data subject of the need to hold the data and when the data will be deleted. 

Your Rights 

The GDPR provides the following rights for individuals, which our organisation provides to you: 

1. The right to be informed

We will tell you when we are collecting your information, and let you know what it is that we are recording. We will also provide you information as to why we need it, and what we will do with it.  

2. The right of access

You have the right to request to see what information we hold about you, free of charge and within 30 days, in line with legislative requirements. If you would like to do this, please contact [email protected] or by post to Link Age Southwark, URC, Tell Grove, SE22 8RH 

3. The right to rectification

If your information is incorrect or out of date, you have the right to ask us to correct or update it. Please contact us in writing via the means above to do so. 

4. The right to erasure

You have the right to ask for your information to be deleted. Please contact us in writing via the means above to do so. 

5. The right to restrict processing

You have the right to tell us we can store your information but not use it. Please contact us in writing via the means above to do so. 

6. The right to data portability

You have the right to ask us to transfer the information we hold on you to another organisation. Please contact us in writing via the means above to do so. 

7. The right to object

If our lawful basis for processing your information is legitimate interest, you have the right to object to our doing so. Please contact us in writing via the means above to do so. 

Data Subject Access Requests

If you wish to receive a copy of the information we hold about you, please put this request in writing by emailing [email protected] or sending a letter to: Link Age Southwark, URC, Tell Grove, SE22 8RH. If you need any assistance with a written request, please call 020 8299 2623 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 www.ico.org.uk