Loconomy Ltd Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email: hello@loconomy.org.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third-party referrals:

·   Names and contact details

·   Gender

·   Pronoun preferences

·   Addresses

·   Photographs or video recordings

·   Records of meetings and decisions

·   Website user information (including user journeys and cookie tracking)

·   Information relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

·   Names and contact details

·   Addresses

We collect or use the following personal information for service updates or marketing purposes:

·   Names and contact details

·   Marketing preferences

·   Recorded images, such as photos or videos

We collect or use the following personal information for research or archiving purposes:

·   Names and contact details

We collect or use the following personal information to comply with legal requirements:

·   Name

·   Contact information

We collect or use the following personal information for recruitment purposes:

·   Contact details (e.g. name, address, telephone number or personal email address)

We collect or use the following personal information for dealing with queries, complaints or claims:

·   Names and contact details

We also collect or use the following information for dealing with queries, complaints or claims:

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

·   Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

·   Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

·   Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

·   Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

·   Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

·   Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful basis for the collection and use of your data

Our lawful basis for collecting or using personal information to provide services and goods, including delivery and third-party referrals are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful base for collecting or using personal information to receive donations or funding and organise fundraising activities are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful basis for collecting or using personal information for service updates or marketing purposes are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful basis for collecting or using personal information for research or archiving purposes are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful basis for collecting or using personal information to comply with legal requirements are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful basis for collecting or using personal information for recruitment purposes are:

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful basis for collecting or using personal information for dealing with queries, complaints or claims are:

Consent - we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

·   Family members or carers

·   Schools, colleges, universities or other education organisations

Website Cookies:

Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved

Our website – www.loconomy.org.uk – may collect information through the use of cookies. This information will be anonymous. We may make use of cookies to gather valuable information about how users move around the site. This enables us to understand how the site is used in order to make improvements.

Google analytics:

When someone visits www.loconomy.org.uk or any other websites we set up for specific projects we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Links to other websites:

Our publications, blogs and other materials may include direct links to websites owned and operated by third parties. This policy does not cover those external websites, we are not responsible for the privacy policies or the content of any linked websites.

How long we keep information

We keep and store personal information for 24 months.

Governance - Constitutional and incorporation documents - Permanent

Board meetings /AGMs/Special Meetings - Papers/agendas/resolutions - Permanent

Membership appointments - Resolutions - Permanent

Registers - Voting - Permanent

Joint working arrangements - MoUs, SLAs, Contracts, COGAs, Partnership Documentation - 6 years from commencement

Policy and strategies - Documentation and working papers - 7 years from superseded

Finance - Annual reports - Permanent

Finance - Annual accounts - 7 years from end of financial year

Finance - Tax exemptions/relief - 7 years from end of financial year

Marketing and communications - Advocacy campaigns - 7 years from completion of campaign

Press and monitoring - Press releases, clippings, blogs and social media posts, photography - 7 years from publication

Safeguarding - Safeguarding management - 7 years from superseded

Safeguarding - Safeguarding children at risk – disclosure and barring certificates - 6 months from issue of certificate

Safeguarding - Incidents & allegations - 6 years from incident report or allegation then review

Safeguarding - Third party due diligence - 7 years from end of relationship

Safeguarding - Serious incident reporting - 7 years from file closure

Fundraising - Bidding documentation - 7 years from end of financial year

Membership records - Register of supporters, subscribers, friends of, members - 7 years from conclusion of relationship

Grants received - Funding grants received - 7 years from end of grant period

Donation records - Donor files, in kind donations, offers - 7 years from end of financial year

Gift aid - Declaration records - 7 years from end of financial year

Gifts - Gifts received recorded on register - 7 years from end of financial year

Deeds of covenant - Deeds of covenant - 6 years from date of last payment

Legacies, Wills, Bequests - Legacies, wills, bequest records / documentation - 6 years from closure of estate

Volunteer management - Volunteer register including files / payments - 6 years from termination of voluntary relationship - 7 years from volunteer expense payments

Financial accountability - Annual returns / statement of annual income - 7 years from end of financial year

Financial accountability - Conflict of interest register - 7 years from register of identified conflict

Rights and responsibilities - Case management - We will identify case files with a clear description of content and purpose considering the beneficiary rights entitlements and requirements to provide information about personal history including removal thereof to individuals - 6 years from record taken

Data protection rights - Data subject rights request records – subject access request, request management records, consent management records, legitimate interest tests and outcomes - 7 years from date of request

Working papers - Records gathered to evidence case studies including interview notes, transcriptions, research reports and statistics - 1 year after publication (minimum). Loconomy policy is 3 years.

Who we share information with

Others we share personal information with

·   Local authorities or councils

·   Professional consultants

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 25 February 2025