Community Foundation for Leeds is a registered charity that has been awarding grants since 2005; our vision is to create opportunity for all communities of Leeds and Bradford. We form partnerships between community groups that are making a difference and the people who wish to invest in a better future for our cities.
We take our duty to process your personal data very seriously. This policy explains how we collect, manage, use and protect any information we collect about you to ensure you remain informed and in control of your information.
In this policy, references to Leeds Community Foundation, the Foundation, LCF, or to ‘we’ and ‘us’ are to Community Foundation for Leeds, which is a registered charity in England and Wales (1096892) and Company Limited by Guarantee (04443312).
GFS Community Enterprise (GFS) is a wholly owned subsidiary of Community Foundation for Leeds and is a registered charity in England and Wales (1169462) and Company Limited by Guarantee (10042412). This policy applies equally to GFS; where differences occur this will be clearly specified.
LCF is corporate trustee of The BG Campbell Trust Fund (BGC), which is a registered charity in England and Wales (255369). This policy applies equally to BGC; where differences occur this will be clearly specified.
We may change this document from time to time to reflect the latest regulations on what we should lawfully do with your information. Please check back frequently to ensure that you are happy with any changes.
2. What information we collect
LCF is what’s known as the ‘controller’ of the personal data you provide to us. We will usually collect basic personal data about you, like your name, postal address, telephone number and email address if you are supporting us; if you have applied for a grant with us, we collect the data given on the grant application.
We may also collect details of your interests and preferences (such as campaigns, the ways you support us or types of causes you care about). Your activities and involvement with LCF will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns or events.
We may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media.
We may conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work, we may be able to build a profile which helps us decide which of our communications are likely to interest you. Our section on Research and Profiling contains more detail about how we may use information for profiling and targeted marketing.
We do not normally collect or store sensitive data (such as information relating to health, beliefs or political affiliation) about supporters or grant recipients. However there are some situations where this will occur including, but not exclusively, if:
If this does occur, we will be very clear with you that we wished to collect such information, our reason for collecting such information, and that we would only do so with your specific consent and permission. We’ll also take extra care to ensure your privacy rights are protected.
3. How we collect your information
We collect information about you when you enquire about using any of our services, as part of us providing you with our services, or when you register an interest in supporting us.
We collect your personal information in a number of ways:
4. How we use your information
We will only use your information for the purpose or purposes for which it was collected (or for closely related purposes). These purposes include:
4.2 Sharing your information
We only disclose information to third parties or individuals when obliged to do so by law, for purposes of national security, taxation and criminal investigations, and the following:
And we will never sell or rent your personal information to other organisations.
5. Research and Profiling
We evaluate personal data in order to tailor materials, services and communications and prevent unwanted material from filling up your inbox. Understanding our supporters, their interests and what they care about also helps us provide you with a better experience.
Research can help us target our resources more effectively through gaining an insight into the background of our potential supporters and help build relationships that are appropriate to their interests and capacity to give. This increase in efficiency helps us ensure we are maximizing the good we can do in our cities.
To do this, we may use additional external sources of data to increase and enhance the information we hold about you. This may include obtaining details of changes of address, telephone numbers and other contact details, and information related to your wealth. It may also include information from public registers and other publically available sources.
6. How we store and retain your information securely
We hold your information only as long as necessary for each purpose for which we use it. We regularly review what information we hold and delete what is no longer required. For successful grant applications, we will retain your data for up to 7 years, in line with financial best practice for our accounting purposes.
If you decide not to support LCF any longer, or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
6.2 Data Security
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of, your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.
Our electronic data is stored within secure cloud servers in the United States. We publish information on 360Giving about grants awarded, under a Creative Commons Attribution-ShareAlike 4.0 International License (no personal data is included in the published data); this data is stored within secure cloud servers in the United States and United Kingdom. Paper copies of any personal data are stored in secure locked cabinets.
6.3 Payment security
LCF specific - if you wish to make donations to LCF, we would never request your bank details directly. BACS payments can be made directly to our business bank account (details of which are available upon request), or via our secure online donation pages (provided by Virgin Money Giving).
GFS specific - If you use a credit card to pay for room hire or donate in person or over the phone, we will input your credit card details securely into our card terminal, operated by our payment provider (Worldpay). GFS complies with the payment card industry data security standard (PCI-DSS) published by the PCI Security Standards Council, and will never store card details.
Of course, we cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk.
Some of our premises have CCTV and you may be recorded when you visit them. CCTV is there to help provide security and to protect both you and LCF/GFS. CCTV will only be viewed when necessary (e.g. to detect or prevent crime) and footage is only stored temporarily. Unless it is flagged for review, CCTV will be recorded over.
LCF complies with the Information Commissioner’s Office CCTV Code of Practice, and we put up notices so you know when CCTV is in use.
7. Keeping you in control
We want to ensure you remain in control of your personal data. The General Data Protection Regulations (GDPR), which were brought into force in May 2018, and The Data Protection Act 2018 give everyone a number of very important rights. These include:
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal data at any time by using the contact details in section 11.
8. Cookies and website
9. Legitimate interest
Under the General Data Protection Regulations, we have a number of lawful reasons that we can use (or 'process') your personal information. One of these lawful reasons is called 'legitimate interest'.
Broadly speaking, ‘legitimate interest’ means that we can process your personal information ifwe have a genuine and legitimate reason to do so and we are not harming any of your rights and interests.
So, what does this mean? When you provide your personal details to us, we use your information for our legitimate business interests to carry out our charity work to make Leeds and Bradford cities of opportunity for all. Before doing this,, we will also carefully consider and balance any potential impact on you and your rights.
Some typical examples of when we might use this approach are for preventing fraud; direct marketing; maintaining the security of our system; data analytics; enhancing, modifying or improving our services; identifying usage trends; and determining the effectiveness of our campaigns and fundraising.
LCF will use various ways to achieve our mission and to support our objectives; we believe that people who share our values would love to know how to support us. We will process the personal information you have supplied to us to conduct and manage our business to enable us to give you the most appropriate marketing, information, service and products and provide the best and most secure experience. These are what we consider to be our 'legitimate interests' for holding and processing your data.
When we process your personal information for our ‘legitimate interests’, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent, or are otherwise required or permitted to by law).
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by contacting us. For our contact details, please see section 11.
10. Changes to the policy
11. How to contact us
If you have any questions about the policy or how we use your data, please get in touch using the details below.
Phone: 0113 242 2426
Address: Leeds Community Foundation, First Floor, 51a St Paul’s Street, Leeds, LS1 2TE 7 www.leedscf.org.uk
Making a complaint or giving positive feedback
If you are dissatisfied with our organisation or our work and would like to raise a concern or make a complaint, please view our complaints policy. Alternatively, if you would like to give us some positive feedback on any aspect of our work, please email firstname.lastname@example.org.
This policy and procedure document was accepted by the trustees at its meeting on 15 June 2020.
It will be reviewed every three years.