Privacy Notice
Why are we providing this privacy notice?
We know that when you provide your personal data to us, we must look after it and keep
your personal data safe and secure.
We respect the data protection laws, and this Privacy Notice tells you information about
your personal data that we collect and use in our company, how it is being collected, what
allows us to do this (called the legal bases), how long we are keeping it, and it tells you
about your rights. This privacy notice applies to our website and the services that we
provide.
The data protection laws are the EU General Data Protection Regulation and the UK
General Data Protection Regulation (jointly referred to here as ‘GDPR’) and the UK Data
Protection Act 2018 (‘DPA18’).
What is personal data?
Personal data is any information that can be used to identify you. For example, this might
be your name, contact details, or financial details.
Who are we and how do you contact us?
We are a UK charity officially called Sam’s Place NW Ltd. Locally we are known as Sam’s
Place. Registered address 231-233 Church Street, Blackpool, FY1 3PB (Company Charity
Number 1121089 (England and Wales). Company Registration Number 5983587).
We provide services to support young people aged 15yrs or over who have Disabilities,
Learning Disabilities and/or Autism.
Where we collect personal data and where we are running our charity, we are called the
‘Controller’ (or ‘Data Controller’) of your personal data. This means we are responsible for
collecting, storing, and handling your personal information when you use our services, take
part in events, donate or even volunteer with us.
If you are not clear about how we use your personal information, or you have any questions
about this Privacy Notice or any other issue regarding your personal information, then
please contact us by email to stephaniewsamsplace@gmail.com or
annhsamsplace@gmail.com.
What do we collect from you and why?
If you request services from us, you are a family member or guardian, you make a donation,
or are involved in any of our fundraising then we will collect and process the personal data
that you have provided in order to keep records or to continue providing our service to you.
Generally, the personal data is:
● Your contact details (such as your name, postal address, telephone number/mobile
number, and email address);
● Your date of birth if necessary;
● Some information about your condition which will be health data including disabilities
or allergies;
● Your relationship to a young person receiving services from us;
● Financial details including donations and UK taxpayer information for gift aid;
● Participation details for events and activities;
● Your responses to campaigns, your comments on our services or events or your
feedback;
● Enquiry details;
● Your email address for newsletters and updates about our charity and events;
● Your contact details for direct marketing (where we have your consent).
This will be used to structure our service provision, undertake customer or service users
analysis, and to ensure that the support that we provide and the safety of our members is a
priority.
If you are a supplier or we are paying you for goods or services, we will collect the following:
● You name and address;
● Contact details including telephone numbers and your email address;
● Bank account details for payments.
We use social media and if you link to our accounts or comment on any posts, we will see
this information. Typically, the personal data is your account name or name. We
recommend that you check the terms of use and privacy notices for any social media
platform that you use (see section on social media in our cookie policy).
When you use our website, we will collect information using Cookies (see our cookie
policy). This tells us details about your use of our website. This is personal data as cookies
use your device's IP address (the unique address for your device).
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What we collect about you from others.
If you have been referred to us, we will be given some personal data by the organisation,
school, or someone else. They should ask you or tell you that they are doing this and ask if
this is OK with you – get your consent.
What allows us to collect your personal data – the lawful (legal) bases.
We have to tell you what allows us to process your personal data. These are called the
lawful or legal bases. These are the reasons and come from GDPR.
● Where you ask us about our services or events, this will be with your Consent.
● We you are registered with us to use our services, or you agree to participate in an
event, this will be called a Contract – we are contracting with you or your
family/guardians to provide you with services.
● If we need to process your health data or information about your conditions, we do
this with your Explicit Consent.
● Where you are making a donation and/or we record gift aid details, we are required
to do this to comply with the financial laws and regulations in the UK. This is called a
Legal Obligation.
● To keep you informed of our charity and events, and for marketing, we ask for your
Consent.
● To be able to provide you with a response to any enquiry, we have a Legitimate
Interest in collecting your contact details.
● We also have a Legitimate Interest in collecting certain personal data to enable us
to operate our charity, provide some services, enable our website to work (this also
applies to analysis of the use of the website).
Where you provide personal data or information with consent, you can withdraw this at any
time by emailing us with the subject “withdraw consent”. If the consent is for some aspects
of services or events, we do have to tell you that this may impact how we can provide
services to you.
How Long We Keep Your Personal data.
We will not keep your personal data for longer than is necessary for the reasons we have
described in this Privacy Notice.
For HMRC (Tax) purposes and financial records, we are required keep financial data for 6
years after the end of the current financial year, after which time it will be destroyed.
If you have consented to your information being used for marketing purposes or a
newsletter or update, it will be kept until you inform us that you no longer wish to receive
this marketing.
You can find out more about how long we keep your personal data for by contacting us by
email to stephaniewsamsplace@gmail.com or annhsamsplace@gmail.com.
How we store your data and security.
We take the security of your personal data very seriously and we do everything we can to
ensure that your personal data is always protected and secure. We use secure electronic
services that meet all industry standards.
We use all available and reasonable technical and organisational measures to protect your
personal data. Our staff and volunteers are trained in confidentiality. We regularly review
these measures and our processes and systems to ensure they comply.
Sharing your data.
We do not allow third parties to have access to your personal data unless we are required
to share your data with them by law or we are ordered to do so by a Court.
If we have a technical problem, we may need to allow access to our systems by our
technical support team who work within our confidentiality policies, and we restrict access to
a ‘need to know’ basis to enable them to resolve the technical issues only.
What are your rights?
You have a number of rights relating to the processing of your personal data.
● A right to be informed – This privacy notice fulfils that right.
● A right of access to your personal data held by us, also called a Subject Access
Request.
● A right to rectify any personal data held by us that you believe is incorrect.
● A right to erase any personal data that we no longer have a legitimate purpose to
process (right to be forgotten).
● A right to restrict the processing of your personal data subject to certain condition
and obligations.
● A right of access to a machine-readable version of your data (data portability). There
are conditions that apply to this right.
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● A right to object to us processing any of your data that we do not have a legal or
contractual obligation to process.
● Rights linked to automated decisions or profiling involving your data (we do not
undertake any automated decisions or profiling).
We are obliged to comply with these rights within one month unless there are some
complex issues. We will tell you if the extended time scale applies to your request.
Generally, there are no charges for requesting these rights. The exception is when you ask
for further copies of your personal data that we have already provided to you. We will tell
you if this applies If you wish to exercise any of your rights (ask for them), please email
stephaniewsamsplace@gmail.com or annhsamsplace@gmail.com.
More information on your rights can be found on the Information Commissioner’s website at
www.ico.org.uk.
Complaints
If you have a concern about the way we handle your personal data or you have a complaint
about what we are doing, then please contact us and we will investigate the matter.
If you are not satisfied with our response, or believe we are processing your personal data
in a way that is not in line with the legislation, you have a right to raise a complaint with the
Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9
5AF, Telephone 0303 123 1113 (local rate) or by completing their online form at
https://ico.org.uk/make-a-complaint/your-personal-information-concerns/.
Changes to Our Privacy Notice
We review and update our Privacy Notice, especially where there is a change in the
legislation. We recommend that you visit this page periodically to read any updates.
This Privacy Notice was last updated in February 2024.