Reason for Statement
The Privacy Statement explains why Leeds Jewish Welfare Board holds your Personal Identifiable Information (PII),how it is obtained, collected, shared, choices regarding information held and how Cookies are used on the LJWB Website.
LJWB operate under a number of lawful reasons, in order to use (or ‘process’) your personal information. One lawful reason is called ‘legitimate interests’. This means we can process your personal information if:
- We have a genuine and legitimate reason.
- We are not harming any of your rights and interests.
So, what does this mean? When you provide your personal details to LJWB, we will use your information for our legitimate business interests to carry out our support and care work. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights.
Some typical examples of when we might use the approach are for preventing fraud, direct marketing, maintaining the security of our system, data analytics, modifying or improving our services and determining the effectiveness of our campaigns and fundraising.
Your Information – what we collect and how we use it
LJWB collects information in a number of different ways. For example, we ask for contact and other information when individuals are referred for support or care, or wish to attend an activity. This may include information such as your name, date of birth and contact information. We use this information to help us provide and improve our services as a charity and to keep a record of our communications with you.
As a donor of LJWB, we will ask for information that enables us to administer your donation. This will normally include information such as your name, contact details eg. email or telephone number and your payment details and Gift Aid status.
If you have given us your consent, we will contact you with information and updates on our work, services and how you can support us, (such as fundraising). This may be by post, email, and telephone or text message, depending on your preferences. We will also continue to ask about your marketing preferences, to ensure that you are still happy to be contacted by us and by which means.
What the Law says about protection of personal information
The incoming General Data Protection Regulation (the ‘GDPR’) which will become enforceable in May 2018 states that personal data (information relating to a person that can be individually identified) can only be processed if there is a legal ground to do so. Activities like collecting, storing and using personal information would fall into the GDPR’s definition of processing.
The GDPR provides six legal grounds (reasons) under which personal information can be processed (used) in a way that is lawful. For the processing to be permitted by law (lawful), at least one of the legal grounds must apply.
- Legitimate Interest
- Legal Obligation
- Vital Interests
- Public task
The four legal grounds that are most relevant to LJWB’s use of your personal information are:
- Legitimate Interest
- Legal Obligation
How the law applies to LJWB’s use of personal information
LJWB will only process (use) your personal information if we have:
- asked you and have a record of your express and recent consent for us to do so;
- a ‘Legitimate Interest’ to do so in order to support our charitable purposes. Our use will be fair and balanced and never unduly have an impact on your rights.
- a contract with you that we can only fulfil by using your personal information, e.g. to provide care which has been requested;
- a legal obligation to use or disclose information about you. In extreme situations, such as an accident or medical emergency, we may share your personal details with the emergency services if it is essential for the preservation of life (yours or other persons’) for us to do so. This is the ‘vital interest’ ground for using your personal information. After the emergency, we will always try to inform you about how we had to use your information in that extreme situation.
We will not unduly prioritise our interests as a charity over your interests as an individual. We will always balance our interests with your rights. We will only use personal information in a way and for a purpose that you would reasonably expect in accordance with this Policy.
There are times when it is not practical to obtain and record consent. At those times, we will only process personal information if that processing would meet another legal ground e.g. Legitimate Interests, in which case we would only process in accordance with the law’s strict rules on legitimate interest processing.
What is Legitimate Interest
This legal ground for processing means that organisations can process your personal information if they 1. have a genuine and legitimate reason for doing so and 2. That use does not harm any of your rights and interests as an individual.
LJWB’s Legitimate Interest
We do not unduly prioritise our legitimate business interests as a charity over your interests as an individual. We always respect your rights and carry out a balancing exercise of the rights of the charity against the rights of the individuals who use the services, the employees and volunteers.
What Information does LJWB hold and how is it used?
The information LJWB collect may include an individual’s name, address, telephone number, email address, date of birth or other details LJWB have asked to provide. LJWB may also hold personal sensitive information relating to the individual and their circumstances. This is particularly the case if LJWB are supporting a person through one of LJWB’s Community Support Services. LJWB will ensure the PII is consensually provided by being freely given, specific and informed.
LJWB will also collect information from you if you complete any other forms on the LJWB website or if you contact us with comments or specific requests. LJWB will use your personal data for a limited number of purposes, and at all times within the rules set out in the Data Protection Act 1998. This will be superseded by EU’s General Data Protection Regulations (GDPR) which will become legislation from 25th May 2018.
LJWB will process data for the following purposes:
- To identify and offer which services are the most appropriate for the individual’s needs.
- To work with other organisations and agencies outside of LJWB, who provide care and support.
- To ensure that the services are safe and effective and meet regulatory standards.
- Where otherwise permitted under the Data Protection Act 1998, e.g. disclosure to comply with legal obligations.
LJWB may also process Personal Data where consent has been given to:
- Help review the quality of services.
- Identify areas for future development.
- Investigate concerns or complaints.
- Carry out market research.
- Administer promotional campaigns.
- Contact you with information about services.
- Contact you about job and volunteer opportunities
- Provide information when you donate goods to our charity shop, or fill in a gift aid form
- Once personal data is anonymised, to allow the statistical analysis of data to enable the organisation to effectively target and plan the provision of services.
In deciding what personal data to collect hold and use, LJWB is committed to ensuring that it will comply with the Data Protection Act 1998 and subsequent GDPR. We will:-
- Recognise that any personal data handled by LJWB is held on behalf of that person and that we ensure we respect that responsibility.
- Adopt and maintain high standards in respect of the handling and use of that personal data.
- Only collect, hold and use personal data where it is necessary and proportionate to do so.
- Securely delete any personal data when it is no longer needed by LJWB
- Keep personal data secure and safe.
- Not unnecessarily and without good reason, not infringe the privacy of those upon behalf we hold data.
- Consider and address the privacy risks first when planning to use or hold personal information in new ways, such as when introducing new electronic systems.
- Be open with individuals about how we use their information and who we give it to.
- Make it easy for individuals to access and correct their personal information.
- Ensure that there are effective safeguards and systems in place to make sure personal information are kept securely and do not fall into the wrong hands.
- Provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or do not look after personal information properly.
- LJWB may disclose personal data to third parties, but only where it is necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act 1998, e.g. where the disclosure is necessary for the purposes of the prevention and/or detection of crime.
- LJWB will strive to ensure that any personal data in its care will be kept safe and that where your information is disclosed to a third party, will seek to ensure that the third party has sufficient systems and procedures in place to prevent the loss of personal data. Where LJWB seeks to disclose sensitive personal data, for example, medical details, to third parties, will do so only with prior express consent or where LJWB are legally required to do.
- LJWB may pass details on to third party service providers who are contracted to LJWB in the course of dealing with a request. These third parties are obliged to keep your details securely, will use them only to fulfil the request and will dispose of the information safely at the appropriate time.
- No personal information given to the LJWB will be passed on to third parties for commercial purposes.
- LJWB will share information with professionals and other agencies where the legal framework allows it, with consent, if this will support the service an individual receives.
- Whilst LJWB tries to ensure that any personal data it holds about an individual is relevant correct, there may be situations where the information it holds is no longer accurate. If this is the case, please contact LJWB, so that any errors can be investigated and rectified.
If you are 16 or under
If you’re aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information on our websites.
When and How is information collected?
LJWB records the personal information given when a person contacts:
- The Arnie and Essie Helpline
- Support services including the community support services and our community engagement and inclusion team,
- Registered care services
- Pay a compliment or make a complaint.
- To make a donation.
- To apply to work with LJWB either as a volunteer or as a paid member of staff.
- Visit our website.
- When you email us or complete an on-line form and/or when you make an enquiry or donation through our website
- LJWB also collect data about the transactions you make via our secure payment processor, including details of payment cards used.
- LJWB collect additional information automatically about your visit to our website (see sections on storing your personal information and Cookies*).
- LJWB may collect information about a third party, for example if you are calling on behalf of someone else but will only do so if we obtain person’s consent (unless they are unable to do so or they are at risk).
Using LJWB’s Website
This part of the Statement sets out our data processing practices in respect of information collected on Leeds Jewish Welfare Board’s website. We take the privacy rights of our website users very seriously and endeavour to ensure that all our procedures comply fully with the Data Protection Act 1998and GDPR.
Leeds Jewish Welfare Board is registered (No ZA005264 ) as a Data Controller with the Office of the Information Commissioner (ICO) for the purposes for which information is collected on this website.
- delete all cookies
- block all cookies
- allow all cookies
- block third-party cookies
- clear all cookies when you close the browser
- open a ‘private browsing’ session
- install add-ons and plug-ins to extend browser functionality
You can also find out more information about controlling cookies in:
You may opt out of receiving any marketing communications at any time by following the instructions contained in each marketing message or by sending an email to LJWB’s Data protection Officer GDPR@ljwb.co.uk
Subject Access Requests
You have the right to see the personal information LJWB hold and to ask to update or amend your information if you believe it to be inaccurate. You can also ask us not to share certain information with particular people or organisations.
Please contact LJWB’s Data Protection Officer if you have any queries about your personal information:
Leeds Jewish Welfare Board, 311 Stonegate Road,
Leeds LS17 6AZ
Email: GDPR @ljwb.co.uk, Tel: 0113 2684211.
The Data Protection Act gives Data Subjects the right of access to personal data which Leeds Jewish Welfare Board holds about them. Anyone who wishes to exercise this right should apply in writing to the Data protection Officer at the above address.
There is no fee, but a fee may be charged if a request is unfounded multiple times or is made excessively or repetitively. A proof of identity will be required to prevent the unlawful disclosure of personal data. For further information about how to submit a Subject Access Request and how requests are processed please contact LJWB’s DPO at the above address. LJWB will respond to subject access requests as quickly as possible and is required by law to respond within 30 calendar days of receipt of the request and proof of identity.
You have a number of legal rights in respect of your personal data. These include:
- The right to receive a copy of the personal data that we hold about you. The same right applies to any other person whose personal data you provide to us. We will require proof of identity and proof of authority if the request comes from someone other than the person whose data we are asked to provide. This will ensure we only provide information to the correct person. We normally expect to respond to requests within one month of receiving them.
- withdraw consent to direct marketing. You can exercise this right at any time and can ask us to do update your preferences.
- withdraw consent to other processing. Where the only legal basis for our processing your personal data is that we have your consent to do so, you may withdraw your consent to that processing at any time and we will have to stop processing your personal data. Please note, this will only affect a new activity and does not mean that processing carried out before you withdrew your consent is unlawful.
- rectification. If you consider any of your personal data is inaccurate, you can correct it yourself or ask us to do it for you
- restriction. In limited circumstances you may be able to require us to restrict our processing of your personal data. For example, if you consider what we hold is inaccurate and we disagree, the processing may be restricted until the accuracy has been verified.
- erasure. Where we have no lawful basis for holding onto your personal data you may ask us to delete it.
- portability. You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
- to complain to the Information Commissioner’s Office (ICO). You can find information on how to do this at www.ico.org.uk.
*A cookie is a small piece of information sent by a web server to a web browser which enables the server to collect information from the browser.