Privacy & Cookies

LJWB Privacy Policy (August 2019)

Reason for Statement   

The Privacy Statement explains how Leeds Jewish Welfare Board holds and processes your Personal Identifiable Information (PII), how it is obtained, collected, shared, choices regarding information held and how Cookies are used on the LJWB Website. Information is collected when you engage with the varying Care and Support departments, projects and services, attend the Marjorie and Arnold Community Centre, volunteer, apply for a job, give a financial donation; supply us with goods and services; or be sent information by email or post about the services we provide or the events we hold.

Your privacy is important to us as an organisation, so this notice is one of the ways in which we can demonstrate our commitment to ensuring your data is always protected and remains confidential, by being transparent and open.  In addition, it also demonstrates LJWB’s commitment to uphold our core values of being Open, Needs Led, Caring and Transformative.

Your Information – What We Collect and How We Use It

We will collect information from you when we communicate with each other by correspondence, donations, telephone and email, face-to-face, completing an application form or through our website.

LJWB collects information in a number of different ways.  For example, we ask for contact details and other information when individuals are referred for support or registered care services, or wish to attend an activity at the Marjorie and Arnold Ziff Community Centre.  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 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 e.g. email address 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 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 Personal Information We Collect

We will routinely collect the following basic information; name, postal address, email address, telephone number, date of birth and possibly financial information, for example, if you pay for your care or you wish to make a donation.

Special Category of Data (Sensitive Data)

We may also be collecting and processing the following information which requires us to ensure there is a higher level of protection against the processing of this data: racial or ethnic origin, religious beliefs, health and social care information. We may also collect and process information relating to any criminal offences or convictions (if you wish to work or volunteer for Leeds Jewish Welfare Board)

For What Purpose?

When we use your personal data, we will always explain to you how and the reason for using your personal information. Below is a set of purposes for which LJWB may be processing your personal data, depending on your relationship with the organisation:

Community Support Service / Registered Care Services

  • To support you or your family to access or sign post to appropriate services
  • To provide an appropriate service
  • To ensure the safety and reduce the vulnerability of you, your family or other members of the community
  • To assist in assessment of eligibility for funding, where grants and public funding is applied
  • To report on service performance where public funding or grant funding has been applied for
  • To comply with our regulatory and legal obligations, including but not exclusively to, the Care Quality Commission, local authorities, Health and Safety Executive and the Charity Commission
  • To investigate and respond to complaints.

Fundraising and Marketing

We may receive information either directly from you or from other organisations where you have agreed that they may share your details with us, including:

  • Event organisers or third-party websites such as Just Giving or VirginMoneyGiving, so we know you are fundraising for LJWB
  • Synagogues, for example, when promoting LJWB New Year Appeal
  • Other organisations that we are working with, (only if you have agreed that they may let us know you have pledged to support us).

When we use your personal data, we will always explain to you how and the reason for using

We May Use Your Personal Information In the Following Ways:

 

Processing and recording donations and other financial transactions:  As a donor of LJWB, we will ask for information that enables us to regulate and keep a record of your donation, including donations made to our Charity Shop.  This will normally include information such as your name, contact details e.g. email or telephone number or your payment details and Gift Aid status. If you agree that we can claim Gift Aid on your donations we will use your information to claim any relevant Gift Aid and, as we are legally required, to keep a record of the claim and your Gift Aid declaration.

Recording pledges of future support: If you tell us that you plan to support us financially in the future or that you have included LJWB in your Will, we will keep a record of your expressed intentions.

 

Managing your involvement in events and volunteering: We will provide you with information and support of events, fundraising or volunteering opportunities you sign up to or enquire about. If you have completed a form to register or enquire about an event or activity or to respond to an invitation, we will consider this a request to send you details about the event or activity. When you have asked for details of an event, we will send you information including, where relevant, reminders about the activity. Where appropriate, we will use the information you provide to identify any help we can offer, specific to the activity you have signed up for, and to provide necessary information to event organisers.

 

Responding to enquiries or requests: This may include, to your query or feedback, or sending you relevant information such as fundraising materials or details of our services. We may also keep a record of conversations we have with you, feedback you provide and any materials we send to you. This will also include responding to compliments, concerns and complaints.

 

Informing you about LJWB’s work: We will use the information you have provided to tell you about the services and activities LJWB provides, and about how your support and donations enables us to continue to help people in the community.

Asking for your support: We may contact you to let you know about ways you can support us, either financially, by attending one of our events, or through volunteering.

Volunteering

  • To process your application to become a volunteer
  • To ensure your suitability to volunteer with LJWB, obtaining personal and professional references and any other information we deem to be appropriate, e.g. DBS checks to establish if any criminal conviction exists.
  • To contact you about events, new volunteering opportunities, training opportunities and recruitment drives.
  • To maintain a record of the volunteering activities you have undertaken for LJWB
  • To send you newsletters and any other organisational information appropriate to you.

Recruitment

 

To process applications for employment submitted to Leeds Jewish Welfare Board. The process includes, but is not limited to:

  • The processing of criminal background checks
  • The confirmation of candidates’ right to work in the UK and,
  • The completion of the interview and assessment process

To assess and confirm as deemed necessary:

  • Suitability as a candidate
  • Identity
  • Confirm relevant experience, qualifications or training
  • Personal and/or professional references

Also for:

  • Equal opportunities monitoring
  • Informing you of employment opportunities at LJWB.

 

 Suppliers/Insurers

 

(Including: contractors, sessional workers and agency workers)

  • To carry out a due diligence check
  • To set up payment systems on LJWB’s invoicing system
  • To provide insurers with details of LJWB drivers’ details for inclusion on

Insurance schedules

  • To provide LJWB insurers, following a claim or potential claim, the necessary
  • information to proceed with the claim being made
  • To record the personal details of sessional workers for monitoring purposes in order to adhere to LJWB policies and procedures.

In deciding what personal data to collect hold and use, LJWB is committed to ensuring that it will comply with the Data Protection legislation.

The Legal Basis For Processing Your Personal Data

 

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.

We will therefore process your data if:

  • We have received your consent to process your personal data
  • Processing of your personal data is necessary for the performance of a contract between you and LJWB or to take steps to enter into a contract
  • Processing is necessary for LJWB to comply with a legal obligation
  • Processing is necessary to protect your vital interests or those of another person in an emergency
  • Processing is necessary to perform a public task in the public interest
  • Processing of your personal data is necessary for the purposes of legitimate interests pursued by LJWB, where such interests have not ignored your rights or freedoms concerning your privacy.

Legitimate Interests.

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:

  1. We have a genuine and legitimate reason for doing so and
  2. We are not harming any of your rights and interests as an individual.

This means, 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 so doing, we will also carefully consider and balance any potential impact on you and your rights as an individual, who use the services, as a service user, employee or volunteer.

If You Are 16 or Under

If you are aged 16 or under, you must get your parent or guardian’s permission before you provide any personal information to LJWB on our website..

 

Individuals’ Rights

You have a number of legal rights in respect of your personal data. These include:

Subject Access Request: To receive a copy of the personal data that we hold about you. 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.

If you would like to exercise your individual rights, this can be done by contacting the Data Protection Officer at :

Email: gdpr@ljwb.co.uk

DPO

Leeds Jewish Welfare Board,

311 Stonegate Road

Leeds

LS17 6AZ

To complain to the Information Commissioner’s Office (ICO). You can find information on how to do this at www.ico.org.uk.

If you would like to unsubscribe from any email communication you receive, you

can also click on the ‘unsubscribe’ button at the bottom of the email communication.

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.

There is no fee, but a fee may be charged if a request is unfounded multiple times or is made excessively or repetitively. Two means of identification will be required to prevent the unlawful disclosure of personal data. 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.

For further information about how to submit a Subject Access Request and how requests are processed please contact LJWB’s DPO using your preferred means of communication.

Leeds Jewish Welfare Board,

Marjorie & Arnold Ziff Community Centre

311 Stonegate Road,
Leeds LS17 6AZ
Email:  GDPR@ljwb.co.uk

Tel: 0113 2684211

Your Right to Complain

 

If you are dissatisfied with the way your individual rights have been handled by LJWB you can lodge a complaint by contacting LJWB’s Quality Assurance Team as above.

 

If you feel that  LJWB has not satisfactorily handled your complaint, you can report  your  concerns  to  the  Information  Commissioner’s  Office (ICO)  at:

Web: https://ico.org.uk/concernsor

Tel: 0303 123 1113

The Information Commissioner’s Office

Wycliffe House,

Water Lane,

Wilmslow SK9 5AF

Data Security

LJWB may use your personal data, after it has been anonymised so that an individual cannot be identified. This is to allow the statistical analysis of data to enable the organisation to target and plan effectively the provision of services. In deciding what personal data to collect hold and use, LJWB is committed to ensuring that it will comply with data protection legislation.

LJWB has put in place appropriate safeguards and technical measures to protect your personal data. As an organisation, we recognise that any personal data handled by LJWB is held on your behalf and that we ensure we will respect that responsibility by adopting and maintaining high standards regarding the handling and use of that personal data.

LJWB will always 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.

We provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or do not look after your personal information properly.

We also have procedures in place to deal with any suspected data security breach.

We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so

Sharing Information

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 a 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.

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 or 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.

 

Data Retention

 

Your personal data will be held by LJWB only for a limited period after you stop interacting with LJWB. Further information on how long your data will be held for can be found in LJWB’s Data Retention Policy.

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

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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.

 

Cookies

The LJWB website uses cookies to enable us to provide you with a better browsing experience.  We use cookies to keep a track of visitors’ browsing patterns and to build a profile of usage.  This information is used to monitor use of the website, but it does not contain any information that can identify you as an individual.

Most browsers allow you to turn off cookies.  If you do not do so we will assume that you are happy for us to continue to use them.  You can use your web browser (e.g. Internet Explorer) to:

  • 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:

 

Marketing Preferences

 

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 at   GDPR@ljwb.co.uk

Changes to Privacy Policy

 

We regularly review our Privacy Statement and will place any updates on this webpage. This policy was last updated August 2019

*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.

 

Janine Field- 12.08.19