This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
Post: Unit 4B, Redlake Trading Estate, Bittaford, Ivybridge, Devon, PL21 0EZ, GB
Telephone: 07711945214
Email: office@parklifesw.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 (if needed)
- Date of birth (if needed)
- Emergency contact details
- Next of kin details
- Photographs or video recordings (you have the right to opt out)
- Service use history
- Right to work information – if employed
- Health information (including medical conditions, test results, allergies, medical requirements and medical history) – to ensure needs are catered for and adjustments made if possible.
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions) – to ensure needs are catered for and adjustments made if possible.
- Information about work, home and living conditions – if employed and only if necessary.
- Information about support requirements – to ensure needs are catered for and adjustments made if possible.
- Criminal offence data – if employed
- Records of meetings and decisions
- Payment details (including card or bank information for transfers and direct debits) -only if needed for payment or as a result of your payment.
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We also collect or use the following special category information to provide services and goods, including delivery and third party referrals.
This information is subject to additional protection due to its sensitive nature:
- Health information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Payment or banking details
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos – you can opt out at any time
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents – e.g. for DBS checks
- Financial transaction information
- Any other personal information required to comply with legal obligations
- Health and safety information
- Safeguarding information
- Criminal offence data
We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
- Health information – only if it will affect a person’s ability to do a task or job and we need to make adjustments or provide alternatives.
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (e.g. job application, employment references or secondary employment)
- Education history (e.g. qualifications)
- Right to work information
- Details of any criminal convictions (e.g. Disclosure Barring Service (DBS))
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
- Health information – only if relevant to the query, complaint or claim.
We collect or use the following personal information for work with volunteers:
- Names and contact details
- Gender
- Pronoun preferences
- Emergency contact details
- Next of kin details
- Photographs or video recordings
- Service use history
- Health information (including medical conditions, test results, allergies, medical requirements and medical history) – only in order to make adjustments or accommodations.
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions) – only in order to make adjustments or accommodations.
- Information about support requirements – only in order to make adjustments or accommodations.
- Records of consent, where appropriate
We also collect or use the following special category information for To work with volunteers. This information is subject to additional protection due to its sensitive nature:
- Health information – only if it will affect a person’s ability to do a task or job and we need to make adjustments or provide alternatives.
Children’s Information
We are sometimes given information about children when they volunteer on our projects. That information will be as minimal as we can : name, any health/disability needs that affect what they can and can’t do and attendance at events. It will only be kept in case of a claim or dispute and will be kept in a secure environment at all times with limited access and strict standards for release of that data. The information in the relevant parts of this notice applies to children as well as adults.
Photographs
We take photographs of work we do and events we attend for records and publicity. If you do not wish to have your photograph taken, please let one of the Rangers know as soon as you arrive on site. Your right to deletion of photographs of you is not affected if you haven’t let a Ranger know when on site. Please let us know if you wish to have your photo deleted.
Photographs of children will only be used if they cannot be identified (not of face or clothing with name on), unless we have received express written permission from parents or guardians, or from the school or organisation they are attending with, who will have express written permission from the parents or guardians themselves.
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 set out in brief 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. Read more about the right of access.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- 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. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
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 bases for the collection and use of your data
Our lawful bases 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.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- For the purposes of safeguarding, adjusting tasks to suit medical needs, emergencies and sharing personal information to help other organisations perform their public tasks or official functions. In addition where consent has been given, a contract has been undertaken that requires it and/or it is essential for the functioning of the organisation. Any storing of data will be for necessary purposes only and stored only as long as it is relevant and needed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Recognised legitimate interests – our pre-approved purpose for collecting or using personal information to provide services and goods, including delivery and third party referrals:
We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’)., We need to safeguard national security, protect public security, or for defence reasons (the ‘national security, public security and defence condition’)., We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to prevent, detect, or investigate a crime, including the apprehension and prosecution of offenders (the ‘crime condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- 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.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases 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.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- For the purposes of safeguarding, adjusting tasks to suit medical needs, emergencies and sharing personal information to help other organisations perform their public tasks or official functions. In addition where consent has been given, a contract has been undertaken that requires it and\/or it is essential for the functioning of the organisation. Any storing of data will be for necessary purposes only and stored only as long as it is relevant and needed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases 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.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- For the purposes of safeguarding, adjusting tasks to suit medical needs, emergencies and sharing personal information to help other organisations perform their public tasks or official functions. In addition where consent has been given, a contract has been undertaken that requires it and\/or it is essential for the functioning of the organisation. Any storing of data will be for necessary purposes only and stored only as long as it is relevant and needed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Recognised legitimate interests – our pre-approved purpose for collecting or using personal information to comply with legal requirements:
We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’)., we need to safeguard national security, protect public security, or for defence reasons (the ‘national security, public security and defence condition’)., We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to prevent, detect, or investigate a crime, including the apprehension and prosecution of offenders (the ‘crime condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases 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.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- For the purposes of safeguarding, adjusting tasks to suit medical needs, emergencies and sharing personal information to help other organisations perform their public tasks or official functions. In addition where consent has been given, a contract has been undertaken that requires it and\/or it is essential for the functioning of the organisation. Any storing of data will be for necessary purposes only and stored only as long as it is relevant and needed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Recognised legitimate interests – our pre-approved purpose for collecting or using personal information for recruitment purposes:
We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’)., We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases 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 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.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- For the purposes of safeguarding, passing data to our legal team, providing evidence and sharing personal information to help other organisations perform their public tasks or official functions. In addition, where consent has been given, a contract has been undertaken that requires it and\/or it is essential for the functioning of the organisation. Any storing of data will be for necessary purposes only and stored only as long as it is relevant and needed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
- Recognised legitimate interests – our pre-approved purpose for collecting or using personal information for dealing with queries, complaints or claims:
We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’)., We need to prevent, detect, or investigate a crime, including the apprehension and prosecution of offenders (the ‘crime condition’).
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for To work with volunteers 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.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- For the purposes of safeguarding, adjusting tasks to suit medical needs, emergencies and sharing personal information to help other organisations perform their public tasks or official functions. In addition where consent has been given, a contract has been undertaken that requires it and\/or it is essential for the functioning of the organisation. Any storing of data will be for necessary purposes only and stored only as long as it is relevant and needed.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details above.
- Recognised legitimate interests – our pre-approved purpose for collecting or using personal information for “To work with volunteers”:
We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’)., We need to safeguard national security, protect public security, or for defence reasons (the ‘national security, public security and defence condition’)., We need to respond to, or deal with, an emergency event or situation (the ‘emergencies condition’)., We need to prevent, detect, or investigate a crime, including the apprehension and prosecution of offenders (the ‘crime condition’)., We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Where we get personal information from:
- Directly from you
- Regulatory authorities
- Family members or carers
- Charities or voluntary sector organisations
- Schools, colleges, universities or other education organisations
- Insurance companies
- Publicly available sources
- Councils and other public sector organisations
- Previous employers
- Suppliers and service providers
How long we keep information
- Special Categories of Data
(e.g., health, ethnicity, religious beliefs, sexual orientation)
| Data Category | Description of Data | Legal Basis for Processing | Retention Period | Reason for Retention | Secure Deletion Method | Responsible Person |
| Health Records | Disability information, medical conditions | Explicit consent, legal obligation | 8 years after last contact | Compliance with Equality Act 2010 and H and S regulations, for claims and disputes | Secure Deletion after retention period | Directors or Operations Manager |
- . Marketing Data
For marketing purposes (e.g., email lists, event attendees):
| Data Category | Purpose of Processing | Retention Period | Reason for Retention | Secure Deletion Method | Responsible Person |
| Emails Newsletters | Newsletters | Once unsubscribed | N/A | Secure deletion after retention period | Directors or Operations Manager |
| Events | Newsletters | Once unsubscribed | N/A | Secure deletion after retention period | Directors or Operations Manager |
| Social Media Messages | Information and interest in our work | Three years | To be able to contact them again | Secure deletion after retention period | Directors or Operations Manager |
| Volunteering Event | Volunteering Event organisation | Three years | In case of claim | Secure deletion after retention period | Directors or Operations Manager |
3 . Employee and Volunteer Data
| Data Category | Purpose of Processing | Retention Period | Reason for Retention | Secure Deletion Method | Responsible Person |
| Annual Leave Details | Personnel File | 6 years post-employment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Sick Leave Details | Personnel File | 6 years post-employment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Performance Details | Personnel File | 6 years post-employment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Diversity Details | Personnel File | 6 years post-employment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Contact Details | Recruitment | 6 months post recruitment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Qualifications | Recruitment | 6 months post recruitment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Employment History | Recruitment | 6 months post recruitment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Disability Details | Recruitment | 6 months post recruitment | Potential disputes | Secure deletion after retention period | Directors or Operations Manager |
| Contact Details | Volunteers | End of volunteer relationship | N/A | Secure deletion after retention period | Directors or Operations Manager |
| Attendance Details | Volunteers | 3 years post event | Potential claims, insurance | Secure deletion after retention period | Directors or Operations Manager |
| Contact Details | Direct Marketing (emails) | End of volunteer relationship | N/A | Secure deletion after retention period | Directors or Operations Manager |
| Health and access needs | Volunteers | 3 years post event | Potential claims, insurance | Secure deletion after retention period | Directors or Operations Manager |
4 . Clients
| Data Category | Purpose of Processing | Retention Period | Reason for Retention | Secure Deletion Method | Responsible Person |
| Contracts | Contact details | 3 years post work completed | Issues, claims | Secure deletion after retention period | Directors or Operations Manager |
| Contracts | Bank details | 2 years post work completed | In case of dispute | Secure deletion after retention period | Directors or Operations Manager |
| Contracts | IP address | 2 years post work completed | In case of dispute | Secure deletion after retention period | Directors or Operations Manager |
5. Review and Audit
- This schedule will be reviewed annually or as required by law.
- Changes will be documented and communicated to relevant staff.
- The designated persons are responsible for ensuring compliance.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with:
Data processors
Office 365. This data processor does the following activities for us: Stores Data
Google Drive This data processor does the following activities for us: Stores data
Norton This data processor does the following activities for us: Stores data
Eventbrite. This data processor does the following activities for us: Stores data and provides interest in event details
Others we share personal information with
- Insurance companies, brokers and other intermediaries
- Organisations we need to share information with for safeguarding reasons
- Emergency services
- Professional advisors
- Legal bodies or authorities
- Organisations we’re legally obliged to share personal information with
- Publicly on our website, social media or other marketing and information media
- Current employers
- Previous employers
- Suppliers and service providers
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: office@parklifesw.org.uk Telephone: 07711945214 Post: Unit 4b Redlake Trading Estate Bittaford
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