How we collect information about you?
We collect the following information about you through our online membership form:
Your name, date and place of birth, gender, email address, address, telephone numbers and or any disability. You can maintain your own personal membership details by logging into the Charity’s membership system: click here.
When you interact with us directly: This could be if you become a member of LPSoL, if you ask us about our activities, register with us for an event, make a donation to us. This includes when you phone us or get in touch through the post, email or in person.
When you interact with us through third parties: This could be if you provide a donation through a third party such as MemberMojo, NowDonate or through PayPal via the Charity’s website.
Information we collect and why we use it
Why we need your personal information – contractual purposes
We need to collect members’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:
• Provide you with core member services, including confirmation of membership, membership card and end of year renewal reminder.
• Set up an online membership account enabling you to manage your membership and communication preferences.
• Organise Charity activities and manage risk and safety if you attend a social event or Annual General Meetings or any events.
• To process your donations or other payments, to claim Gift Aid on your donations and verify any financial transactions.
• To comply with the Charities (Protection and Social Investment) Act 2016 and follow the recommendations of the official regulator of charities, the Charity Commission, which require us to identify and verify the identity of supporters who make major gifts so we can assess any risks associated with accepting their donations.
We keep and retain limited information from non-members who, for example, have made a donation, for the purposes of accounting and HMRC Tax/Gift Aid compliance.
Why we need your personal information – legitimate purposes
• Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
• Raise awareness of the Charity’s activities by capturing photos, videos, or live streaming at events. We may use this for promotion, education and development purposes. We also share some of our member’s personal data with our nationwide parent charity, LPSUK, as part of our joint work to create a directory that connects our members of LPS origin across the UK.
Legal basis for using your information
Under Article 6 of the General Data Protection Regulations (GDPR) our lawful basis for processing and holding personal information is ‘legitimate interest’ as it is necessary for LPSoL to use this information in order to provide you with our services.
Sharing your Information
The personal information we collect about you may be used by the Trustees at LPSoL so that they can support you. We DO NOT sell or share your personal information with other organisations so that they can contact you for any marketing activities.
As a Registered Charity, to claim Gift Aid on your donation, you must currently pay Income Tax equal to or more than the amount of tax which will be reclaimed on your donation. The payment of other taxes such as Council Tax and VAT does not qualify.
As part of this process LPSoL is required to submit your details including your address to HMRC, and in asking us to make a Gift Aid claim you are giving us permission to use your personal details in this way. This is a legal requirement that LPSoL has to abide by. This currently involves handling your data via the NowDonate tool.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority e.g. The Charities Commission).
Keeping your information safe
LPSoL have implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
The data that we collect from you is stored on LPSoL membership system which is in turn hosted by membermojo Limited (Company number 08956121). Access to the data is password protected and limited to a small number of designated administrators of LPSoL.
How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations (for example, the collection of Gift Aid, programs/activities organised by LPSoL). If anyone ceases to be a member of LPSoL, the membership information on MemberMojo is retained for 6 years.
You have various rights in respect of the personal information we hold about you. If you wish to exercise any of these rights or make a complaint, you can do so by writing to our General Secretary, LPSoL 349 King Street, Hammersmith, London, W6 9NH.
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information, you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.