This privacy notice tells you what to expect when Lifebox collects personal information.
Visitors to our website
When someone visits www.lifebox.org we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third party service, WordPress.com, to publish our website and any microsites. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.
We use a third party provider, Mailchimp, to deliver our regular e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.
People who contact us via social media
Lifebox is actively engaged on Instagram, Facebook and Twitter. Please check the privacy notices on these sites for information on how they store and use personal data.
If you send us a private or direct message via social media the message will be stored on the system where you posted it. It will not be shared with any other organizations.
People who email us
We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who use our services
Lifebox offers various services to the public, including opportunities to serve as a volunteer, access our educational materials or donated equipment.
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested educational material to carry out a survey to find out how useful they felt the materials were to their work. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.
What will we do with the information you provide to us?
Lifebox will use the personal data collected from you for the following purposes:
– to fulfil legal or regulatory requirements, e.g. contract of employment where the data processing is necessary for the performance of a contract with the individual or to take steps to enter into a contract
– direct mail to existing supporters updating them on details of upcoming events (e.g. e-newsletter)
– web analytics: Social media platforms using diagnostic analytics to assess the number of visitors, posts, page views, reviews and followers in order to optimise future marketing campaigns.
– to process a donation and any Gift Aid claims
– for the purposes of event registration, incl. for fundraising events
– to process and organise any volunteering activity you have agreed to undertake
– to process information you provide for a facility or health systems-level needs assessment
– to keep a record of communications between you and Lifebox
– to determine the effectiveness of promotional campaigns and advertising
– processing transactions e.g. payments
– prospect research
Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.
You hereby confirm that you are consenting to Lifebox’s use of your personal data for the aforementioned purposes and are granting Lifebox permission to carry out these actions and/activities.
You may withdraw your consent at any time by contacting us via email (firstname.lastname@example.org), phone (+ 44 207 631 8881) or in person by visting our office at 21 Portland Place, London W1B 1PY.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
To ensure that we do not make inappropriate requests in our fundraising and volunteering communications, we may carry out research to assess your likely ability and willingness to make gifts to or volunteer for Lifebox. This research may include collecting and storing data related to you that is in the public domain (such as your career history, directorships, shareholdings and remuneration), as well as data that has been provided by you, including your interests, and any activities you have previously been involved with (donations given, volunteering, event attendance, etc).
Job applicants, current and former Lifebox employees
Lifebox is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at email@example.com.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you are employed by Lifebox in the UK, relevant details about you will be provided to Moorepay who provide payroll services to Lifebox in that country. This includes your salary, National Insurance number, date of birth, full name and address.
The Peoples Pension
Likewise, your details will be provided to The Peoples Pension which runs the Lifebox pension scheme. You will be auto-enrolled into the pension scheme and details provided to The Peoples Pension will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to The Peoples Pension at this time.
If you are employed by Lifebox in the USA, relevant details about you will be provided to TriNet who provide PEO services to Lifebox in that country. TriNet will contact you to set up your personal record on their system.
How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign.
We also offer opportunities for people to come and volunteer with us. Once we have considered your application, if we are interested in speaking to you further, we’ll contact you using the details you provided. We might ask you to provide more information about your skills and experience or invite you to an interview.
If we do not have any suitable work at the time, we’ll let you know but we might ask you if you would like us to retain your application so that we can proactively contact you about possible opportunities in the future. If you say yes, we will keep your application for 12 months.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/.
Complaints or queries
Lifebox aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
For more information about your rights under the UK regulatory scheme, go to the website of the Information Commissioner’s Office at ico.org.uk.
Access to personal information
Lifebox tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation. If we do hold information about you, we will give you a description of it; tell you why we are holding it; tell you who it could be disclosed to and let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold you need to put the request in writing addressing the ‘subject access request form’ to our Chief Operating Officer (COO), or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the COO.
Links to other websites
The Lifebox site contains links to sites external to the lifebox.org domain. Although we make every effort to ensure these links are accurate and relevant, we cannot take responsibility for pages maintained by external providers. Views expressed on external websites are not necessarily those of Lifebox itself. We encourage you to read the privacy statements on all such sites, as their policies may be different than ours.
If you come across any faulty links or pages, we would be grateful if you could report them to us at firstname.lastname@example.org.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 31 March 2018.
How to contact us
The Chief Operating Officer
21 Portland Place
London W1B 1PY