Privacy

Privacy Notice

Last updated 10th September 2020

LOLT takes your privacy seriously. We never pass your personal data onto anyone else without your permission.

Under data protection legislation we are a ‘controller’ of any personal data you share with us.  There is a good overview of your personal data rights on https://ico.org.uk/your-data-matters.  

This Privacy Notice tells you how and why we process your data, for how long we will keep your data, and where it is held.  

If you have any concerns, you have the right to:

  • Request that we correct your personal data if you believe it is inaccurate or incomplete
  • Change your communication preferences or restrict processing of your personal data
  • Request that we delete your personal data
  • Access the personal data that we hold about you through a subject access request.


Please contact us at lauren@greenerkirkcaldy.org.uk for any of these purposes.

How we use and retain your data

1. Mailing list subscribers

Mailing list subscribers receive e-newsletters about our news and events.

What we do with your data: We send you e-newsletters and other occasional mailings about relevant news, events or projects.

Data held: First name, last name and email address.

Legal basis for processing data: Your consent.

Storage:  Data is held on a third-party online email distribution service account.

Retention: We will keep you on this mailing list until you request amendment or deletion. You can unsubscribe any time you want by following the link at the bottom of each newsletter or by emailing lauren@greenerkirkcaldy.org.uk .

2. Event attendees

Event attendees are those who attend any of our bookable or drop-in events.

What we do with your data:  When you sign up to our events, we need to collect relevant contact information about you. We also collect data from event attendees to demonstrate trends to our funders or for internal monitoring and evaluation purposes. We may also take photos and videos for documentation or to be used in our future marketing and communications.

Data collected:  Name, email address, phone number, any special requirements or relevant health issues, photos, videos.

Legal basis for processing data:  Your consent.

Storage:  Data is held in a password protected database accessed only by LOLT. We use third-party online ticketing services for some of our events. Some survey data is held in a third-party online survey account.

Retention:  We keep your details for as long as needed for reporting purposes. They will usually be destroyed after 12 months. We keep photos indefinitely, as long as they are relevant. 

Covid-19 update: In light of the recent pandemic, LOLT will collect names, contact details and arrival times of all face-to-face event attendees and, if required to do so, pass on data to the NHS Scotland Test and Protect scheme.
The legal basis for processing this data is Legitimate –  collecting this data is likely to be in the interests of the individual, the organisation, and the public health efforts to tackle COVID-19, as long as individuals’ rights are protected and data protection principles are followed. 

Third party suppliers


We use third party suppliers to provide services. These suppliers process personal data on our behalf. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.

When we share personal information with third parties, we only share such information as required for the specific purposes, and we take reasonable steps to ensure recipients only process the information in accordance with those purposes. 

Examples of who we may share your information with are listed below:

  • Our bank processes payment transactions securely on our behalf
  • Instructors, coaches, training providers and event organisers receive details of participants
  • We use online email distribution services (such as Mailchimp) to send emails
  • We use online ticketing services (such as Eventbrite) for some of our events
  • We use online survey tools (such as SurveyMonkey) to send surveys

Other uses of your personal information


We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we would use your information for these purposes.

Your rights


If you have any concerns that are not resolved by communicating with us, you can raise a complaint with the Information Commissioner’s Office.

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