INTERLINK PRIVACY NOTICE  

This Privacy Notice is a public statement that fully explains how Interlink will use any personal information we collect about    you when you contact us by phone, email, letter, attend any of our events or via contact with Interlink staff/trustees. 

Interlink takes your privacy seriously and is committed to protecting your personal information. We aim to be clear and open about our data and security practices. 

Where we ask you to provide us with any information by which you can be Identified, you can be assured that it will only be used in accordance with this privacy notice, and in line with the Data Protection Act 2018 and GDPR. 

What information do we collect about you?

We may collect information about you when you: 

• Apply for membership 
• Apply for a grant 
• When referred into our Wellbeing Coordinators  
• Sign up for email updates e.g. information bulletins 
• Complete surveys or provide feedback. 
• Contact us by phone, in person, by email, through our website, social media pages and our Made Open Connect platform. 

This information may include: 

• Name, role and organisation 
• Contact details including your phone number and email address 
• Demographic information such as postcodes, age and gender  
• Equality information such as  
• When being referred / signposteded to or from our Wellbeing Coordinators information such as your date of birth, address, reason for referral and gender. 

When you contact us by email, letter or on the phone, we may also record this information on our cloud-based SharePoint system or one of more of our customer relationship management systems (CRM’s) to help us process your enquiries efficiently.  These include our Third Sector Support Wales CRM which mainly records our interactions with groups and volunteers; and our Lamplight system which records information collected by Wellbeing Coordinators. 

How do we use your information? 

We use your information to help us provide the service that you need, and where we have a lawful basis and permission to contact you, we may use it to help us send you relevant and timely information about the help and support that we offer. 

Where do we store your information? 

Your data is stored on internal cloud-based databases and CRM’s. Where necessary for legal purposes. Any paper copies are stored in locked cabinets. 

How long do we keep your information? 

We only keep personal and sensitive information when we are using it and for no longer than necessary.  Where this involves a specific sensitive case, we only hold the information while the case is open and advice and/or support is being provided. We delete all the information when the case is closed unless there is a legal or other valid and specific reason that requires us to keep it for a defined longer period.     

Information sharing 

You have a right to stop us from contacting you to share information at any time. For example, our emails sharing bulletins include unsubscribe links. 

Access to your information 

You have the right to request a copy of the information that we hold about you. If you would like a copy of what personal information we hold, you can email: info@interlinkrct.org.uk . We will respond to your request within 1 calendar month. 

Keeping your information up to date 

We want to make sure that any personal information we hold about you is accurate and up to date. We regularly review our databases, systems and circulation lists for accuracy. 

Sharing your information with other organisations 

Interlink may share your information with third parties where we have legal duty to do so or to provide you with a service you have asked for. 

Your rights 

Data protection regulations give you clear rights over how your data is used by us. You can find out more details about your rights by visiting the Information Commissioner’s Office website section on individual rights. You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on the Commissioner’s website.