Privacy Policy

2. Our Contact Details

Jamila’s Legacy CIC

Email:info@jamilaslegacy.co.uk
Telephone: 07821 849336

If you have a question about how we use your personal information or would like to exercise your data protection rights, please contact us using these details.

3. What Personal Information We May Collect

The information we collect will depend on how you interact with Jamila’s Legacy CIC and the support, activity or service involved.

It may include:

• Your name.
• Address.
• Telephone number.
• Email address.
• Age or date of birth where relevant.
• Emergency contact details where required.
• Information about the support or services you access.
• Information provided through referrals.
• Attendance at activities, groups or events.
• Information you provide through surveys, feedback, consultations or evaluations.
• Photographs or recordings where appropriate.
• Other information you choose to provide to us.

We aim to collect only the information that is relevant and necessary for the purpose for which it is required.

4. Sensitive or Special Category Information

Because of the nature of our work, we may sometimes need to collect more sensitive information.

This could include information relating to:

• Health or mental health.
• Disability.
• Race or ethnic background.
• Religious or philosophical beliefs.
• Sexual orientation.
• Other information considered special category data under data protection law.

We will only collect and use this information where there is an appropriate reason and lawful basis for doing so.

Where we rely on your consent, we will explain what you are consenting to. You can withdraw your consent where the processing relies on consent.

There may be circumstances where sensitive information can lawfully be processed without consent, for example in connection with safeguarding, serious risk or another legal requirement.

5. How We Receive Your Information

Most personal information we process is provided directly by you.

For example, when you:

• Contact us by telephone, email, website, message or in person.
• Access our support or services.
• Attend one of our groups, Mental Health Cafés, activities or events.
• Register for an activity or programme.
• Complete a form, survey, consultation or evaluation.
• Volunteer, work with us or otherwise become involved in our activities.

We may also receive information about you from another person or organisation, for example where you have been referred to Jamila’s Legacy CIC or where information is appropriately shared with us for safeguarding or support purposes.

6. Why We Use Your Information

We may use your personal information to:

• Provide appropriate support and services.
• Respond to enquiries or requests for help.
• Communicate with you about support or activities you are accessing.
• Make or manage referrals.
• Manage groups, events, activities and projects.
• Maintain appropriate records of the support we provide.
• Safeguard people and respond to concerns about safety or wellbeing.
• Understand the needs of the people and communities we support.
• Monitor and improve our services.
• Evaluate our work and demonstrate our impact.
• Meet appropriate funding and reporting requirements.
• Manage volunteers and others working with us.
• Respond to complaints or concerns.
• Meet legal, contractual, regulatory or insurance requirements.

We may also invite you to provide information voluntarily through surveys, consultations, feedback or other activities.

7. Our Lawful Bases for Using Personal Information

Under UK data protection law, we must have an appropriate lawful basis for using personal information.

Depending on why we are using your information, this may include:

• Your consent – where you have agreed to a particular use of your information.
• Legitimate interests – where using your information is reasonably necessary for the work of Jamila’s Legacy CIC and your rights and interests do not override this.
• Contract – where we need to use information in connection with a contract.
• Legal obligation – where we need to use or retain information to comply with the law.
• Vital interests – in certain circumstances where information needs to be used to protect someone's life.

Other lawful bases may apply depending on the circumstances.

Where we process special category information, we will also ensure that an appropriate additional condition for processing applies.

8. Consent

We will ask for consent where consent is the appropriate lawful basis.

Where we rely on your consent:

• We will aim to explain clearly what you are agreeing to.
• You can choose whether to give consent.
• You can withdraw your consent at any time.

Withdrawing consent does not affect processing that was lawful before consent was withdrawn.

Not all of the information we hold or use relies on consent. There may be circumstances where we have another lawful reason to use, retain or share information.

9. Sharing Your Information

We do not sell your personal information.

We may sometimes need to share relevant personal information with another organisation or professional.

For example, this may be necessary:

• To make a referral to another service or organisation.
• To arrange accredited training or another service involving a third-party provider.
• To work appropriately with partner organisations.
• To respond to a safeguarding concern.
• Where there is a serious risk of harm.
• Where we are required or permitted to share information by law.

Where appropriate, we will explain this to you and seek your consent before sharing information.

However, there may be circumstances where information needs to be shared without consent, particularly where there is a safeguarding concern, serious risk or legal requirement.

We will aim to share only information that is relevant and necessary for the purpose.

10. Funders, Monitoring and Evaluation

We use information to understand who we are reaching, evaluate our work, improve our services and report on the impact of our activities.

Information provided to funders or used in general reports will normally be anonymous, aggregated or non-identifiable, so that individual people cannot be identified.

If we want to use an identifiable case study, story, photograph or other personal information for publicity or another purpose, we will consider what appropriate permission or other lawful basis is required.

11. Marketing and Keeping You Informed

We may provide information about Jamila’s Legacy CIC activities, events, opportunities or services that may be relevant to you.

Where consent is required for marketing communications, we will ask for it.

You can ask us to stop sending marketing communications at any time by contacting:

info@jamilaslegacy.co.uk

Communications that are directly connected with support, an activity or service you are currently accessing are different from general marketing communications.

12. How We Keep Your Information Secure

We take reasonable steps to protect the personal information we hold.

Depending on how information is held, this may include:

• Password-protected electronic systems and devices.
• Restricted access to information.
• Secure storage of paper records.
• Appropriate security for cloud-based information.
• Taking care when sending personal information electronically.
• Secure deletion or destruction when information is no longer required.

Access to personal information is limited to people who have an appropriate reason to see it.

13. Mobile Phones and Messaging

Jamila’s Legacy CIC may use telephone calls, text messages, email, WhatsApp or other appropriate communication methods as part of our work.

We recognise that messaging services may display information such as a person's name, profile information or telephone number.

We will take reasonable care when using these communication methods and will avoid unnecessarily sharing sensitive personal information.

Where group messaging is used, we will consider privacy and whether participants' details may be visible to other members.

14. How Long We Keep Your Information

We will keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet any relevant legal, safeguarding, contractual, insurance or other requirements.

Different types of information may need to be kept for different periods.

When personal information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.

We may retain anonymous statistical information for monitoring, evaluation, reporting and research purposes because this information no longer identifies an individual.

15. Your Data Protection Rights

Depending on the circumstances, data protection law gives you rights including:

Your right to be informed – You have the right to be told how your personal information is collected and used.

Your right of access – You can ask us for copies of personal information we hold about you.

Your right to rectification – You can ask us to correct information you believe is inaccurate or complete information you believe is incomplete.

Your right to erasure – You can ask us to delete your personal information in certain circumstances.

Your right to restriction of processing – You can ask us to restrict how we use your information in certain circumstances.

Your right to object to processing – You may have the right to object to certain uses of your personal information.

Your right to data portability – In certain circumstances, you may have the right to ask us to transfer information you provided to us to another organisation or to you.

Your right to withdraw consent – Where we rely on your consent, you can withdraw that consent.

Not every right applies in every circumstance.

You will not normally have to pay a fee to exercise your data protection rights.

16. Making a Request About Your Information

If you would like to access your information, ask us to correct something, request deletion or exercise another data protection right, please contact us:

Email:info@jamilaslegacy.co.uk
Telephone: 07821 849336

We may need to ask for information to confirm your identity and understand your request.

We will respond within the timescales required by data protection law.

17. Our Website and Cookies

Our website may use cookies and similar technologies to help the website function properly and, where applicable, to help us understand how people use our website.

Cookies are small files that websites can place on a device for different purposes.

Where consent is required for non-essential cookies, website visitors should be given an appropriate choice.

You can also control cookies through your browser settings, although blocking some cookies may affect how parts of a website function.

The exact cookies and analytics tools used by the Jamila’s Legacy CIC website may change as our website develops. Information about cookies should be provided through the website's relevant cookie information or settings.

18. Links to Other Websites

Our website may contain links to websites operated by other organisations.

Jamila’s Legacy CIC is not responsible for how another organisation handles personal information through its website.

If you follow a link to another website, you should read that organisation's own privacy information.

19. If You Have a Concern

If you have concerns about how Jamila’s Legacy CIC has used or protected your personal information, please contact us in the first instance:

Email:info@jamilaslegacy.co.uk
Telephone: 07821 849336

We will take concerns seriously and aim to resolve them appropriately.

You also have the right to raise concerns about the handling of your personal information with the Information Commissioner's Office (ICO).

Further information about making a data protection complaint is available from the ICO.