Privacy Policy

Privacy Policy

1. Policy Statement

This policy sets out how LinkAge (West of England) Ltd (thereafter referred to as LinkAge Network) uses and protects any information that you provide LinkAge Network.

Preservation of your privacy is important to LinkAge Network and we are committed to letting you know how we use your personal information and to making only responsible use of your data.

If you agree to share your personal details you still keep your rights given by the Data Protection Act 1998.

References to “we”, “us”, “you” or “our” in this Privacy Policy are references to LinkAge Network, the working name of LinkAge (West of England) Ltd, a company limited by guarantee registered in England and Wales, registered company number: 07403291; and a charity registered in England and Wales, registered charity number: 1143816

Please be assured that we will never sell your personal data, and will only share it with third parties where we have your permission and/or where it is necessary for us to fulfil a contract or service obligation.

In the event that LinkAge Network needs to contact or enter into correspondence with individuals regarding administrative issues that do not fall into the GDPR definition of ‘direct marketing’ the use of an email address or telephone number provided by the individual is permissible for the specific purpose of resolving the issue.

If you have any questions about this policy or how we use personal data please contact the Data Protection Officer by email at

2. What are your rights?
The new GDPR regulations gives everyone a number of very important rights. These are:
– Transparency over how we use your personal information (right to be informed)
– Request a copy of the information we hold about you, which will be provided to you within one month (right of access)
– Update or amend the information we hold about you if it is wrong (right of rectification)
– Ask us to stop using your information (right to restrict processing)
– Ask us to remove your personal information from our records (right to be ‘forgotten’)
– Object to the processing of your information for marketing purposes (right to object)
– Obtain and reuse your personal data for your own purposes (right to data portability)
– Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you would like to know more about your rights under the data protection law see the Information Commissioners Office website.

3. Information about you
We collect personal data provided by you. This includes information you give us when you:
– Sign up to receive communications from us e.g. Newsletter, events, offers etc.
– Join one of our activities/services
– Participate in one of our programmes or projects
– Complete a referral form (e-form or hard copy)
– Make a donation or provide a gift
– Enter a free prize draw, competition or survey
– Join us as a Network Member

The type of information we collect may include some or all of the following:
• Your name
• Title
• Email address
• Physical address
• Date of birth
• Telephone numbers

We may also ask for some additional, non-personal information or for health and wellbeing activities and projects we may ask additional lifestyle, equality and health related questions.

When you join as a LinkAge Network Member the type of information we collect may include:
• Your name
• Title
• Email address
• Physical address
• Telephone numbers
• Job title

In order to manage your membership subscription, we also collect financial information e.g. bank details.

4. Sensitive personal data
If you participate in some of our activities or projects/programmes you may be asked to provide personal health data. We use this data in an anonymised format to understand how the project may have benefited you and to provide our funders with impact reports (See Anonymised data section).

Sensitive personal data may also be collected as part of event registration to ensure access arrangements are catered for and in case of accident reporting for an organised event. In the event of an accident, sensitive personal information may be shared with our insurance company in line with our legal and insurance obligations.

When sensitive personal data is collected we will take extra care to ensure your privacy rights are protected.

5. What we do with your personal data
When you contact us, we may need to collect some personal details to fulfil your request. We will only collect the personal information required to fulfil your request and it will only be used for this purpose, unless you have given us consent to use it for other purposes.

Your personal information will only be used with your consent to:
– Process your requests
– Provide you with information you have asked us for
– Fulfil orders
– Administer fundraising activity and donations and support received
– Manage your participation relating to our services, activities, programmes, projects and all other services which you have joined
– Provide you with information and services relevant to being a LinkAge Network Member
– Perform our obligations to fulfil membership administration and contracts
– Administer competitions and prize draws
– Support in the evaluation of our services, activities, programmes and projects
– We may process your personal information for carefully considered and specific purposes which are in our interests and enable us to enhance the services we provide, but which we believe also benefits people who share our values, who would love to know about the work we do and how to support us (e.g. our members, non-members, supporters and community and voluntary sector organisations.) More information can be found in our Legitimate Interest Statement.

6. Disclosing and sharing data
We will only share your personal information in the following circumstances:
– With your consent
– When the law says we must
– Where we have good reason to believe that failing to do so would put you or someone else at risk

We will never sell or rent your information to third parties for marketing purposes however we will share your personal information with third party services who provide us with services e.g. for Members and suppliers your name and address may be shared with our selected accountancy firm in order to process your membership/renewal/goods invoice.

In addition, projects, programmes and activities we provide may involve working with third party support and delivery organisations. Essential personal information may be shared with your consent in order to manage your participation in these events and activities.

Where we enter into an arrangement with a third party we do this by entering into an agreement which imposes requirements on how they should keep your information confidential and secure.

Where we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies or legal advisors, and/or, where we consider this necessary, to protect the rights, property or safety of LinkAge Network, its personnel, visitors, users or others.

7. Anonymised data
We use anonymised data for statistics, reports, summaries, evaluation and development purposes. This is so we can develop our work and demonstrate our impact. By anonymising personal data, it can no longer be linked to any particular person. This anonymised data helps us to inform our actions and improve our campaigns, projects, services and materials. It may be shared with our funders, partners and other organisations who support us in monitoring, delivering and achieving our aims and objectives.

8. When you give us your information, you also agree to:
Allow your personal information to be stored onto a record containing your basic details in line with your preferences and choices. This will ensure you will automatically receive news, updates and information you have asked for without having to contact us multiple times, eliminating the need to repeat the same information to us each time you contact us.

The information we will collect will be dependent on what you have elected to receive. The types of information available are listed below (note this is not an exhaustive list and may change in the future):

Non Members
– Organisation eNewsletter (monthly communication by email)
– Events, activities and offers (communication by email as and when information is available)

– Network eNewsletter (bi-yearly communication by email)
– Organisation eNewsletter (monthly communication by email)
– Events, activities and offers (communication by email as and when information is available)
– Funding opportunities (communication by email as and when funding is available)

What’s On Guides (for Non Members and Members)
Paper copies of the What’s On Guides are generally sent by post, when new guides become available or approximately every six months to coincide with guide reprints.

9. Opting Out
You can opt out of receiving marketing information from us by emailing

10. Information from Social Networking Sites
Our Site includes interfaces that allow you to connect with social networking sites (each an “SNS”). We post content on Twitter, LinkedIn, YouTube and Facebook and advise you check their privacy policies (which can be found using the above links). If you connect to an SNS through our site or other services, you authorize us to access, use and store the information that you agreed the SNS could provide to us based on your settings on that SNS. We will access, use and store that information in accordance with this Policy. You can revoke our access to the information you provide in this way at any time by amending the appropriate settings from within your account settings on the applicable SNS.

11. Web statistics
We collect web statistics automatically about your visit to our site based on your IP address. This information is used to help us track what people are doing on the site so that we can improve it and also evidence our impact. We do not use this information to identify you as an individual and you will remain anonymous, unless you identify yourself by completing one of our online forms.

Google’s privacy policy is here:
Google’s Terms are here:

12. External providers
We use external providers to help us manage the provision of newsletters, events, activities and offers, funding opportunities and event registration and bookings.

We use MailChimp to allow you to receive information from us by email e.g. our newsletter(s), activities and offers, funding opportunities. The data collected is held by MailChimp in accordance with their Privacy Policy and Terms.

MailChimp’s privacy statement is here:
Mailchimp’s Terms of Use is here:

We collect information about you when you register with Eventbrite to attend an event or make a booking.

The information you provide will be used to process your booking.

We use Eventbite to allow invitees to sign up/book onto one of our events or activities. The data collected is all held by Eventbrite in accordance with their Privacy Policy and Terms.

Eventbrite’s privacy statement is here:
Eventbrite’s Terms of Use is here:

In addition, LinkAge Network may use your personal data held on Eventbrite to ensure you receive any additional, relevant information about the event e.g. bus routes, car parks, workshops etc., and to undertake post event evaluation.

Google Forms
We use Google Forms to help us manage, register and conduct surveys in relation to projects/programmes we may be responsible for e.g. Bristol WalkFest.

Any data you submit will be used by LinkAge Network and/or suppliers, third party support and delivery organisations to contact you and provide you with the services or information you have requested.

Google’s privacy policy is here:
Google’s Terms are here:

We use SurveyMonkey to conduct online surveys, questionnaires and research. The personal data you provide is used to inform and measure the impact of our work and to help plan for the future.

SurveyMonkey’s privacy statement is here:
SurveyMonkey’s Terms of Use is here:

Please note that these organisations provide us with a third-party service that is not owned or managed by LinkAge Network.

This privacy policy only refers to the way LinkAge Network will use your information. You should also review the third party provider’s privacy policy as we do not accept any responsibility or liability for their policies.

13. Security
Security of your data is very important to us and we have appropriate business systems and processes in place to ensure your data is kept safe and secure and to prevent the loss, misuse or alteration of information you give us.

Where we store personal data on spreadsheets these are password protected and access is limited on a need to know basis.

The majority of communications from LinkAge Network are sent by e-mail. For ease of use and compatibility, communications will not be sent in an encrypted form.

E-mail, unless encrypted, is not a fully secure means of communication. Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects we cannot bear responsibility for all communications being virus-free.

14. Donations from young people
We will not accept donations from persons aged less than 18 years of age.

15. How to see the information we hold about you, make changes or ask us to stop using your data
Under the Data Protection Act 1998, you can ask for the following information:
– Confirmation that your personal data is being processed by LinkAge Network
– A description and copy of the personal data
– The reasons why the data is being processed
– Details of who we have, or might, give it to

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. registering you for an event, receiving our eNewsletter) we will do so. Contact us on 0117 353 3042 or if you have any concerns.

If there are any discrepancies in the information we provide, please let us know and we will correct them within one month of the request being received. Contact us on 0117 353 3042 or

Where you have given consent to LinkAge Network processing your data, you have the right to ask LinkAge Network to provide your personal details to another organization via commonly used format such as Excel file. Contact us on 0117 353 3042 or

You have a right to ask for a copy of the information we hold about you.

If you want to access your information, send a description of the information you want to see and proof of your identity by post to Data Protection Officer (details provided in Section17). We do not accept these requests by email; we need to ensure we can verify the identity of the person making the request so the information requested is provided to the right person. The information will be supplied within 30 calendar days of the request or verification, whichever is the later.

Individuals have a right to have personal data erased and to prevent processing by LinkAge Network in the following circumstances:
– Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed
– When the individual withdraws consent
– When the individual objects to the processing and where there is no overriding legitimate interest for continuing the processing
– The personal data was unlawfully processed (i.e. otherwise in breach of GDPR)
– The personal data has to be erased in order to comply with a legal obligation
– The personal data is processed in relation to the offer of services to a child

LinkAge Network can refuse to comply with a request for erasure where the personal data is processed for legal reasons or other scenarios that may be in the public interest as specified by the ICO. To make an erasure request contact us on 0117 353 3042 or

16. Retention of personal information
LinkAge Network will hold personal information on its systems for as long as necessary for it to carry out the relevant activity requested by the individual and in line with the consent given.

Photographs and media will be destroyed after two years unless further consent to use has been obtained from the individual.

The personal information of members who have ceased membership and supporters who have ceased supporting LinkAge Network will be held in line with LinkAge Network’s statutory obligation as a charity to retain financial information as required by the Charity Commission regulation, Fundraising Regulator and HMRC requirements where applicable.

By providing personal information for entry into a free prize draw and/or competition individuals consent to LinkAge Network using that personal information to make contact with you to let you know if you have won. Once the winner has been announced your personal data will be destroyed unless you have consented to receiving other marketing information from us.

17. Contact the Data Protection Officer
The LinkAge Network Data Protection Officer contact details are:
Data Protection Officer
LinkAge Network
The Park Centre
Daventry Road

The UK’s data protection authority is the Information Commissioners Office (ICO). The ICO website is

The ICO can be contacted at

18. Other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

19. Other information
This Privacy Policy may be updated from time to time, so please check it periodically.