Let’s Read Ltd is committed to respecting your privacy and ensuring the personal information you have entrusted to us is processed in accordance with the Data Protection Act 2018 (DPA 2018), The Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR) and the General Data Protection Regulation (GDPR). Let’s Read Ltd will never intentionally misuse or allow others to misuse any personal data it collects or holds.
This Policy explains when and why we collect personal information about people who visit our website, who make a donation or apply to be a volunteer. The policy explains how we use the data, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to Let’s Read Ltd, 15a Monument Way East, Woking, Surrey GU21 5LY. Alternatively, you can telephone 01483 757931.
Who We Are
Let’s Read Ltd is a registered charity (No. 1127199) and a company limited by guarantee (No. 6732164). The registered address is 15a Monument way East Woking Surrey GU21 5LY.
We are a group of people who are passionate about literacy and wish to make a difference to the lives of young people who struggle to read.
How and What Personal Information we Collect
We obtain information about you when you make a donation or when you contact us about volunteering, literacy, books and/or services.
If you donate by bank transfer, we would have your bank account name on our bank statement and should you complete a Gift Aid declaration we would hold your name, address and signature and this information, together with the amount of your donation, would be submitted to Her Majesty’s Revenue and Customs to make a Gift Aid claim.
If you volunteer with Let’s Read, we would hold your name, address, landline and/or mobile numbers, email address, and date of birth. This would be used to process DBS checks and so would be passed to the relevant DBS authority. Some of the data, together with your DBS clearance reference would be passed to schools that you may attend. Your contact information will be used to make to contact about Let’s Read activities and may be shared with other volunteers by virtue of being on a shared email.
The children who we tutor in schools are known to us by their given name only and, apart from their school, this is the only personal information about them that we hold. Records of their reading progress are destroyed a year after the academic year in which they have been tutored.
Data Retention Periods
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Access to Your Information
We will not share your information with third parties other than HMRC for some donors and the DBS authority or schools, as described above. Personal information of the officials of the Charity will be passed to the Charity Commission, Companies House, HMRC and bank(s) holding Let’s Read accounts.
We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example attendance on a training course). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service. Please be reassured that we will not release your information to third parties beyond our Let’s Read organisation for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Security of Information
When you give us personal information, we take steps to ensure that it is treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
The Data Protection Act 2018 (DPA 2018) and General Data Protection Regulation (GDPR) gives you the right:
- To request from us in writing all the personal information that we hold about you; (right to access)
- To correct or update your personal information processed and held by Let’s Read Ltd;(right to rectification)
- To be informed how your personal data is collected and the purposes of the processing activity.
- You have the right to request the erasure of your personal data without undue delay. Let’s Read Ltd (the controller) may refuse a request for erasure if there is a legitimate reason for the continued processing of such data under DPA2018 and GDPR.
- To restrict processing of your personal data if you:
- contest the accuracy of your personal data.
- the processing is unlawful & you oppose the erasure of such data.
- Let’s Read no longer needs the personal data for the purposes of processing, but they are required by you for the establishment, exercise, or defence of legal claims.
- You have objected to the processing pursuant to your “right to object” pending the verification whether the legitimate grounds of the controller override those of the data subject.
- To withdraw your consent for your data to be used unless there is an over-riding need for us to keep the data, for example for tax purposes being subject to HMRC and audit requirements.
Use of ‘Cookies’
Cookies are text files placed on your computer to collect standard internet log and visitor behaviour information. Let’s Read does not gather information from cookies, although our website hosting provider may do so. It is possible to switch off cookies by setting your browser preferences.
Links to other websites
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Review of this Policy
Let’s Read Ltd will review this privacy notice regularly and may update it at any time. Please do check this privacy notice from time to time. The Policy was last updated in January 2023.
© Let’s Read Ltd 2023