LOVE LOCAL CIC'S PRIVACY & DATA PROTECTION POLICY
Last updated October 07, 2024
This Policy is for Love Local Essex And Suffolk CIC ('we', 'us', or 'our'); an independent gift shop and overseeing The Work Room, a hireable space for a range of creative activities. This policy describes how and why we might collect, store, use, and/or share ('process') your data when you use our services ('Services'), such as when you purchase from our online or physical shop, contact us via email or telephone, provide details to trade with us, sign up to any of our activities or use any other Services we may provide.
Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at info@rhiannaessex.co.uk.
1. Who We Are Love Local CIC (“we”, “our”, “us”) is a registered Community Interest Company, a curated gift shop and overseeing The Work Room, a hireable space for creative activities & events. Our mission is to support local makers & community groups, strengthen our community, and reinvest profits into local wellbeing and creative initiatives. Company name: Love Local CIC Company number: 16466688 Registered address: 17 School Road, Copford, Colchester CO6 1BU Contact email: info@lovelocalshop.co.uk Data Protection Lead: Rhianna Essex
2. What Personal Data We Collect We collect and process personal data from the following groups: 1. Community members and customers – names, contact details, payment information, feedback, and event booking details. 2. Volunteers – names, contact details, references, DBS checks (where required), emergency contact details, and relevant health information for safety. 3. Donors and supporters – contact details, donation history, Gift Aid declarations, and communications preferences. 4. Suppliers and local makers – business contact details, payment information, and correspondence. We may also collect photographs or testimonials (with your consent) for community impact stories, marketing, or funding reports.
3. How We Use Your Data We process personal data to: 1. Provide our retail services & event space hire 2. Manage event bookings, volunteer enrolment, and donations 3. Communicate news, events, and updates (with consent) 4. Fulfil legal and financial obligations, including Gift Aid 5. Monitor and report on our community impact 6. Comply with statutory filing requirements as a CIC We do not sell or rent your personal data to anyone.
4. Lawful Bases for Processing We rely on the following lawful bases under UK GDPR: 1. Consent – for newsletters, photos, and marketing communications 2. Contract – to provide goods, services, or volunteer opportunities 3. Legal obligation – for financial and employment records, Gift Aid, and health and safety 4. Legitimate interests – to manage relationships, improve services, and maintain community engagement Where we rely on consent, you can withdraw it at any time by contacting info@lovelocalshop.co.uk.
5. Sharing Your Data We only share data where necessary and with trusted third parties, including: 1. Payment processors and donation platforms (e.g: Crowdfunder) 2. Email and event management tools (e.g. Wix Marketing) 3, Professional advisors (e.g. accountants, insurers) 4. HMRC (for Gift Aid) and Companies House (for statutory filings) We ensure all partners meet UK data protection standards.
6. Retention of Data We keep your data only as long as necessary for the purpose collected: 1. Financial and donation records: 6 years (for legal/tax purposes) 2. Volunteer records: up to 2 years after leaving (unless consent to retain) 3, Mailing lists: until you unsubscribe 4. Photographs/testimonials: until consent is withdrawn Data is securely deleted or anonymised when no longer needed.
7. Your Rights Under UK GDPR you have the right to: 1. Access your personal data 2.Request correction or deletion 3. Object to or restrict processing 4. Withdraw consent at any time 5. Data portability (where applicable) 6. Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk Please contact info@lovelocalshop.co.uk to exercise any of these rights.
8. Data Security We use appropriate technical and organisational measures to protect personal data, including password protection, secure cloud storage, and limited staff access.
9. Public Reporting & Transparency As a Community Interest Company, Love Local CIC must publish an annual CIC Report with Companies House, which may include names of directors and a summary of community activities. We do not publish personal data of service users, donors, or volunteers without explicit consent.
10. Cookies and Online Activity Our website may use cookies to improve your browsing experience and analyse traffic. You can control cookies through your browser settings.
11. Updates to This Policy We may update this policy periodically to reflect changes in law or our operations. The latest version will always be available on our website, with the revision date shown above.
12. Contact Us If you have any questions about this policy or how we handle your data, please contact info@lovelocalshop.co.uk Data Protection Lead: Rhianna Essex