How we collect personal information (data)

We may collect your personal data from you directly when you:

• Communicate with the Lammermuir Larder Group for any reason, by post, telephone, text, email, social media messaging or via our website

• Are referred to the Lammermuir Larder Group, or self-refer, as an Emergency Food, Advocacy Support, or Community Shop client. We may also collect personal information about you from organisations such as the agency that refers you to The Lammermuir Larder Group.

• Work or volunteer for the Lammermuir Larder Group, or apply to work or volunteer for The Lammermuir Larder Group

• Donate to the Lammermuir Larder Group

• Interact with the Lammermuir Larder Group as a supplier, contractor, consultant, or in another capacity

Why we collect personal data

The Lammermuir Larder Group will only collect personal information that we genuinely need to and have a legal basis to process.

Clients

Our legal basis for processing your personal information is legitimate interest as we require your information to ensure we are providing you with the appropriate support.

In some situations, we may record sensitive (special category) information, for example about your health, or religious beliefs. We use this information to ensure your dietary requirements are accommodated; this may include food allergies or intolerances, or restrictions for religious or ethical reasons. We need your explicit consent to process this sensitive personal data – you can choose not to provide this information and still continue to receive support from The Lammermuir Larder Group.

Employees

The Lammermuir Larder Group will process employees’ personal data to fulfil our contract with them, and to meet our legal obligations as an employer. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations such as pension providers.

Volunteers

The Lammermuir Larder Group collects volunteers’ personal information to support the administration of your volunteering activity. Our lawful basis for processing volunteers’ personal information is our legitimate interest, to meet our legal obligations, or with your consent. This applies also to existing and potential trustees.

Sharing personal information

The Lammermuir Larder Group will only share personal information where we need to, where someone’s life is at risk or we are required to do so by law.

How long we keep your personal information

The Lammermuir Larder Group will only keep your personal information for as long as necessary; we will not retain personal data if it is no longer required. We may legally be required to retain some types of personal data, for example for finance, employment or audit purposes. If you would like a copy of the Lammermuir Larder Group’s Record Retention Schedule which sets out how long we keep personal data for, please email admin@lammermuirlardergroup.com

Your rights

Your rights in relation to your personal information are to:

• Ask us for copies of your personal data by making a Subject Access Request

• Tell us to change or correct your personal data if it is incomplete or inaccurate

• Request that we restrict the processing of your personal data for specific purposes

• Request that we delete your personal data

You can exercise your rights by writing to the Lammermuir Larder Group at 9 & 12 Church Street, Haddington EH41 3EX or emailing admin@lammermuirlardergroup.com

We will respond to any request within 30 days and under applicable data protection legislation

If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way which is inconsistent with the law you can complain to the Information Commissioner's Office (ICO) whose helpline number is 0303 123 1113.