Who we are
Larkrise Cohousing Limited is a registered not-for profit company limited by guarantee since 2017
Registered number: 10848478
Registered address: Ash Cottage, Tump lane, HR2 2HP
Our website address is: https://larkrisecohousing.org.uk.
As you use our website, get in touch with us, or take part in our activities, we collect information. This deepens our understanding of what you are interested in and helps us to improve the quality and relevance of all of our communications with supporters and members.
Larkrise Cohousing will never share your information with another organisation for their own marketing purposes and we will never sell your information for any reason whatsoever.
We do however need to collect and use your personal information for carefully considered and legitimate business purposes, which will help to ensure that we can run our organisation effectively.
This policy will set out what data we collect, how we will use it, what the legal basis for this is, and outline what your rights are in respect of your personal data.
What information does Larkrise Cohousing collect?
We will only ever collect the information we need. We collect two kinds of information:
- Non-personal information such as IP addresses (the location of the computer on the internet), pages accessed and files downloaded. This helps us to determine how many people use our site, how many people visit on a regular basis, and how popular our pages are. This information doesn’t tell us anything about who you are or where you live. It simply allows us to monitor and improve our service.
- Personal information such as name, postal address, phone number, email address, date of birth (where appropriate) and information about your interests. We collect this information in connection with specific activities, such as requests for further information, to become a member or subscription to our newsletter.
How Does Larkrise use your information?
Depending on the nature of your inquiry and relationship with Larkrise(eg: Friend, Register of Interest, Prospective Member, Full Member), our use of your personal data might include the following purposes:
- To enable us to contact you
- To enable us to keep you informed
- To keep track of how you wish to engage with us and to enable this
- To enable us to administer any loanstock investment
- To aid communication within Larkrise
- To know whether you help us meet our allocations criteria
- To enable us to keep track of our overall allocations targets
- To enable us to monitor your membership and application progress
- To help you fulfil your obligations as a Prospective Member or Full Member
- To maintain accurate accounts
Like all UK organisations Larkrise, needs a lawful basis to collect and use your personal data. The are three that are relevant to Larkrise:
- Information is processed on the basis of an individual’s consent.
- Information is processed in line with a contractual relationship.
- Information is processed on it being a legitimate interest for Larkrise to do so.
The law allows personal data to be legally collected and used by an organisation if it is necessary for a legitimate business interest of the organisation – as long as its use is fair and balanced and does not unduly impact the rights of the individual concerned. Most of our processing of your data is done on the basis of our legitimate interests.
- Delivery of our organisations purposes.
- Reporting criminal acts and compliance with the legal instructions of law enforcement agencies.
- Internal and external audit for financial or regulatory compliance purpose.
- Statutory reporting.
- Conventional direct marketing by direct mail and other forms or marketing, publicity or advertisement.
- Unsolicited commercial or non-commercial messages, including recruitment of potential members or investors, awareness-raising.
- Personalisation to tailor and enhance the recipient experience in our digital and postal communications.
- Analysis, targeting and segmentation to improve communication efficiency.
- Processing for research purposes.
- Member and supporter recording and monitoring for recruitment, or administration purposes.
- Provision and administration of member benefits such as repairs.
- Physical security, IT and network security.
- Processing for historical, research or statistical purposes.
Financial management and control
- Processing of financial transactions and maintaining financial controls.
- Prevention of fraud, misuse of services, or money laundering.
- Enforcement of legal claims.
Purely administrative purposes
- Responding to any solicited enquiry from any of our stakeholders.
- Delivery of requested resources or information.
- Administration of existing financial transactions.
- Providing ‘thank you’ communications and receipts.
For Full and Prospective Members however, some of our data processing relates specifically to the provision of housing and is thus done on the basis of the corresponding contractual relationship.
When we use your personal information, we will always consider if it is fair and balanced to do so and whether it would be within your reasonable expectations that we would use your data in this way.
We will balance your rights and our legitimate interests to ensure that the way in which we use your data never goes beyond what you would expect and is not unduly intrusive or unfair.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will normally be shared only with the other members of Larkrise and only so far as is necessary for the smooth running of the organisation. We will only share your personal data with third parties outside of Larkrise with your consent. We may share aggregated statistical data on a wider basis.
These are assurances that every Larkrise member has an obligation to help fulfil. For example, if you print out a list of member contact details, you have a responsibility not to allow others access to that data: it must be treated as confidential.
We may share your personal information when we are compelled to do so by a legal authority acting in compliance with the law.
How long do we keep your personal data?
We will try to keep your personal data for no longer than reasonably necessary. There is a legal requirement to keep accounting information for a minimum period of six years. We may also retain your data for longer periods in case of any legal claims/complaints.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which ChaCo holds about you;
- The right to request that ChaCo corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for ChaCo to retain such data;
- The right to withdraw your consent to the processing at any time for situations where ChaCo has previously requested it as a processing condition;
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to lodge a complaint with the Information Commissioners Office.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it.
Storing your information
Information is stored by us on computers located in the UK. We place a great importance on the security of all personally identifiable information associated with our members and supporters. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.
Transmitting your information
Unfortunately, the transmission of data across the internet is not completely secure and whilst we do our best to try to protect the security of your information we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred. We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with people that have asked us not to.
To exercise all relevant rights, queries or complaints please in the first instance contact Larkrise by emailing: email@example.com
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.