Tapestry Day Club is the trading name of Tapestry Lunch Club CIC who we are committed to protecting and respecting your privacy.  This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.

Any questions regarding this policy and our privacy practices should be sent by email to support@tapestrydayclub.co.uk  or in writing to Tapestry Lunch Club CIC, c/o Windover House, Waterlands Lane, Rowhook, West Sussex RH12 3PX. Alternatively, you can telephone 01403 791020.

Who are we?

Tapestry Lunch Club CIC offers high quality day support to small groups of older people who are living in social isolation and may be experiencing health issues such a dementia.  Our guests generally live in their own homes within the communities of West Sussex and Surrey.

Tapestry Lunch Club CIC is committed to protecting and respecting your privacy and security. Whenever you provide us with your personal information via our website, we will treat that information in accordance with this policy, our terms and conditions and current UK Data Protection legislation.

By using the Site and any services we offer via our Site, you are agreeing to be bound by this policy.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. This policy may change from time to time, so please check this page periodically.

In this policy ‘Tapestry Lunch Club CIC’, ‘we’, ‘us’ or ‘our’ means: Tapestry Lunch Club CIC (Registered in England and Wales Number 12110992).

How do we collect information from you?

We obtain information about you in the following ways:

Information you give us directly

We may collect and store information about you when you interact with us. For example, this could be when you:

• submit an enquiry
• register an interest in our service
• give us feedback
• make a complaint
• fill in a job application form
• register as a volunteer
• enter into a contract with us

Information you give us indirectly

Your information may be shared with us by third parties, which might include:

• Partners/individuals sending us referrals/making enquiries about our services.
• When you interact with us on social media platforms such as Facebook, WhatsApp, Twitter or LinkedIn.
• Subcontractors acting on our behalf who provide us with technical, payment or delivery services, our business partners, advertising networks analytics providers and search information providers.
• You should check any privacy policy provided to you where you give your data to a third party.

When you visit our website

We, like many companies, automatically collect the following information:

• technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your computer to the internet. This information may be used to improve the services we offer.
• information about your visit to this website, for example we collect information about pages you visit and how you navigate the website, i.e. length of visits to certain pages, services you viewed and searched for, referral sources (e.g. how you arrived at our website).

We collect and use your personal information by using cookies on our website – more information on cookies can be found under the ‘Use of Cookies’ section below.

Social Media

When you interact with us on social media platforms such as Facebook and Twitter we may obtain information about you (for example, when you publicly tag us in a photo). The information we receive will depend on the privacy preferences you have set on those types of platforms.

What type of information is collected from you?

When you engage with us by telephone, mail, in person or online the personal information we collect, store and use might include:

• your name and contact details (including postal address, email address and telephone number);
• personal and health/social care information for our services.
• information about your activities on our website and about the device used to access it, for instance your IP address and geographical location;
• your bank or credit card details. If you make a payment online, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions;
• any other personal information shared with us.

Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health.

We do not usually collect sensitive data about you unless there is a clear and valid reason for doing so and data protection laws allow us to, for example, we may ask for your health information to establish whether we are the right service for you.

How and why is your information used?

We may use your information for a number of different purposes, which may include:

• providing you with the services or information you asked for.
• carrying out our obligations under any contracts entered into between you and us;
• keeping a record of your relationship with us;
• conducting analysis and market research so we can understand how we can improve our services or information;
• seeking your views or comments on the service we provide;
• notifying you of changes to our services;
• sending you communications which you have requested and that may be of interest to you.
• processing grant or job applications.

How long is your information kept for?

We keep your information for no longer than is necessary for the purposes it was collected for.  The length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).

We review our retention periods on a regular basis.

Who has access to your information?

We do not sell or rent your information to third parties.  We do not share your information with third parties for marketing purposes.  However, we may disclose your information to third parties in order to achieve the other purposes set out in this policy. These third parties may include subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf.  However, when we use these third parties, we disclose only the personal information that is necessary to deliver the services and we have a contract in place that requires them to keep your information secure and prevents them from using it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties 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.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

Specific Consent

Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.

Performance of a contract

Where we are entering into a contract with you or performing our obligations under it like when you buy our services.

Legal obligation

Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.

Vital interests

Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our days) or a safeguarding issue which requires us to share your information with the emergency services.

Legitimate interests

Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not unduly impact your rights).

We consider our legitimate interests to be running Tapestry Lunch Club as a Community Interest Company organisation in pursuit of our aims and ideals. For example to:

• record your information to deliver a service or activity.
• send postal communications which we think will be of interest to you;
• conduct research to better understand who our service users are to better target our marketing;
• monitor who we deal with to protect the CIC against fraud, money laundering and other risks;
• enhance, modify, personalise or otherwise improve our services /communications for the benefit of our service users; and
• understand better how people interact with our website.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

Marketing Communications

We may use your contact details to provide you with information about the vital work we do for older people, our opportunities to support us, as well as the services you can buy, if we think it may be of interest to you.

We’re committed to putting you in control of your data so you’re free to tell us that you don’t want to be contacted for marketing purposes at any time by contacting us by email: support@tapestrylunchclub.co.uk or in writing to Tapestry Lunch Club, c/o Windover House, Waterlands Lane, Rowhook, West Sussex RH12 3PX.

Your Rights

Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:

Right of access

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.

If you want to access your information, please send a description of the information you want to see and proof of your identity by post to the address provided below.

Right to have your inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so we’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email or post (see below). Alternatively, you can telephone 01403 791020.

Right to restrict use

You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or we’re not lawfully allowed to use it.

Right of erasure

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to. In many cases, we will anonymise that information, rather than delete it.

Right for your personal information to be portable

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.

Right to object

You have the right to object to processing where we using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical/research purposes.

If you want to exercise any of the above rights, or withdraw any consent you have provided for our processing, please email: support@tapestrylunchclub.co.uk or in writing to Tapestry Lunch Club, c/o Windover House, Waterlands Lane, Rowhook, West Sussex RH12 3PX.

We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.

Keeping your information safe

When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it securely.

Any sensitive information, which is collected via email, telephone, an application form or guest assessment are recorded and stored securely on our systems.

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. Where we have given (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Use of ‘cookies’

Like many other websites, our website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. This helps us to deliver a better more personalised service when you browse our website and improve our services.

It is possible to switch off cookies by setting your browser preferences. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our website.

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 privacy policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Vulnerable circumstances

We are committed to protecting vulnerable customers and volunteers and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with vulnerable people.

Changes to this policy

Any changes we may make to this policy in the future will be posted on this website so please check this page occasionally to ensure that you’re happy with any changes. If we make any significant changes we’ll make this clear on this website.

Review of this Policy

We keep this policy under regular review. This policy was last updated in October 2020.