Privacy Notice

This privacy policy sets out how Lincolnshire Centre for Grief and Loss (LCGL) uses and protects your personal data. This privacy policy is provided in a layered format so you can click through to the specific areas set out below.

1. IMPORTANT INFORMATION AND WHO WE ARE

2. TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

3. HOW IS YOUR PERSONAL DATA COLLECTED?

4. HOW WE USE YOUR PERSONAL DATA

5. DISCLOSURES OF YOUR PERSONAL DATA

6. DATA SECURITY

7. DATA RETENTION

8. YOUR LEGAL RIGHTS

9. CONTACT DETAILS

10. COMPLAINTS

11. CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES

1. Important information and who we are

Privacy policy

This privacy policy gives you information about how LCGL collects and uses your personal data through your use of this website, including any data you may provide when you are referred to us or through the provision of our services.

Controller

LCGL is the controller and responsible for your personal data (collectively referred to as "COMPANY", "we", "us" or "our" in this privacy policy).

2. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes title, first name, last name, date of birth, gender.
Contact Data includes home address, telephone number.
Health Data includes details about medical conditions, allergies, disabilities or special needs, GP’s name, address and telephone number.
Service-related data includes information about the reasons for accessing counselling service such as personal circumstances or issues being addressed.
Parent / Guardian data includes name of the parent/guardian, address of the parent/guardian, telephone number.
Care data includes details about adoption/foster care arrangement, in Care or Kinship Care, details about safeguarding concerns/measures that are in place.
School data includes school name, address, phone number and year group.
Usage Data includes information about reasons for accessing our services, how you interact with and use our website and service.
Donation data includes bank details, donation amount.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
complete and return the referral form to us.
attend a consultation exercise, attend individual and/or group counselling sessions, training sessions and community groups.
give us feedback or contact us with queries.
make financial donations to us.
Through referrals: Through referrals from schools, camps, parents, charitable organisations, General Practice (GP), other statutory services such as local authority Adult Social care or directly from yourselves, we may receive your personal data

4. How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example when you access counselling services through us.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use: To provide counselling services and support

Type of data:

(a) Identity

(b) Contact

(d) Parent / Guardian data

(e) School data

(f) Service-related data

(g) Care data

Legal basis: Consent

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Purpose/Use: To communicate with you including responding to your enquiries and managing appointments

Type of data:

(a) Identity

(b) Contact

Legal basis: Consent

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Purpose/Use: To provide and improve our services

Type of data: Feedback forms

Legal basis: Legitimate interest

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Purpose/Use: To ensure safeguarding

Type of data:

(a) Identity

(b) Contact

(d) Parent / Guardian data

(e) School data

Legal basis: Legal obligations

Cookies

This website does not use cookies at the moment. If this changes, we will update this notice accordingly.

5. Disclosures of your personal data

We may share information with counsellors, clinical supervisors and charity organisations for counselling, referral purposes and to provide you with our services where appropriate. We will only share personal information with law enforcement or other authorities if required by applicable law.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means.

In some circumstances you can ask us to delete your data: see paragraph 9 below for contact information.

8. Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests).
You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

- If you want us to establish the data's accuracy.

- Where our use of the data is unlawful but you do not want us to erase it;

- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us via email at email@lcgl.org.uk

9. Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

Email address: email@lcgl.org.uk or
Postal address: Lincolnshire Centre for Grief & Loss, 19 Carlton Mews, The Carlton Centre, Lincoln, LN2 4FJ
Telephone number: 01522546168
For concerns, contact our Caldicott Guardian at michaela.ardley@lcgl.org.uk
Charity Registration Number: 1100421

10. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

11. Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated July 2025.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.