Carers Leeds Personal Data and Privacy Policy

Last updated: 10th January 2024

Who are we

Carers Leeds is a Company Limited by Guarantee with Charitable Status. Our registered office is 6-8 The Headrow, Leeds, LS1 6PT. Our telephone number is 0113 246 8338 and our organisational e-mail contact is

We have multiple privacy notices for different aspects of our services and operations:

  • Carers
  • Website and Newsletter
  • Carer Support Groups, Events and Training
  • Employees
  • Job Applicants
  • Trustees and Volunteers

Carers Leeds uses the Microsoft 365 Cloud Productivity Suite of Tools (SharePoint, Excel, Word, Outlook etc). Much of the data we handle will interface with this Microsoft 365 account. The main source of incoming data will typically be through email and web forms. This data will be held on Microsoft 365 servers as part of the service they provide. Carers Leeds also uses EE/Three SMS messaging as well as a service called Text Anywhere.


What information do we collect?

How do we use this information?

If you are an unpaid carer, Carers Leeds will ask for information about you and store this information on a database called Charitylog.

We will collect personal information about carers, such as name, address, and date of birth. This helps us to retrieve conversations that we have with carers, so they do not have to ‘repeat their story’. It will also mean that we can contact carers if we need to.

We will also ask for additional information, which is sometimes called Special Category Data. This may include carers ethnicity, sexual orientation, and information about your own health. By providing this information it helps us understand who we are and are not reaching with our service and improve the services we offer.

Website and E-Newsletter

What information do we collect?

How do we use this information?

We use cookies on our website. Please see our Cookie Policy here:

E-Newsletter subscription is available using our website, with a redirect to MailChimp. We collect personal identifiable information including name, email address and the first part of your postcode for the purposes of distributing our monthly newsletter. There are options to opt-out and to set preferences on the type of content received. We may occasionally send you emails based on the first part of your postcode and the preferences you have selected.

Carers Support Groups

What information do we collect?

How do we use this information?

All Carer Support Groups, events and training are advertised on our website or in our e-newsletter. We also have a hard copy carer support group booklet.

The details we collect include name and contact details in order that we can ensure carers receive information relevant to their upcoming group, event or training or for evaluation purposes.

We invite carers to provide relevant information which can enable us to make groups, training and events inclusive and accessible, this may result in the collection of special category data related to dietary requirements, health, or disability, as examples; this is for the purpose of making reasonable adjustment and is the lawful basis associated to health care.

Online events take place using Zoom. Access to Zoom events is only available to those who have pre-booked and require a meeting password.

Photography and filming may take place at our events – this is used for publicity (social media, publications, presentations) or for documenting events to share with other interested persons. Your image and/or voice may be recorded in film or through recording of online sessions. Consent for photography and filming will be obtained at event booking or the actual day of event/training/group. Carers have the option to opt out of being photographed or filmed.

A copy of our photo consent can be found here:


The employee privacy notice is located with the Employee Handbook which is stored on SharePoint.

Job Applicants

What information do we collect?

How do we use this information?

If you are applying for a job or volunteering role with Carers Leeds we will collect and process data about you. This will likely include your name, contact information, and personal information such as your date of birth. We will ask for an application form to be completed and this may include a request for additional specific information such as employment history, qualifications, work eligibility, national insurance number, and referee details.

We may use a third-party recruitment site, such as Doing Good Leeds.

Our application pack contains a Recruitment Privacy Policy for Candidates outlining the data we collect, why we collect it and how we use.

When undertaking pre-employment checks we may ask for contact details of referees, your date of birth, your work eligibility, and vetting information such as for DBS. We may use a third party to assist us with work eligibility and DBS checks.

We will use the data you provide us with to manage our recruitment and selection process. This includes assessing suitability for the role, creating accounts for successful applicants, sending communications related to the outcome of the recruitment process, and fulfilling onboarding requirements.

We will retain application forms, CVs and other data related to vacancies and recruitment processes for unsuccessful candidates for 6 months from the vacancy closing date, and 2 years for successful candidates. This data will be held on Microsoft 365 email servers.


What information do we collect?

How do we use this information?

The name, date of birth, address, email and phone number of trustees, date of appointment and date of termination will be maintained as a register.

Trustees (or nominees) may also be asked to provide declarations regarding criminal activity and bankruptcy and may be subject to vetting checks or references. In this case the job applicant privacy notice above will be followed for a volunteering role.

Required information will be shared with Companies House and Charities Commission for the purposes of effective governance.

Trustee names will be listed within the Trustees Annual Report/Statement of Financial Accounts.

Trustee names will remain on Companies House and Charities Commission filing history; trustee names will also appear on charity documents such as minutes of meetings and resolutions. These documents are retained indefinitely.

We will retain core trustee personal information (name, application form, image) for historical purposes; all other documentation related to trustees will be retained for the duration of trusteeship plus 2 years.

Third Party Services

Carers Leeds uses the following third-party service providers to support the delivery of our activities:

  • Charity Log CRM
  • Office 365
  • Canva
  • MailChimp
  • Eventbrite
  • Doing Good Leeds / Mansys (Managed IT partner)
  • Breathe HR support

  • Facebook, Twitter (X), LinkedIn, Instagram, WhatsApp
  • Google Analytics
  • Companies House
  • Charity Commission
  • Survey Monkey
  • Three/EE telecoms
  • IONOS web hosting
  • FOCUS telecoms
  • Text Anywhere
  • PeopleSafe (changing to Nexus)
  • Carers Trust
  • Local Giving

International transfer of data

Our email communication provider MailChimp and Survey Monkey hosts data in the United States. They are subject to specific data protection contractual clauses and are participants in the US Data Privacy Framework.

Your Data Protection Rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Requests can be made using the contact information above.

Summary of Data Retention Periods

Carer Records – Charity Log 6 years after last date of contact
Carer Records – paper (including grant applications) 6 years after last date of contact
Job applications/recruitment information 6 months (unsuccessful candidates) 2 years (successful candidates)
Trustee information Duration of Trusteeship plus 2 years

How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Carers Leeds, the full process of which is set out in our Complaints Policy.

Carers Leeds


Telephone: 0113 246 8338

Post: CEO, Carers Leeds, 6-8 The Headrow, Leeds, LS1 6PT

Information Commissioner’s Office

You can also complain to the ICO if you are unhappy with how we have used your data.

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

ICO Helpline number: 0303 123 1113

ICO website: