The nature of our work means that if you are interested in engaging with the services of Larger Us then we will need to handle your personal information. We assure you that we’ll always do so in accordance with best practice and current data protection legislation.
This page sets out what we collect, why we collect it, how it is used and processed and what your rights are. Please direct any comments or queries to email@example.com.
Who we are
Larger Us Limited is a company limited by guarantee, registered in England & Wales at Suite G2 Birkbeck, Water Street, Skipton, North Yorkshire, BD23 1PB, United Kingdom, with company number 13035208.
We process your personal information in accordance with our privacy principles:
- We comply with data privacy laws when processing your personal information.
- We will always be transparent with you about the ways in which we process your personal information.
- We will limit our collection of your personal information to the minimum we need, or that which you have opted to provide.
- We will not retain your personal information for longer than we need it.
- We respect your personal data protection rights and will make it easy for you to exercise them.
- We will always put your privacy and security first by choosing the least intrusive option when reviewing our internal processes and third party providers.
- We will not sell your personal information.
We keep this privacy notice under regular review and we will notify you of any material changes we make via the email address you have registered with us. If you keep using your account after we notify you of material changes we have made, we will assume that you have consented to the updates communicated. If not, you may cancel your account at any time via the process outlined later in this document.
The data that we collect
We don’t receive any personal data about you other than what you provide to us, either by registering for an event or course, signing up to receive our newsletters or by sending us a message via our Website. We also collect anonymised data about the usage of our Website through your use of it.
When you sign up to receive our newsletters, we collect your name and email address so that we can manage your contact preferences and personalise our content.
When you register for an event or course with us, we will collect some personal data, including your name and email address, as well as possibly your mobile number, any public profile, year of birth, ethnicity, gender, political identification and occupation.
If all parties consent, we may enable members of our community to contact each other directly by sharing email addresses, mobile numbers or establishing a shared messaging platform. In such instances, we do not oversee or take responsibility for the content disclosed and you should only share resources which you feel comfortable making available.
If you apply to work with us, we will collect data such as your name, home address, references and employment history so that we can process your application. If we need to contact those you have listed as referees, we will tell you beforehand.
How we use your data
If you apply to join an event or course, we will use your personal data to administer and deliver the event or course, personalise and improve your experience, monitor the diversity of our community, and – in circumstances where the group is curated – in order to assess your suitability for participation.
If you subscribed to, or consented to receiving, our newsletter, we will use your personal information to send you updates about our work, activities and community. We may also invite you to participate in surveys or research (although this will always be voluntary).
We will also use your information to detect, investigate and prevent any content or activities that may violate our community values or be illegal.
We may also process your personal data for administration purposes (for example, we may contact you regarding any content you submit for publication), recruitment purposes and/or selection of staff, internal management (such as record keeping for enquiries, feedback or complaints we receive), or where we consider it to be in the best interests of the community and its purpose (for example, to make a useful introduction).
Applicable data protection law requires us to have a lawful basis for the processing of all personal information, and there are several lawful bases available. We will only process your personal information in line with the lawful bases outlined below:
Explanation of this basis
When we use this basis
Where we need to use your personal information to enter into or fulfil a contract with you.
When you sign up to an event or a course.
Processing your information during recruitment or employment.
Where we use your personal information with your clear and unambiguous consent and you can change your mind at any time.
When you sign up to receive our newsletters and we keep a record of your communications preferences.
Contacting you about future events, courses, or job opportunities with us for which you have expressed an interest.
Where we have another good and lawful reason for using your personal information which is in line with the reasons you have already consented to or have been made aware of.
We de-identify and aggregate the metrics information we get from users to understand how our website and our communications are performing, to identify bugs, and to identify where we need to focus our efforts for improvement.
Where we must use your personal information to comply with the law, or a court order request.
If you no longer want to hear from us, we are obliged by law to stop contacting you. To meet this legal obligation we will add your details to a suppression list so you no longer hear from us.
Where we need to use your personal information for an official purpose, or for a reason in the public interest for the greater public good, like cooperating voluntarily with an official police investigation.
To detect, investigate and prevent any content or activities that may violate our community principles or be illegal.
Where we need to use your personal information in an emergency situation where we are required to protect you or someone else from death or serious harm.
To protect our community members, team and/or employees from serious harm: if we have reason to believe that you may be in danger, we can share your personal information with the emergency services.
Protecting your personal information
We care deeply about safeguarding your personal information while you visit our Website, receive our newsletter and/or register to attend an event or course. We will take all reasonable steps to make sure that your data is treated securely and in accordance with this privacy notice. The information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access, disclosure, use, and modification. Your personal information is accessed only by those who are authorised to access it while carrying out their duties.
We regularly review our security procedures to consider appropriate new technology and methods. Please be aware that, despite our best efforts, no security measures are perfect or impenetrable.
Where we use other organisations to support us, we ensure that we have contract terms in place that contain obligations on the other organisation to safeguard your information. Some of these organisations have their servers in other countries. Wherever possible, we try to ensure that your data will not be processed outside of the EU but where this is not possible, we ensure that we have controls in place that protect your personal information at all times.
Third party content
Our Website contains links to external websites. If you follow such a link, please note that these websites have their own privacy and cookies policies and we cannot accept any responsibility or liability for these third party websites.
We may also embed third party content, such as videos, directly into our Website. We will not show you this content until you have consented to see it.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to obtain confirmation from us as to whether or not personal data that concerns you is processed, and to ask us for copies of your personal information. However, we do have to take into account the rights and freedoms of others, so this is not an absolute right.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate or incomplete. If you think that any of the information registered with Larger Us is not accurate, please contact us (via firstname.lastname@example.org) and we will arrange for it to be corrected as swiftly as possible.
- Your right to erasure – You have the right to ask us to erase your personal information. Where your information is being processed by a third party on our instruction, we will pass on your erasure request to ensure your right is fully met.
- 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.
If you wish to exercise any of the rights listed above, please contact us via email@example.com.
In case you have a complaint about the processing of your personal data, you have the right to lodge a complaint with your local competent supervisory authority.
If you are based in the UK, your supervisory authority is the Information Commissioner’s Office (ICO), they can be contacted by visiting www.ico.org.uk or by writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
If you’re not based in the UK, please contact your local Data Protection Supervisory Authority in the first instance.
We are committed to safeguarding your privacy, and therefore we have carefully vetted and selected our third party data processors and the data centres and services they provide us with, to ensure that they meet our privacy and security standards.
The principle processors that we use are GoDaddy (who host our Website), Google (where we store many of our public documents and who provide our internal email service), Mailchimp (for newsletters) and Typeform (for application and feedback forms). Please note that these processors have locations both within and outside the EU, meaning that your data may be stored outside the EU.
It is our standard practice to only hold your personal information for as long as we need it. This will vary depending on the activity for which the data is being used. However, we are wholly aware of our obligations under the data protection laws, and we make every effort to ensure that we only hold on to your data for as long as it is required.
If you have consented to receive our newsletter, we will retain your personal information until you decide to opt-out. You can opt out of receiving our newsletters at any time by clicking on the ‘unsubscribe’ link in any of the emails you receive or by contacting us directly. Our newsletters are delivered to you via a third party, Mailchimp, who will retain your personal information within a separate suppression list if you choose to opt out. If you would like to be removed from this suppression list, please email us in the first instance.
If you have applied to work with us and are unsuccessful in your job application, we may retain your personal information for a period of 6 months after we have finished recruiting. If you have expressed an interest in hearing about similar roles that we may have in the future, we will retain your information for a further period of 18 months, however, you can change your mind at any time.
Your privacy is very important to us and so, the cookies we have enabled on our Website are used to make sure the Website works the way you expect – that it loads quickly, remembers your settings, and makes it easy to share tools and content with our community.
None of the cookies we use on our Website:
- Collect any personally identifiable information (without your express permission);
- Pass your personal data to advertising networks.