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Looking Forward Activities Ltd. Privacy Notice

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1. Contact Details

Data Controllers:

  • Kara Armitt 

  • – Manager
     

  • Michelle Turner – Managing Director
    Address: Richmond House, Gadbrook Business Centre, Northwich, CW9 7TN
    Email: office@lookingforwardactivities.co.uk
     

 

2. The Personal Information We Collect

We collect and process a wide range of personal information, including (but not limited to):

For Employees, Workers, and Contractors:

  • Name, address, email, and phone number
     

  • Date of birth, gender, marital status, dependants
     

  • National Insurance number
     

  • Bank details, salary, pension, benefits
     

  • Recruitment information: CVs, application forms, references
     

  • Employment records: contracts, work history, attendance, performance, training
     

  • Driving licence, passport, birth/marriage certificates
     

  • Vehicle details: MOT, tax, insurance
     

  • DVLA and license check information
     

  • CCTV footage, dashcam footage, vehicle tracker data
     

  • Health data and occupational health reports
     

  • Accident and incident records, first aid logs
     

  • Information on criminal convictions/allegations and DBS status
     

  • Secondary employment information
     

  • Photos and videos
     

  • Grievance, disciplinary, and appraisal records
     

For Members (individuals receiving support):

  • Name, contact details, next of kin, emergency contacts
     

  • Health and wellbeing information
     

  • Doctor and medical contacts
     

  • Safeguarding and incident records
     

  • Activity participation and progress
     

  • Photos and videos (only with consent)
     

 

3. How We Collect Your Information

Most personal information is provided directly by you, or in the case of employees, via:

  • Job applications and recruitment processes
     

  • Employment agencies or background check providers
     

  • Third parties such as:
     

    • HMRC
       

    • Disclosure and Barring Service (DBS)
       

    • Police checking services
       

    • GPs and occupational health professionals
       

For members, data may also come from:

  • Family or legal representatives
     

  • Social workers or care professionals
     

  • Local authorities
     

 

4. Why We Collect and Use Personal Information

We use this information for purposes including:

Employment Purposes:

  • Recruitment, onboarding, and vetting
     

  • Employment contract management
     

  • Payroll and benefits administration
     

  • Performance management and appraisals
     

  • Health and safety compliance
     

  • Training and development
     

  • Managing grievances and disciplinary actions
     

  • Legal compliance, audits, and reporting
     

  • Termination and exit processes
     

Member Support Purposes:

  • Providing personalised support and meaningful activities
     

  • Ensuring health, safety, and wellbeing
     

  • Responding to emergencies and safeguarding concerns
     

  • Coordinating with health and social care professionals
     

  • Monitoring progress and engagement in services
     

 

5. Lawful Bases for Processing Personal Data

We only process your personal data when legally allowed to. The lawful bases include:

  • Consent – where freely given (e.g. for optional photos or videos)
     

  • Contract – to fulfil an employment or service agreement
     

  • Legal obligation – e.g. for payroll, safeguarding, or health and safety law
     

  • Vital interests – to protect life in emergencies
     

  • Legitimate interests – for managing our operations in a way that is proportionate and does not override your rights
     

Special Category Data & Criminal Offence Data

We process health, safeguarding, and DBS information under:

  • UK GDPR Article 9(2)(b) – employment and social protection law
     

  • Article 9(2)(h) – health and social care purposes
     

  • Data Protection Act 2018 Schedule 1 – for employment, social care, and safeguarding
    We process criminal offence data under Schedule 1, Part 1, Paragraphs 1 and 2 of the DPA 2018.
     

 

6. Sharing Your Information

We may share personal data with trusted third parties, including:

  • HR and H&S providers – Citation
     

  • Healthcare – BUPA (only if you contact them)
     

  • Payroll & pensions – Dave Buxton Partnership Accounting, Smart Pension
     

  • DBS & background checks – U-check
     

  • Recruitment platforms – Indeed
     

  • Communication platforms – WhatsApp, Facebook, Egress
     

  • Cloud storage – Google Drive
     

  • Insurance – CRS Consultants and insurers
     

  • Local authorities – if involved in safeguarding or member referrals
     

We require all third parties to maintain appropriate data protection standards and only process data according to our instructions.

 

7. International Data Transfers

  • We do not share data outside of the UK

 

8. Data Security

We take appropriate technical and organisational security measures, including:

  • Encrypted systems and communication
     

  • Secure storage and access controls
     

  • Staff training on data protection
     

  • CCTV and digital system protections
     

 

9. Data Retention

We only retain personal data for as long as necessary for the purposes it was collected, including to:

  • Fulfil our contract with you
     

  • Comply with legal, tax, and regulatory obligations
     

  • Support health and safety or safeguarding records
     

Specific retention periods are available on request.

 

10. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Access – see what personal data we hold
     

  • Rectification – correct inaccurate or incomplete data
     

  • Erasure – request deletion of personal data (in certain circumstances)
     

  • Restriction – ask us to limit processing (in certain circumstances)
     

  • Objection – object to certain types of processing
     

  • Data portability – transfer your data to another organisation
     

You do not have to pay to exercise your rights. We will respond within one month.

To exercise your rights, contact: looking.forward@btinternet.com

 

11. Withdrawing Consent

Where you have given consent (e.g. for optional images or communication), you have the right to withdraw it at any time by contacting:
Michelle Turner – looking.forward@btinternet.com
Once withdrawn, we will stop processing that data unless another lawful basis applies.

 

12. Complaints

If you are concerned about how we handle your personal information, please contact:
Michelle Turner – looking.forward@btinternet.com

You can also contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113
Website: www.ico.org.uk

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