Data controller: The Link Visiting Scheme
Contact: Chief Executive / Data Protection Lead
Telephone: 0118 979 8019
Address: The Charity and Community Hub, Waterford House, Erftstadt Court, Wokingham, Berkshire, RG40 2YF
Website: www.linkvisiting.org
About this notice
The Link Visiting Scheme (“the Link”, “we”, “us” or “our”) respects your privacy. This notice explains what personal information we collect, why we use it, where it comes from, who we may share it with, how long we keep it and the rights you have.
It applies to Link Friends and prospective Link Friends, volunteers and applicants, supporters, donors, event attendees, referrers, family members, carers, professionals, website users, suppliers and other people who contact or work with us. We may provide additional privacy information where a particular activity requires it, including employment.
Personal information we may collect
identity and contact details, including name, address, telephone number, email address, date of birth and emergency contact;
information needed to provide safe and appropriate services, including interests, communication needs, accessibility requirements, availability, location and relevant support information;
health, disability, ethnicity, religion or belief and other specially protected information, where relevant and lawful;
information about safeguarding concerns, risks, incidents, accidents, complaints and support provided;
volunteer recruitment and management information, including applications, references, training, supervision, availability and relevant checks;
donation, fundraising, Gift Aid, event and supporter information, including payment records;
correspondence, case notes, contact records, feedback, photographs or stories where appropriate permission has been obtained; and
website form information, necessary cookie data and information relating to suppliers, partners, trustees, staff and professional contacts.
We collect only what is relevant and necessary. We do not retain full payment-card details where payments are handled by a payment provider.
Where we obtain information
We usually obtain information directly from you. We may also receive it from someone acting on your behalf or involved in your support, such as a family member, carer, referrer, volunteer, health or social care professional, partner organisation, public body or emergency service. We may create necessary records while providing services, managing relationships or responding to concerns.
Why we use information
to consider referrals and provide befriending, activities, events, transport support and other services;
to recruit, check, train and support volunteers, staff and trustees;
to communicate with Link Friends, volunteers, families, referrers, professionals and supporters;
to respond to safeguarding concerns, risks, incidents and emergencies;
to process donations, Gift Aid, fundraising and events;
to manage complaints, finance, governance, insurance, security, contracts and legal duties; and
to monitor, evaluate and improve services, using anonymised or aggregated information where possible.
Our lawful bases
We must have a lawful basis for each use. Depending on the purpose and circumstances, we may rely on consent, contract or steps connected with a contract, legal obligation, vital interests, public task where there is a clear basis in law, recognised legitimate interests or legitimate interests. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful use.
Special category and criminal offence information
Health, disability, ethnicity, religion or belief and some other information receives additional protection. Criminal offence and DBS information is also subject to additional rules. We use such information only where it is necessary and proportionate and where the additional legal condition has been identified.
Who we may share information with
We do not sell personal information. We may share the minimum necessary information with:
people involved in delivering or receiving our services, including appropriately matched volunteers, Link Friends, family members, carers or referrers;
health, social care, safeguarding, emergency, police or other public services where necessary and lawful;
funders, commissioners, auditors, insurers, professional advisers and regulators, normally using anonymised or aggregated information where sufficient;
partner organisations where we jointly deliver an activity or make a referral; and
trusted service providers supporting IT, databases, communications, websites, payments, payroll, storage or secure disposal.
We may share information without consent where the law permits or requires this, including where necessary to protect someone from serious harm. Organisations processing information for us must meet appropriate confidentiality, security and data protection requirements.
International transfers
Some providers may store or access information outside the United Kingdom. Where this happens, we ensure that an appropriate lawful transfer mechanism and safeguards are in place. Further information is available on request.
Security and retention
We use proportionate organisational and technical safeguards, including access controls, training, secure systems, supplier contracts, physical security and incident-response procedures. Access is limited to people who need the information for their role.
We keep personal information only for as long as needed for its purpose and to meet legal, safeguarding, insurance, contractual and accountability requirements. Periods vary and are set out in our Data Retention Policy and Retention Schedule. When information is no longer needed, it is securely deleted, destroyed or anonymised.
Your rights
to be informed about how we use your information;
to ask for access to your information and obtain a copy;
to ask us to correct inaccurate or incomplete information;
to ask us to delete or restrict information in certain circumstances;
to object to certain uses, including direct marketing;
to receive certain information in a portable format;
to withdraw consent where consent is our lawful basis; and
to raise a concern with us or complain to the Information Commissioner’s Office.
These rights are not all absolute. We may sometimes lawfully need to retain or continue using information and will explain our decision. You will not usually have to pay a fee. A request for access may be made verbally or in writing, and our form is optional.
Contact and complaints
To ask a question, exercise a right, update your details or complain, contact the Chief Executive / Data Protection Lead on 0118 979 8019 or write to the address above. You may also complain to the Information Commissioner’s Office at www.ico.org.uk/make-a-complaint or 0303 123 1113.
Changes to this notice
We review this notice regularly and update it when our services, systems, use of information or legal responsibilities change. The current version will be published on our website, and we will take reasonable steps to highlight significant changes.
Updated: October 2026