Effective date: September 2025
Last updated: March 2026
## Privacy Policy
The Caring Kind Project is committed to protecting your privacy and handling your personal information with care, transparency, and respect.
This Privacy Policy explains:
- What information we collect
- How we use it
- How we keep it safe
- Your rights in relation to your personal data
The Caring Kind Project is a charitable service that sources and distributes donations to people and communities in need. The Caring Kind Project is an initiative managed by Carers Leeds, a registered charity (#1058706) and a company limited by guarantee in England and Wales (#3242065).
Our registered office is Mill 6, Ground Floor A, Mabgate Mills, Mabgate, Leeds, LS9 7DZ. We can be contacted by e-mail helllo@thecaringkindproject.org.uk
The Caring Kind Project 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.
For the purposes of data protection law, The Caring Kind Project is the data controller.
We may collect personal details, participation information, support needs, and website usage data.
Name
Email address
Telephone number
Postal address
Date of birth, where relevant
Emergency contact details, where relevant
Booking or registration details for events, workshops or activities
Records of your participation in our services or projects
Feedback, survey responses and evaluation information
Communications you send to us
Where relevant, we may collect information to help us provide safe and accessible activities, such as:
Health or well-being information
Accessibility requirements
Dietary requirements
Equality and diversity information
We only collect this type of information where it is necessary and appropriate.
When you use our website, we may collect limited technical information such as:
IP address
Browser type
Device information
Pages visited
Cookie and analytics data
Our website may contain links to other websites. This Privacy Policy only applies to The Caring Kind Project website and services.
If you visit another website using a link from our site, you should read their privacy policy to understand how they use your information.
Carers Leeds uses the following third-party service providers to support the delivery of our activities:
Charity Log CRM
Mondays CRM
Office 365
Canva
MailChimp
Live Chat
Eventbrite
Doing Good Leeds / Mansys (Managed IT partner)
Breathe HR support
Facebook, LinkedIn, Instagram, WhatsApp
Google Analytics
Companies House
Charity Commission
Three/EE telecoms
IONOS web hosting
Text Anywhere
Carers Trust
Local Giving
If you register for or take part in our events, workshops or activities, we may collect information needed to organise and deliver them safely and effectively.
This may include:
Contact details
Booking information
Access needs
Emergency contact details
Relevant health or wellbeing information
We only ask for information that is necessary.
From time to time, we may take photographs, video or audio recordings during activities, events or projects for publicity, promotional or reporting purposes.
Where you can be identified, we will seek your permission before using your image, voice or recording, unless there is another lawful basis for doing so.
You can let us know at any time if you do not want to be photographed or recorded.
If you sign up to receive news, updates or marketing communications from us, we will use your contact details to send you relevant information about our work, events and opportunities.
You can unsubscribe at any time by:
Clicking the unsubscribe link in our emails, or
Contacting us directly
We will not send you marketing emails if you have asked us not to.
Provide and manage our services, activities and events
Respond to enquiries and communicate with you
Process registrations, referrals or participation requests
Make sure our activities are safe, suitable and accessible
Improve our services through feedback and evaluation
Inform you about services and opportunities related to the project
Meet reporting requirements for funders or partners, using anonymised data where possible
Maintain our records and administer our organisation
Comply with legal, regulatory and safeguarding responsibilities
We will only use your information for the purposes for which it was collected, unless we are legally required or permitted to use it for another related purpose.
We do not sell your personal information.
We may share your information where necessary, appropriate and lawful, including with:
Staff and volunteers involved in delivering our work
Delivery partners – Local Carer Organisations and donors
Trusted third-party service providers, such as website, email or booking platform providers
Funders or partners, usually in anonymous or aggregated form
Safeguarding agencies, local authorities or emergency services where there is a concern about someone’s safety
Professional advisers or regulators where required by law
Where we use third-party providers, we take steps to ensure they handle your data securely and in line with data protection law.
We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure or alteration.
These measures may include:
Secure digital storage
Password protection
Restricted access to authorised people only
Use of secure systems and software
Confidentiality procedures for staff and volunteers
Although we take security seriously, no online system can ever be completely secure. We encourage you to take care when sharing personal information online
We only keep personal information for as long as necessary for the purpose it was collected, including to meet legal, safeguarding, accounting or reporting requirements.
Retention periods may vary depending on the type of information and the reason we collected it.
When information is no longer needed, we will securely delete or destroy it.
Your data protection rights
You have rights under data protection law. These include the right to:
Request access to the personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to erase your information in certain circumstances
Ask us to restrict how we use your information in certain circumstances
Object to our use of your information in certain circumstances
Withdraw your consent at any time, where we rely on consent
Request transfer of your information to another organisation, where applicable
If you would like to exercise any of these rights, please contact us using the details at the top of this page.
We may need to ask for proof of identity before responding to your request.
Under data protection law, we must have a lawful basis for processing your personal data. Depending on the circumstances, we may rely on:
Consent – where you have clearly agreed to us using your information
Legitimate interests – where use of your information is necessary for us to carry out our work and it does not unfairly affect your rights
Legal obligation – where we need to use your information to comply with the law
Vital interests – where it is necessary to protect someone’s safety
Where we process special category data, such as health or accessibility information, we will only do so where we have an additional lawful basis, such as your explicit consent or where the law allows it for safeguarding, support or equality monitoring purposes.
If you have concerns about how we use your personal data, please contact us first and we will do our best to resolve the issue.
Contact hello@thecaringkindproject.org.uk
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues.
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ICO Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Your rights
You have rights to access, correct, delete, or restrict your data, and withdraw consent.
We may update this Privacy Policy from time to time to reflect changes in our work, legal requirements or how we handle personal data.
Any updates will be posted on this page, and the latest version will always apply.
Cookies are small text files stored on your device when you visit a website. They help websites function, remember your preferences, or collect information about how you use the site.
We use a cookie consent banner to give you control over which cookies are set on your device. Cookies are grouped into categories, and you can accept or decline each category. Only strictly necessary cookies are set before you make a choice.
Strictly necessary cookies
These are essential for the website to function and cannot be switched off. They include cookies used to remember your cookie preferences. No personal data is collected via these cookies.
Analytics cookies (optional)
If you choose to accept analytics cookies, we use Google Analytics to collect anonymised information about how visitors use this website — for example, which pages are visited most, how long people spend on the site, and how users navigate between pages. This helps us understand and improve the site.
Google Analytics is configured using Consent Mode: analytics cookies are only placed on your device after you explicitly accept them. No analytics data is collected if you decline.
The information collected is aggregated and does not identify you personally. It is processed by Google in accordance with their privacy policy, available at policies.google.com/privacy.
You can change your cookie preferences at any time by clicking the cookie settings link in the footer of any page.
Most browsers also allow you to block or delete cookies directly. For guidance, visit aboutcookies.org.
We use cookies to understand how visitors use this site. No cookies are set unless you accept. Read our privacy policy.
