ExtraCare was established in 1988. We develop and run retirement villages and smaller housing developments. ExtraCare is the Data Controller. We are a registered charity number 327816, and a company limited by guarantee and registered in England and Wales as company number 2205136.
ExtraCare Retail Limited is a wholly owned trading subsidiary which operates our charity shops across the Midlands and the North of England.
This Privacy Notice (Notice) sets out how ExtraCare Charitable Trust (ExtraCare), collects, stores, uses and protects any information that you give us when you use this website, extracare.org.uk.
ExtraCare and ExtraCare Retail Limited are registered as a data controllers with the Information Commissioner’s Office (ICO). Our registered head office is 7 Harry Weston Road, Binley Business Park, Coventry, CV3 2SN.
We welcome any queries you may have regarding this Notice, or any information we hold about you.
ExtraCare is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our website extracare.org.uk, you can be assured that it will only be used in accordance with this Notice and that we will comply with the Data Protection Act 2018, Privacy and Electronic Communications Regulations (EC Directive) 2003 and other applicable privacy laws.
The privacy of our customers, residents, colleagues, volunteers, visitors, and applicants is important to us.
To provide services we need to collect and use personal information. For an explanation of how we collect, use, and share the personal information we collect, download our other privacy notices:
- Download our privacy notice for residents and prospective residents.
- Download our privacy notice for care service users.
- Download our privacy notice for employees and job applicants.
- Download our privacy notice for volunteers.
- Download our privacy notice for donors and supporters.
- Download our privacy notice for visitors.
- Download our privacy notice for business partners.
We will only collect the information that visitors to our website extracare.org.uk provide voluntarily, such as those provided by completing our online Contact Form. We require this information to understand your requirements, and for the following reasons:
- To improve our products and services.
- To periodically send you promotional information about new products, special offers or other information which we think you may find interesting (where you have given consent).
- To contact you from time to time for market research purposes via email, phone, or mail (where you have given consent).
- To customise the website according to your interests.
Analytics
We use Google Analytics on our website. Google analytics collects information about how visitors use our website. We use the information to compile reports and to help us improve the website. We collect information including the number of visitors to the website, where visitors have come to the website from and the pages they visited. The information is collected and processed in a way that does not directly identify anyone. Once the information is collected, the IP address and browser details of a visitor is used to create a ‘magic number’ that changes every 24 hours. The IP address and specific browser details are immediately forgotten. We rely on consent as our lawful basis for processing and only collect the analytics information if you opt-in to the use of non-essential cookies and similar technology.
Search engine
Our website search and decision notice search are powered by WordPress. Search queries and results are logged anonymously to help us improve our website and search functionality. No identifiable personal information is collected by us or WordPress.
Security and performance
We use a third-party web application firewall from Cloudflare to help maintain the security and performance of our website. The service checks that traffic to the site is behaving as would be expected. The service will block traffic that is not using the site as expected. To provide this service, Cloudflare processes site visitors’ IP addresses.
We host our website in Microsoft Azure in the UK and keep traffic information for 12 months.
We use Design Religion Ltd to develop and support our website and digital services. They may have access to the personal data you share with us via our website, but only where this is necessary for them to provide us with this support.
Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. If your browser is configured to accept cookies, the file is added, and the cookie helps web applications to respond to you as an individual by gathering and remembering anonymous information about your preferences.
A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
For more information regarding the types of cookies we collect please see our Cookie Policy here.
Online advertising
We may use services such as Google Ads, Bing Ads, Facebook, Twitter, and re-marketing / retargeting to advertise our services across the internet. These services use a code on our website and cookies from the advertising platform to allow them to anonymously know when a visitor has visited our website extracare.org.uk from an advert and to show visitors our adverts on other websites.
You can adjust your social media advertising preferences here:
Links to other websites
Our website may contain links to other websites of interest. Once you have used these links to leave our site, you should note that we do not have any control over the destination website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to the website in question.
Only staff who are required to access your records will do so and only for the specific purposes of replying to your enquiry.
The personal data will we collect and process
In most cases we collect personal information directly from you. In circumstances where you provide personal information to us by completing our online ‘Contact Form’ web forms facility.
Below are some examples of the type of information we may process about you:
- Name, address, email address, and telephone number(s)
- Nature of your query
Special categories of personal data
We do not set out to collect special categories of personal data via our website.
Legal basis for processing your personal data
We may rely on one or more of the following legal provisions to process your personal data:
- It is in the legitimate interests of ExtraCare to process your personal information in the administration of your enquiry.
- ExtraCare will also process your personal information where it is required by law or regulation. This processing will always be fair and lawful and will always comply with the principles of applicable privacy laws in the UK.
Sharing your personal data
ExtraCare will not share personal information collected via our websites with third parties.
Ensuring your personal data is kept safe
We may hold personal data for up to 1 year for the purposes defined above.
Security
We endeavour to maintain physical, technical, and procedural safeguards that are appropriate to the sensitivity of the personal information in question. This includes the use of firewalls and encryption as well as other information security requirements, systems, and procedures. These safeguards are designed to protect your personal information from loss and unauthorised access, copying, use, modification, or disclosure.
However, no transmission over the Internet can ever be guaranteed secure. Therefore, please note that we cannot guarantee the security of any personal information that you transfer to us over the Internet.
Emails are not always secure, and they may be intercepted or changed after they have been sent. ExtraCare does not accept liability if this happens. The content of emails reflects their author’s views and not necessarily those of ExtraCare. The information in emails from ExtraCare is confidential, so if you receive one by mistake, please delete it without copying, using, or disclosing its content.
External goods or service providers must ensure that any cloud system on which the provider holds any data relating to ExtraCare is a secure system that complies with the National Cyber Security Centre’s (NCSC) Cloud Security Principles and cloud security requirements. External goods or service providers must ensure that all of their information technology systems and websites are operated and maintained in compliance with NCSC guidance located at: https://www.ncsc.gov.uk/section/advice-guidance/all-topics along with any applicable local regulations and rules.
Your 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.
How to contact us
If you have any questions, concerns, or complaint in respect of data protection and this privacy notice, please do not hesitate to contact us. You may contact our Data Protection Officer at:
Address: 7 Harry Weston Road
Binley Business Park
Coventry
CV3 2SN
Email: privacy@extracare.org.uk
Web: extracare.org.uk
Tel: 024 76 506011
We will endeavour to address your issue as swiftly as possible.
We recognise that we have an ongoing responsibility for transparency with data subjects, so we keep this Notice under regular review and therefore encourage you to check it regularly. We will include a notification on our website’s home page if we make any significant changes to this Notice.
You can also contact the Information Commissioners Office (ICO) https://ico.org.uk/, the UK’s regulator for data protection, and raise any concerns regarding our processing of your personal data. Wycliffe House, Water Lane, Wilmslow SK9 5AF 0303 123 1113.