Last updated: July 2026

1. About this policy

This privacy policy explains how personal information is collected and used when you visit or contact the Norfolk Learning Disability Partnership website.

The website is:

www.norfolkldpartnership.org.uk

The Norfolk Learning Disability Partnership is facilitated by:

ASD Helping Hands
Charity number: 1175729

ASD Helping Hands is responsible for looking after the personal information collected through this website.

You can contact us at:

Address: Assembly Rooms, Ruthen Place, Dereham, Norfolk, NR19 2TX
Telephone: 01362 685860
Email: contact@norfolkldpartnership.org.uk

2. What information we collect

We may collect information when you:

  • complete the contact form;
  • send us a voice recording or file;
  • sign up for the newsletter;
  • register for a locality meeting;
  • apply to become a member;
  • ask to get involved in an opportunity;
  • contact us by email or telephone;
  • download information from the website; or
  • use the website.

The information we collect may include:

  • your name;
  • your email address;
  • your telephone number;
  • the information in your message;
  • voice recordings or files you upload;
  • the meetings or opportunities you are interested in;
  • newsletter subscription information;
  • technical information needed to keep the website secure; and
  • information about how pages and downloads are used.

Please do not send sensitive personal information through the general contact form unless it is needed for us to answer your question.

3. Why we use your information

We use personal information to:

  • answer questions and messages;
  • provide information and support;
  • manage meeting registrations;
  • contact people about meetings or changes;
  • process applications;
  • manage involvement opportunities;
  • send newsletters when someone has subscribed;
  • improve the website and its Easy Read information;
  • monitor which pages and downloads are useful;
  • prevent spam, misuse and security problems;
  • keep records of enquiries and responses; and
  • meet our legal and safeguarding responsibilities.

4. Our lawful reasons for using information

Under UK data protection law, we must have a lawful reason for using personal information.

Depending on the situation, we may rely on:

Consent

We use consent when you:

  • subscribe to the newsletter;
  • agree to receive optional communications;
  • provide information for an optional purpose; or
  • agree to non-essential cookies or analytics.

You can withdraw your consent at any time.

Legitimate interests

We may use information when it is reasonably necessary to:

  • answer enquiries;
  • manage the website;
  • understand how our services are being used;
  • prevent fraud or misuse;
  • improve our information and services; or
  • keep appropriate records.

We consider people’s rights and privacy before relying on legitimate interests.

Legal obligation

We may use or keep information when the law requires us to do so.

Vital interests

In an emergency, we may use or share information when it is necessary to protect someone’s life or safety.

5. Sensitive personal information

Some information is given extra protection under data protection law. This is called special-category information.

It can include information about:

  • health;
  • disability;
  • ethnicity;
  • religion;
  • sexual orientation; or
  • other sensitive personal circumstances.

You may choose to tell us about a disability, health condition, communication need or reasonable adjustment.

We only use this information when it is needed to:

  • make our services accessible;
  • arrange suitable support;
  • protect someone’s safety;
  • meet our legal responsibilities; or
  • provide the service you have requested.

Where required, we will use your explicit consent or another lawful special-category condition.

We restrict access to this information and do not make it public.

6. Contact forms and voice recordings

When you use our contact form, we may collect your:

  • name;
  • email address;
  • telephone number;
  • message; and
  • optional voice recording or attachment.

We use this information to understand your enquiry and respond to you.

Staff may use an artificial intelligence tool to help prepare a draft response. A member of staff checks and approves the response before it is sent.

We do not use artificial intelligence to make important decisions about you without human involvement.

7. Newsletter

When you subscribe to our newsletter, we collect your name and email address.

We use this information to send you:

  • NLDP news;
  • meeting information;
  • events;
  • involvement opportunities;
  • new Easy Read information; and
  • other relevant updates.

You can unsubscribe at any time by using the unsubscribe option in an email or by contacting us.

We may keep a limited record that you unsubscribed so that we do not accidentally add you back to the mailing list.

8. Locality meeting registrations

When you register for a locality meeting, we may collect:

  • your name;
  • contact details;
  • the meeting you wish to attend;
  • accessibility or communication requirements; and
  • information needed to manage your registration.

We use this information to:

  • reserve your place;
  • send joining information;
  • contact you if the meeting changes or is cancelled;
  • make reasonable adjustments; and
  • manage attendance.

9. Website analytics

We collect limited information about how the website is used.

This may include:

  • which pages are viewed;
  • which Easy Read documents are downloaded;
  • the date and time of an action; and
  • limited technical information needed to prevent duplicate counting.

Our Easy Read analytics system does not intentionally store visitors’ names, email addresses or full IP addresses.

Analytics information is normally kept for up to 36 months and is then automatically deleted.

Logged-in staff visits may be excluded from the figures.

10. Cookies

Cookies are small files placed on a device when someone visits a website.

The website may use:

Essential cookies

These are needed for the website to work, keep forms secure or remember privacy choices.

Optional cookies

These may be used for analytics or other non-essential functions.

Where consent is required, optional cookies will not be used unless you choose to accept them.

You can change your cookie choices using the website’s cookie settings or your browser settings.

11. Who we share information with

We do not sell personal information.

We may share information with:

  • authorised NLDP or ASD Helping Hands staff;
  • organisations involved in delivering a meeting or service;
  • website hosting and technical support providers;
  • email and Microsoft 365 service providers;
  • trusted data-processing service providers;
  • professional advisers;
  • safeguarding organisations; or
  • the police, courts or regulators when required by law.

We only share information that is necessary for the purpose.

Service providers must protect the information and may only use it according to our instructions.

12. Information stored outside the United Kingdom

Some technology providers may process or store information outside the United Kingdom.

Where this happens, we will take appropriate steps to protect the information. This may include using:

  • a country recognised as providing adequate protection;
  • approved contractual safeguards; or
  • another lawful international-transfer safeguard.

13. How long we keep information

We do not keep personal information for longer than it is needed.

Our normal retention periods are:

  • general website enquiries: 2 years after the enquiry is closed;
  • complaints: 6 years after the complaint is closed;
  • meeting registrations: 2 years after the meeting;
  • newsletter information: until you unsubscribe or the mailing list is no longer used;
  • unsuccessful membership applications: 12 months after the decision;
  • analytics records: up to 36 months;
  • website security and email logs: normally up to 12 months;
  • cookie-consent records: normally up to 2 years;
  • backups: normally up to 90 days; and
  • safeguarding or legal records: for as long as required by law or our safeguarding procedures.

Information may be kept for longer where there is a legal claim, complaint, safeguarding concern or legal requirement.

14. How we protect information

We use appropriate safeguards, including:

  • password-protected systems;
  • staff access controls;
  • secure website connections;
  • security updates;
  • backups;
  • staff confidentiality requirements;
  • secure email systems; and
  • restrictions on access to sensitive information.

No online system can be guaranteed to be completely secure, but we take reasonable steps to reduce the risks.

15. Your data protection rights

Depending on the circumstances, you may have the right to:

  • ask for a copy of your information;
  • ask us to correct inaccurate information;
  • ask us to delete information;
  • ask us to limit how information is used;
  • object to certain uses of information;
  • receive information in a portable format;
  • withdraw consent; and
  • complain about how your information has been used.

Some rights do not apply in every situation.

To exercise your rights, contact:

contact@norfolkldpartnership.org.uk

We may need to check your identity before providing personal information.

16. Complaints

Please contact us first if you are unhappy about how we have used your information.

You can also complain to the Information Commissioner’s Office, which is the United Kingdom’s data protection regulator.

Information about making a complaint is available on the Information Commissioner’s Office website.

17. Children’s information

The main website is intended for adults.

A parent, carer or professional may provide information about a child or young person when it is necessary for an enquiry or application.

We will only use this information for the purpose it was provided and will apply additional care when handling it.

18. Links to other websites

The website may contain links to other organisations.

We are not responsible for how those organisations collect or use personal information. You should read their privacy information before providing personal details.

19. Changes to this policy

We may update this policy when:

  • our services change;
  • the website changes;
  • our systems change; or
  • data protection law or guidance changes.

The latest version will be published on the website with the date it was updated.

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