Social media privacy notice

1 Who we are and what we do

Lincolnshire Co-op’s Communications and Marketing teams are responsible for the promotion of services, campaigns and events in order to provide information, encourage take up of services, and enhance the reputation of the Society. We use social media as part of this role.

For the purposes of data protection, Lincolnshire Co-operative Limited is the data controller for your information.

2 What type of personal information do we collect?

We may collect the following types of personal data:

• Your name, address, email address, telephone number, social media handle and other contact information that allow us to deal with your enquiry
• Comments/images/videos posted by you on a public social media channel that may contain personal or sensitive data
• Filming/video content of you

3 How we collect personal information?

We may collect through posts, direct messages, screen shots, from any social media channel we run, including on Facebook, Twitter/X , Instagram, TikTok and LinkedIn when you submit an enquiry, content or and make a comment that relates to us.

3.1 What is our lawful basis to obtain and use your personal information?

When we collect and use your personal information we may rely on the following lawful basis:

• Article 6
  • Consent: You or a legal representative have given consent
  • Legitimate interest: Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party
• Article 9
  • Processing relates to personal data which are manifestly made public by the data subject

4 What is your personal information used for?

We may use the information to:

• create/share content on our social media channels
• provide services and support to you
• manage those services we provide to you
• help investigate any worries or complaints you have about our services
• enforce our social media acceptable use policy

4.1 Will your personal information be shared?

Sprout Social Services (Sprout) is the main platform for our social media publishing, analytics, and engagement. Sprout may collect information about you from your social media interactions with us, such as your social media handle, username, profile, postings, and messages you exchange with us.

We also publish content through native channels including Facebook, X/Twitter, Instagram, TikTok and LinkedIn. These social media channels may collect information about you from your social media interactions with us, such as your social media handle, username, profile, postings, and messages you exchange with us.

5 How do we keep your information secure?

The security of your personal information is important to us. This is why we follow a range of security policies and procedures to control and safeguard access to and use of your personal information. Examples of our security measures include:

• Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
• Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
• Regular testing of our technology and ways of working including keeping up to date on the latest security updates

5.1 We will securely dispose of your information in line with the Society’s retention policy.

6 How long will we keep your personal information?

After we provide a service to you, we have to keep your information as a business record of what was provided. The type of service you receive will determine how long we have to keep it. Our corporate retention guidelines show how long we keep information for different services.

6.1 Marketing

At no time will your information be passed to organisations external to us and our partners for marketing or sales purposes or for any commercial use without your prior express consent.

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see our website Privacy policy (lincolnshire.coop) - for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 You can ask that we no longer use your details for our social media activities. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8 below.

8 Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact our data protection officer via email – dataprotection@lincolnshire.coop.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 29 July 2024