This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and organisation (North Herts CVS). Furthermore, the way this North Herts CVS processes, stores and protects user data and information will also be detailed within this policy.
Whilst using our website, software applications or services, you may be asked to provide personal information (name, address, email, account details, etc.).
We will use this information to administer our website, applications, client databases and marketing material.
We will ensure that all personal information supplied is held securely in accordance with the EU’s General Data Protection Regulation (GDPR) 2018.
Further, by providing telephone and email details, you consent to North Herts CVS contacting you using that method.
You have the right at any time to request a copy of the personal information we hold on you.
Should you wish to receive a copy of this, or would like to be removed from our database,
or see more information on Subject Access Requests (SAR’s)
Information collection and use
How do we collect information?
North Herts CVS collects information in three possible ways:
- When you directly give it to us (“Directly Provided Data”)
When you sign up for our e-bulletin or one of our mailing lists, sign up for membership, use one of our services or communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms. All this information requires specific informed consent via opt-in.
- When you provide us with information for processing in conjunction with legal obligation or contract.
There are circumstances in which you may provide us with personal data to fulfil a legal obligation or contract, for example the processing and submission of a Disclosure and Barring Check (DBS), in which we would have to collect and verify the information, before sending the form off for processing by the Disclosure and Barring Service.
- When you give us permission to obtain from other accounts (“User Authorised Data”)
Depending on your settings or the privacy policies for other online services such as web browsers, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.
How long do we keep your data for?
North Herts CVS will not retain your personal information longer than necessary.
We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the services to you, or (in the case of any contact you may have with one of our staff members) for as long as is necessary to provide support related to your enquiry or requested service.
If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the services to you.
North Herts CVS will not sell or rent your personally identifiable information,
gathered as a result of filling out the site registration form, to anyone.
Personal Data will ONLY be provided to a partner organisation with your express, specific permission, for legal or contractual purposes only
(i.e. Personal Data put in a DBS application, when the application is sent to the Disclosure and Barring Service for processing).
Choosing how we use your data
We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.
With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:
- You can verify the details you have submitted to North Herts CVS by contacting our Information and Communications Officer (see https://www.nhcvs.org.uk/about-us/meet-the-team ).
- Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
- You can also contact us by the same method to change, correct, or delete your personal information controlled by North Herts CVS regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
- You are also free to close your membership with us through our Information and Communications Officer. If you do so, your membership will be deactivated. However, we may retain archived copies of your information should we be required by law or for legitimate business purposes (including to help address fraud and spam).
- You can always feel free to update us on your details at any point by contacting our Information and Communications Officer, with the updated piece of information and what it is replacing
(E.g. Hi, my name is XXXXX, I’m registered on your E-bulletin, my new email is __________, it was previously
_____________, can you please update my details.)
- You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any emails from us.
- If you are subscribed to more than one of our mailing lists, and wish to remove your details from all of them, please email us directly and request the removal of your details from all our mailing lists.
Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.
What are cookies
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.
We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features.
This website uses tracking software to monitor its visitors to better understand how they use it.
The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.