NHCVS Privacy Notice

 

 

Introduction

 

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 & Stevenage CVS).

Furthermore, the way this North Herts & Stevenage CVS processes, stores and protects user data and information will also be detailed within this policy.

 

Personal information

 

Whilst using our website, software applications or services, you may be asked to provide personal information (name, address, email, 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 and the UK’s DPA 2018.

By providing telephone and email details, you consent to North Herts & Stevenage 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, please contact us at This email address is being protected from spambots. You need JavaScript enabled to view it. 

 

Find more information on Subject Access Requests (SAR’s) at https://www.nhcvs.org.uk/about-us/feedback-and-information-requests

 

information we collect

 

North Herts & Stevenage CVS collects the following information:

 

Service users:

  • Names
  • Addresses
  • Contact details including phone number and email address
  • Attendance of training and events run by ourselves
  • DBS information
  • Payment details

 

Volunteers:

  • Names
  • Addresses
  • Contact details including phone number and email address
  • Training information
  • References
  • Interests

 

Staff members:

  • Names
  • Addresses
  • Contact details including phone number and email address
  • Training information
  • References
  • Salary Information

 

How do we collect it?

 

There are a number of ways in which we collect information:

  • Through correspondence over the phone and via email
  • When you join us as a member
  • When you sign up as a volunteer for us
  • When you request or commission the use of one of our services
  • When you sign up to one of our mailing lists
  • When you sign up to or attend one of our training courses
  • Through third party websites that we administrate for the purposes of supporting volunteers and organisations

 

Why do we collect this information?

 

North Herts & Stevenage CVS collects information for four reasons:

 

Contractual reasons

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 Service (DBS) check, in which we would have to collect and verify the information, before sending the form off for processing by the Disclosure and Barring Service.

 

Legal reasons

If the law requires us to, we may need to collect and process your data.

Examples of this would be attendance at events for insurance purposes; or records of donations and payments for services for financial purposes due to HMRC regulations.

We may also pass on details of people involved in fraud or other criminal activity affecting our organisation to law enforcement.

 

Consent

In specific situations, we can collect and process your data with your consent.

For example, when you tick a box on one of our websites or on a form to receive email newsletters.

When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.

 

Legitimate interest

Sometimes, our use of your personal information is not strictly necessary for us to be able to provide you with our products and services, or for them to work properly.

In those circumstances, we have what's called a "legitimate interest" in handling your personal information; our "legitimate interest" may be to:

  • detect and prevent fraud;
  • keep our websites, apps, products and IT systems secure;
  • ensure that our own processes, procedures and systems are as efficient as possible;
  • analyse and enhance the information that we collect;
  • determine the effectiveness of our promotional campaigns and advertising; and customise and improve the way that you shop and engage with us in future.

 

How long do we keep your data for?

 

North Herts & Stevenage 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.

 

 

How do we store information?

 

All sensitive personal information is stored in restricted access Office 365 document libraries.

Any information held in paper copy is kept in locked cabinets with restricted access on site.

Information collected on our behalf by third party websites (i.e. Do-it.org; Eventbrite; Mailchimp etc.) remains stored securely on those websites and is not transferred unless specific permission from the user is gained.

 

 

Choosing how we use your data

 

North Herts & Stevenage 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).

NHCVS is required to provide certain monitoring data to funders as part of our contract, but any and all information provided to funders is always anonymised to ensure no personal data is compromised.

 

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 us at: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

  • 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 & Stevenage CVS regarding your profile at any time. Please note, 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. 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 This email address is being protected from spambots. You need JavaScript enabled to view it. , 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 This email address is being protected from spambots. You need JavaScript enabled to view it., it was previously This email address is being protected from spambots. You need JavaScript enabled to view it. , 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.

 

 

Website

 

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.

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.

These services have their own policies explaining how they use and share your personal data. You should carefully review those privacy policies before you use these sites to make sure that you are happy with how your personal information is being collected and shared.

 

We provide links to other websites which are not operated and controlled by North Herts & Stevenage CVS.

We have no control over and are not responsible for the content of those sites or how the third parties responsible for them collect and use your personal information.

We do not endorse or make any representations about third party websites.

 

Third party websites usually have their own privacy policies explaining how they use and share your personal information. You should carefully review those privacy policies before you use these websites to make sure that you are happy with how your personal information is being collected and shared.

 

Use of cookies

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.

 

What do we use cookies for?

 

We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally.

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. This software is provided by Google Analytics which uses cookies to track visitor usage. 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.

 

(Version 3 Jan 2019)