Your privacy is very important to us and we ensure that personal information held by us is held securely and in accordance with the data protection act and the General Data Protection Regulations.
Who are we?
In this policy, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to CVS Cheshire East (a working name for Community and Voluntary Services Cheshire East), and all projects.
Our privacy statement
This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.
This notice is layered. So, if you wish, you can easily select the reason we process your personal information and see what we do with it.
We’ll tell you:
- why we are able to process your information
- what purpose we are processing it for
- whether you have to provide it to us
- how long we store it for
- whether there are other recipients of your personal information
- whether we intend to transfer it to another country, and
- whether we do automated decision-making or profiling.
We keep our privacy notice under regular review to make sure it is up to date and accurate.
Controllers contact details
CVS Cheshire East is the controller for the personal information we process, unless otherwise stated.
There are many ways you can contact us, including by phone, email and post.
- Our postal address: CVS Cheshire East, 11 Hope Street, Sandbach, CW11 1BA
- Contact number: 01270 763100
- Email: firstname.lastname@example.org
Our Chief Executive currently has responsibility for data protection.
How do we get information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- You have made an enquiry to us or a request for support.
- You wish to attend, or have attended, an event, network or training session.
- You subscribe to one of our e-newsletters.
- You have registered on our volunteering website or applied for a role
- You have advertised a volunteering role with us
- You have applied for a job with us.
- You wish to advertise your organisation, business or service on one of our directories.
We also receive personal information indirectly, in the following scenarios:
- From other people within your organisation who have requested support from us.
- An employee or volunteer of ours gives your contact details as an emergency contact or a referee.
If it is not disproportionate or does not prejudice, we’ll contact you to let you know we are processing your personal information.
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. You can read more about this right here.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right here.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can read more about this right here.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can read more about this right here.
You are not required to pay any charge for exercising your rights, however we reserve the right to charge £10 dependent on the amount of information requested. We would expect to process many requests instantly as part of our normal business e.g. updating your email address, changing phone numbers. When responding to formal requests we will aim to respond to all requests within 10 working days but have one month to respond to you.
Please contact us at email@example.com if you wish to make a request, or contact us on 01270 763100
Sharing your information
We will not share your information with any third parties for the purposes of direct marketing.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
In some circumstances we are contractually obliged to share information. For example with a funding body as part of the delivery of the service i.e. our training programme. In any scenario, we’ll make you aware through gaining consent from you and satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.
As with most websites, the site maintains a log of activity. Your IP address will be recorded, along with other information which may or may not be supplied by your browser. This includes the address of the site that referred you to the website, the type and version of the browser you are using, the operating system you use, and the screen resolution at which you viewed the site.
This information is used solely to help us improve our delivery of the services on our websites. This information is collected under the lawful basis of legitimate interests.
Our website collects your name, email address and other information when:
- you sign up your organisation for membership of CVS Cheshire East.
- you use the E-Bulletin/Network subscription forms. This information will only be used to send you our regular e-bulletins and will not be shared with any third parties.
- you use an online form to register for an event or training. Your name, address and further booking information can then be accessed by our staff and stored on our database as part of the booking process or service. This information may be shared with a third party if we are required to due to funding. If sharing your data is required this will be made clear on the booking form.
- you register as a volunteer on our site and/or apply for volunteer opportunities. Your name, address and further details provided can be accessed by us and stored on our database. This information will be provided to host organisation when you apply for a volunteer opportunity.
All of the above information is processed under the lawful basis of consent. You will be asked to provide your consent and understanding of how the data will be used when you provide your information.
Links to other websites
Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.
When you visit our websites, the pages you view, along with small text files called ‘cookies', are downloaded onto your computer.
Each time you visit the website your computer will download a session cookie. This cookie only remains on your computer until you close your browser. This cookie is not used to identify you personally in any way. We use session cookies to compile anonymous, aggregated statistics that allow us to understand how visitors use the site. This information helps us improve the sites structure and functionality.
Your computer will also download a persistent cookie when you first visit the site. These remain in your browsers cookie store between browsing sessions. Persistent cookies allow us to recognise repeat visitors to the site. Persistent cookies are also used to allow registered users to use the site without logging in on every visit.
You may opt to view the site without cookies by adjusting your browser's settings. See your browser's 'Help' menu for information on how to do this. If you disable cookies some functions of the site may no longer work correctly.
Our Voluntary, Community & Faith Sector Directory, Business and Venue Directories
Personal and organisational details gathered when you sign up to any of our public Directories will be shared as per the permission you gave at the time of submission.
All public information is made available via the relevant Directory. Any private names and contact details you have provided will only be available to our staff. This information will be used to support, develop and promote Voluntary Sector services within Cheshire East.
The information processed for the directories is under the lawful basis of consent. You will be asked to provide your consent and understanding of how the data will be used when you provide your information.
We store personal and organisational details that we collect through the website and through our interactions in carrying out our service. We hold this data and process this for the legitimate interests of the charity.
We need to process this data as part of the delivery of our service to enable us to monitor the activities that we are undertaking with the person and the organisation they have a relationship with. This enables us to monitor what types of support service we are carrying out and enables us to monitor the performance of the service and provide overarching reports to funders.
We hold your contact information in order to maintain contact with you to provide the advice and support that you require.
Visitors to our office
We meet visitors at our offices, including:
- external training providers;
- job applicants;
- suppliers and tradespeople;
- stakeholders; and
- organisations we may be supporting.
We ask all visitors to sign in and out at reception. The sign in sheets are kept for a short period and then destroyed.
The purpose for processing this information is for security and safety reasons. The legal basis we rely on to process your personal data is legitimate interests.
We have Wi-Fi on site for the use of visitors. We’ll provide you with the address and password.
We don’t ask you to agree to terms, just to the fact that we have no responsibility or control over your use of the internet while you are on site, and we don’t ask you to provide any of your information to get this service.
Purpose and legal basis for processing
Our purpose is to provide advice and support to the voluntary sector, acting as a voice and representative group and inspiring enabling people to volunteer. To fulfil this role we are using 3 main lawful basis for the processing of personal data.
Consent – we are using this legal basis for our marketing and communication, attendance at training, events and networks and can be linked to specific projects we are working on. It is also used for our volunteering recruitment service.
Legitimate interests – we are using this legal basis for the general development and advice work that we undertake. We reviewed this and completed a Legitimate interests Assessment and believe that without collecting this data we wouldn’t be able to keep in contact with you and wouldn’t be able to provide you with a quality service. For a copy of this please email firstname.lastname@example.org
Legal – we are using this basis for the processing of data of our staff and volunteers.
Please see Appendix 1 of our GDPR policy which explains in more detail the categories of personal data we process, our intended us and if we share this with a third party or an external data processor.
We take the security of your personal data very seriously and have ensured that we have security systems in place which are appropriate to the level of data that we hold.
Your right to complain
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at email@example.com and we’ll respond.
If you remain dissatisfied, you can make a complaint about the way we process your personal information to the ICO as the UK supervisory authority. Please follow this link to see how to do that.
Your acceptance of this policy
By using our websites, social media pages, accessing an event, accessing a service or providing your information you consent to our collection and use of the information you provide in the way(s) set out in this policy. If you do not agree to this policy please do not use our sites, social media pages or services.
CVS polices related to this
GDPR Policy - this policy is due to be approved by the Board of trustees on 31st May and so may be subject to change.
Data Retention Policy – this is currently being updated and will be available soon