Privacy Policy
Collective Voice (the charity) aims to comply with data protection legislation in the processing of all personal data. It is committed to safeguarding and preserving the privacy of anyone whose personal data we process. Any personal information, such as your name or email address, that you supply, is stored securely and will not be disclosed unlawfully to any other person or organisation.
What information do we collect and where does it come from?
We generally collect data directly from you but, depending on the circumstances we may also get personal information from other charities or voluntary sector organisations, publicly available sources, councils and other public sector organisations or previous employers.
Website user data that we may collect and process from our website includes Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data. This is information that is provided voluntarily by you.
The charity uses social media to keep our supporters and interested people informed about our work and events. If you engage with the charity via social media your personal data may be stored on that social media site’s servers, which are outside our control.
The following table explains in more detail the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
|
Purpose |
Data (key elements) |
Basis |
|
To respond to enquiries and complaints and to send non-marketing communications. |
Name, contact details, and information contained in or relating to any communication that you send to us (including information sent through our website, captured in recordings of telephone or online meetings and metadata associated with the communication). |
Legitimate interests – it is necessary for us to read and store messages so that we can respond in the way that you would expect. All of your data protection rights may apply, except the right to data portability. Consent – we ask you to consent to processing of personal information that includes special category data. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. |
|
Sending service or marketing communications and other notifications you have requested. |
Name, contact details |
Consent – you will have given active consent. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. |
|
Research and archiving |
Name, contact details, and information contained in or relating to any communication that you send to us (including information captured in recordings of telephone or online meetings and metadata associated with the communication). Additional sensitive (special category) data may be collected including on: · Ethnicity · Disability · Sexual orientation |
Consent – you will have given active consent, including for processing of special category data. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. |
|
Employment, volunteering or trusteeship (for successful and unsuccessful candidates) |
All information required for employment, volunteering or trusteeship, which may include, as appropriate: · Name · Contact details · Pay details · Annual leave details · Sick leave details · Performance details · Contact details · Qualifications · Employment history · Ethnicity · Disability details · Contact details · Qualifications · Education history · Right to work information and ID documentation · Ethnicity · Disability details |
Contract – for staff it is necessary to process this information to fulfil employment contracts. All of your data protection rights may apply except the right to object. Legal obligation – much of this information is necessary for us to meet legal obligations associated with employment, volunteering or trusteeship. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Legitimate interests – to enable us to support trustees, staff or volunteers appropriately. All of your data protection rights may apply, except the right to data portability. |
|
Events and forums organised by the charity |
All information required to organise events and communicate with delegates and speakers including name, contact details, payment information, dietary information, relevant biographical details, photographs, videos etc. |
Legitimate interests – it is necessary for us to process this information to manage events effectively. All of your data protection rights may apply, except the right to data portability. Contract – paying to attend an event you have entered into a contractual relationship with us as set out in our terms and conditions. All of your data protection rights may apply except the right to object. Consent – we ask you to consent to processing of personal information that includes special category data. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Vital interests – we process dietary information to ensure that everyone attending an event is protected from harm. All of your data protection rights may apply, except the right to object and the right to data portability. |
|
To administer and personalise our website |
Website activity collected through cookies, including information about your computer and about your visits to and use of our website (including IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths). |
Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that subjects would expect. All of your data protection rights may apply, except the right to data portability. Consent – we ask all website users to consent to the charity using cookies in this way. You are able to reject cookie collection before using our website. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. |
What are cookies and how do we use them?
Cookies are small amounts of information that are sent from a web server to your browser, stored on your computer’s hard drive and contain basic information relating to an internet site you have visited. We may use cookies to store information about you in order to personalise your contact with us and may gather information about your use of our website through the cookie. Such information will not identify you personally; it is statistical data that does not identify any personal information. Your computer settings can be set to decline any cookies and this can be done through the ‘settings section of your computer. Further advice on this can be found at AboutCookies.org.
Google Analytics is used to allow us to track site visits and to record usage trends over time. Google Analytics uses a cookie to help track which pages are accessed. The cookie contains no personal identifiable information, but it does use your computer’s IP address to determine where in the world you are accessing the site from, and to track your page visits within the site.
Security of personal data
All the data we collect from you on our site is protected against unauthorised access. In addition, the information you give us is held on a database in an encrypted system. Appropriate security measures are in place in our physical facilities to protect against the loss, misuse or alteration of information that we have collected from you at our site. Unfortunately, the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically; sending such information is entirely at your own risk.
How do we use your information?
We will only use your data in a manner that is appropriate considering the reasons for which that data was collected, as set out in the table above.
For example, we may use your personal information to:
• reply to enquiries you send to us;
• handle transactions that you initiate; or
• where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.
We will only pass your data to third parties in the following circumstances:
• you have provided your explicit consent for us to pass data to a named third party;
• we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
• we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by data protection legislation.
We will only input personal data into Artificial Intelligence (AI) tools if you have specifically agreed to this.
We use return email addresses to answer emails we receive. Such addresses are not shared with outside parties, nor are they used by the charity for newsletter or other large scale emails. They may, on occasion, be used on an individual basis by the charity to approach people according to their expertise and in relation to activity and where it is in our legitimate interests to do so.
Where there are links on our site to other sites, the content of those linked sites is not covered by this privacy policy. These other sites will have separate privacy and data collection practices. We do not have responsibility or liability for these independent policies.
We may disclose information in special cases when we have reason to believe that disclosing this information is reasonably necessary to comply with the law, enforce or apply our terms of business, or protect our rights and those of our users.
As part of the registration process for our newsletter and emails sent to supporters and other interested people, we collect personal information. We use that information to keep you informed about our activities. We do not rent or trade our email lists with other organisations and businesses.
We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks to help us monitor and improve our newsletter. For more information, please see MailChimp’s privacy notice: https://www.intuit.com/privacy/statement/
You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing us via [email protected].
How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Rights you have over your data
You have a range of rights over your data, which include the following.
Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure – You have the right to ask us to delete your personal information.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing – You have the right to object to the processing of your personal data.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
You also have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
Access to your Information
In accordance with all UK Data legislation, you have the right to obtain confirmation that the charity has information about you, access to this information and any other supplementary information that we hold relating to you. We aim to keep information up-to-date.
Should you wish to access any personal information that the charity holds about you or to correct any inaccuracies, please contact us in one of the following ways:
• Email us at [email protected]
• Write to us at 82 Tanner Street, London, SE1 3GN
• Phone us at 07552 613081
Requests for such information will be dealt with within one month.
If you would like to make a complaint about how we handle your data, please see our complaints policy for information on who to contact and what to expect next.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113, or via email https://ico.org.uk/global/contact-us/email/, or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK.
Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.