|
Privacy notice |
Privacy Notice
Herts Welcomes Refugees is committed to protecting your privacy and being transparent about how we use your data. We will only use the information that we collect about you lawfully. This page tells you about how we collect, use and store your personal information.
If you have any queries about our Privacy Notice, please contact us.
This policy covers:
1. Why do we collect information
2. What Information do we collect and hold
3. How we keep your information safe
4. Who we share information with
5. Relevant legislation that we comply with
6. Changing your information and contact preferences
7. Finding out what information we hold about you
8. Contacting us
9. Changes to our Privacy Notice
1. Why do we collect information?
We need to collect some personal details so we can respond appropriately to your contact with us. For example, to make sure we can process your donation, thank you for your support or send you information you have requested. We also collect information to see how our website, social media channels and emails are performing in order to improve our communications. This helps us to use your generous donations cost-effectively and plan for the future. If at any time you would like to opt-out of your data being used in the ways described above please contact us.
2. What information do we collect and hold?
When you get in touch with us we may ask you for personal information. For example, if you are setting up a regular payment by direct debit, we may ask for your name, address, email address, telephone number, and your bank account details. The information we collect and in which ways are set out below.
2.1 Donations
When you make a donation, whether it is a single or regular donation, we collect information that is needed in order to process it: your name, address, and bank details. We also ask for your email address so that we can send you an acknowledgement of the transaction for your records. You can also provide your phone number at this stage. However, if you would rather not receive further contact from us, beyond that which is needed to complete the transaction, you can let us know via the donation form, or by contacting [email protected].
When you make a single or regular donation, your details are processed by a third-party provider, PayPal. You can see more about third parties we work with to process data at section 4 below.
When you complete a Gift Aid form we collect Title, First name, Surname, Home address, Postcode, Member number (if known), Email, Date. By giving your email address on this form you are confirming that you are happy to receive information by email about the work of Herts Welcomes Refugees.
2.2 Email updates
We invite visitors to our website to sign up to receive regular email updates about our work. These are of vital importance to the success of our mission to welcome, support, and help to integrate Syrian and other refugee families in Hertfordshire. We include opportunities to organise activities to raise funds, support our activities and campaigns and newsletters about specific projects and events. We aim to give you control over what emails you do and do not receive. Our email newsletter updates are managed using a third-party provider, MailChimp, which is powered by Rocket Science Group. You can find out more about their Privacy policy, at section 4 below. You can unsubscribe from our Mailchimp email mailing list at any time by clicking unsubscribe on a newsletter or to be removed completely by contacting us.
2.3 Contact forms and email links
Should you choose to contact us using a contact form or an email link, the data that you supply will be stored by this website and collated into an email and sent via the Zoho email services that are protected by TLS protocols to ensure that our users have a secure connection to our service.
2.4 Blog comments
We enable visitors to leave comments on our blogs pages that are also used for News. Should you choose to add a comment to any posts that we have published on our blog. This information is only used to identify you as a contributor to the comment section of the respective blog post and is not passed on to any third party. Only your name will be shown on the public-facing website.
Your comment and its associated personal data will remain on this site until we either remove your comment or the blog post. If you want to have the comment and its associated personal data deleted, please contact us with the email address that you commented with.
If you are under 16 years of age you MUST obtain parental consent before posting a comment on our blog.
If you have any questions about your account or the applications process, please contact us.
2.5 Volunteer application forms
For volunteers, who must be 16 years of age, we need to collect your personal information in order to organise our volunteer work effectively. This includes your name, address, email, telephone, experience, type of volunteer work you want to do, times available and two references. This information is held in a database.
2.6 Membership application forms
For members, we need to collect your personal information in order to be able to contact you regarding updates to the charity, our AGM and other events. This includes your name, address, email and telephone. This information is held in a database.
2.6 Website visit tracking
Like most websites, this site uses Weebly statistics to track how many people visited this website, which pages they visited, what search terms they used to find this website, and which websites referred traffic to this site directly. Although Weebly statistics records data such as how many people visited our website, which pages they visited, what search terms they used to find our site, and which websites referred traffic to your site none of this information personally identifies you to us.
2.7. Cookies
This website uses cookies to help you in your interactions with the site. Most cookies are session cookies, lasting only for the duration of your visit and are deleted when you close your browser. No personally-identifiable data is collected. This site uses Weebly statistics to allow us to track how popular our site is and to record visitor trends over time.
2.8 External content
From time to time, we may embed external content from third-party websites (e.g. Facebook, YouTube) within our website. These websites may utilise cookies and the Privacy Notice that will apply to such third-party content will be that published on the website of that third-party content provider.
3. How do we keep your information safe?
We take all appropriate measures to ensure your personal information is kept secure. Personal information stored electronically is kept on secured servers with limited access from appropriate staff for as long as is necessary for the fulfilment of our legal obligations or our obligations to you as a visitor, supporter or volunteer.
On our website, functions for making and processing donations are provided via our third-party provider PayPal. These forms use encryption to ensure that the information is secure. We do not keep the card payment details of any donations from our website or if you make a donation with a credit or debit card via post or phone. We process these payments via our PayPal accounts and do not keep a record of your card details.
Please note that while we have taken every appropriate measure to secure your data, transmission of information over the Internet is never 100% secure so while we take all possible precautions, we can’t 100% guarantee the security of any information you submit to us via our website.
4. Is my information shared with anyone?
Herts Welcomes Refugees' coordinators, officers and volunteers process your data, for example in order to mail our newsletters and co-ordinate volunteer activities. When we do this, they will comply with the legislation set out in section 5 below. We will not sell or share your personal information with other organisations who can contact you except where we are required to by law.
The third parties we work with to store and process your data include the examples set out below, as well as where the data they process is stored:
5. Relevant legislation that we comply with
Herts Welcomes Refugees and this website complies with the following national and international legislation with regards to data protection and user privacy:
HWSF, as the data controller determines the purposes for which and the manner in which personal data is processed. It does this on its own. This means that HWSF as the data controller exercises overall control over the ‘why’ and the ‘how’ of a data processing activity. It is the responsibility of HWSF to ensure that data processing abides by data protection law and protect any personal or confidential information to which they have access. This includes keeping records of data processing activities.
Personal data will be processed lawfully, transparently, and for a specific purpose. Once that purpose is fulfilled and the data is no longer required, it will be deleted. HWSF personnel and volunteers will protect any personal or confidential information to which they have access. 'Lawfully' has a range of alternative meanings, not all of which need apply. Firstly, it could be lawful if the subject has consented to their data being processed. Alternatively, lawful can mean to comply with a contract or legal obligation; to protect an interest that is "essential for the life of" the subject; if processing the data is in the public interest; or if doing so is in HWSF’s legitimate interest - such as preventing fraud. At least one of these justifications must apply in order to process data.
6. Changing your contact details and preferences with us
If you need to change or update the following information please contact us.
7. Finding out what personal information we hold about you
You can request details of the personal information we hold about you under the UK Data Protection Act 1998 (DPA)..
If you would like a copy of the information we hold on you, please contact us. You can expect us to honour your request within 4 weeks.
If there is a data breach that risks people's rights and freedoms HWSF will tell the people affected by the breach and then notify the data protection authority within 72 hours of your organisation becoming aware of it
8. Changes to our Privacy Notice
This Privacy Notice may change from time to time in line with legislation or industry developments, so please check this page occasionally to see if we have done any updates.
We will not explicitly inform our website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.
8.1 Change log
21 May 2018 policy drafted
© HWSF – May 2018
Charity Number 1172687.
Herts Welcomes Refugees is committed to protecting your privacy and being transparent about how we use your data. We will only use the information that we collect about you lawfully. This page tells you about how we collect, use and store your personal information.
If you have any queries about our Privacy Notice, please contact us.
This policy covers:
1. Why do we collect information
2. What Information do we collect and hold
3. How we keep your information safe
4. Who we share information with
5. Relevant legislation that we comply with
6. Changing your information and contact preferences
7. Finding out what information we hold about you
8. Contacting us
9. Changes to our Privacy Notice
1. Why do we collect information?
We need to collect some personal details so we can respond appropriately to your contact with us. For example, to make sure we can process your donation, thank you for your support or send you information you have requested. We also collect information to see how our website, social media channels and emails are performing in order to improve our communications. This helps us to use your generous donations cost-effectively and plan for the future. If at any time you would like to opt-out of your data being used in the ways described above please contact us.
2. What information do we collect and hold?
When you get in touch with us we may ask you for personal information. For example, if you are setting up a regular payment by direct debit, we may ask for your name, address, email address, telephone number, and your bank account details. The information we collect and in which ways are set out below.
2.1 Donations
When you make a donation, whether it is a single or regular donation, we collect information that is needed in order to process it: your name, address, and bank details. We also ask for your email address so that we can send you an acknowledgement of the transaction for your records. You can also provide your phone number at this stage. However, if you would rather not receive further contact from us, beyond that which is needed to complete the transaction, you can let us know via the donation form, or by contacting [email protected].
When you make a single or regular donation, your details are processed by a third-party provider, PayPal. You can see more about third parties we work with to process data at section 4 below.
When you complete a Gift Aid form we collect Title, First name, Surname, Home address, Postcode, Member number (if known), Email, Date. By giving your email address on this form you are confirming that you are happy to receive information by email about the work of Herts Welcomes Refugees.
2.2 Email updates
We invite visitors to our website to sign up to receive regular email updates about our work. These are of vital importance to the success of our mission to welcome, support, and help to integrate Syrian and other refugee families in Hertfordshire. We include opportunities to organise activities to raise funds, support our activities and campaigns and newsletters about specific projects and events. We aim to give you control over what emails you do and do not receive. Our email newsletter updates are managed using a third-party provider, MailChimp, which is powered by Rocket Science Group. You can find out more about their Privacy policy, at section 4 below. You can unsubscribe from our Mailchimp email mailing list at any time by clicking unsubscribe on a newsletter or to be removed completely by contacting us.
2.3 Contact forms and email links
Should you choose to contact us using a contact form or an email link, the data that you supply will be stored by this website and collated into an email and sent via the Zoho email services that are protected by TLS protocols to ensure that our users have a secure connection to our service.
2.4 Blog comments
We enable visitors to leave comments on our blogs pages that are also used for News. Should you choose to add a comment to any posts that we have published on our blog. This information is only used to identify you as a contributor to the comment section of the respective blog post and is not passed on to any third party. Only your name will be shown on the public-facing website.
Your comment and its associated personal data will remain on this site until we either remove your comment or the blog post. If you want to have the comment and its associated personal data deleted, please contact us with the email address that you commented with.
If you are under 16 years of age you MUST obtain parental consent before posting a comment on our blog.
If you have any questions about your account or the applications process, please contact us.
2.5 Volunteer application forms
For volunteers, who must be 16 years of age, we need to collect your personal information in order to organise our volunteer work effectively. This includes your name, address, email, telephone, experience, type of volunteer work you want to do, times available and two references. This information is held in a database.
2.6 Membership application forms
For members, we need to collect your personal information in order to be able to contact you regarding updates to the charity, our AGM and other events. This includes your name, address, email and telephone. This information is held in a database.
2.6 Website visit tracking
Like most websites, this site uses Weebly statistics to track how many people visited this website, which pages they visited, what search terms they used to find this website, and which websites referred traffic to this site directly. Although Weebly statistics records data such as how many people visited our website, which pages they visited, what search terms they used to find our site, and which websites referred traffic to your site none of this information personally identifies you to us.
2.7. Cookies
This website uses cookies to help you in your interactions with the site. Most cookies are session cookies, lasting only for the duration of your visit and are deleted when you close your browser. No personally-identifiable data is collected. This site uses Weebly statistics to allow us to track how popular our site is and to record visitor trends over time.
2.8 External content
From time to time, we may embed external content from third-party websites (e.g. Facebook, YouTube) within our website. These websites may utilise cookies and the Privacy Notice that will apply to such third-party content will be that published on the website of that third-party content provider.
3. How do we keep your information safe?
We take all appropriate measures to ensure your personal information is kept secure. Personal information stored electronically is kept on secured servers with limited access from appropriate staff for as long as is necessary for the fulfilment of our legal obligations or our obligations to you as a visitor, supporter or volunteer.
On our website, functions for making and processing donations are provided via our third-party provider PayPal. These forms use encryption to ensure that the information is secure. We do not keep the card payment details of any donations from our website or if you make a donation with a credit or debit card via post or phone. We process these payments via our PayPal accounts and do not keep a record of your card details.
Please note that while we have taken every appropriate measure to secure your data, transmission of information over the Internet is never 100% secure so while we take all possible precautions, we can’t 100% guarantee the security of any information you submit to us via our website.
4. Is my information shared with anyone?
Herts Welcomes Refugees' coordinators, officers and volunteers process your data, for example in order to mail our newsletters and co-ordinate volunteer activities. When we do this, they will comply with the legislation set out in section 5 below. We will not sell or share your personal information with other organisations who can contact you except where we are required to by law.
The third parties we work with to store and process your data include the examples set out below, as well as where the data they process is stored:
- Box (Privacy Notice)
- Facebook (Privacy Notice)
- PayPal (Privacy Policy)
- Rocket Science, MailChimp (Privacy Notice)
- Weebly (Privacy Notice)
- Zoho mail service (Privacy Notice)
- Monday.com (Privacy Notice)
5. Relevant legislation that we comply with
Herts Welcomes Refugees and this website complies with the following national and international legislation with regards to data protection and user privacy:
HWSF, as the data controller determines the purposes for which and the manner in which personal data is processed. It does this on its own. This means that HWSF as the data controller exercises overall control over the ‘why’ and the ‘how’ of a data processing activity. It is the responsibility of HWSF to ensure that data processing abides by data protection law and protect any personal or confidential information to which they have access. This includes keeping records of data processing activities.
Personal data will be processed lawfully, transparently, and for a specific purpose. Once that purpose is fulfilled and the data is no longer required, it will be deleted. HWSF personnel and volunteers will protect any personal or confidential information to which they have access. 'Lawfully' has a range of alternative meanings, not all of which need apply. Firstly, it could be lawful if the subject has consented to their data being processed. Alternatively, lawful can mean to comply with a contract or legal obligation; to protect an interest that is "essential for the life of" the subject; if processing the data is in the public interest; or if doing so is in HWSF’s legitimate interest - such as preventing fraud. At least one of these justifications must apply in order to process data.
6. Changing your contact details and preferences with us
If you need to change or update the following information please contact us.
- Your contact information
- Your contact preferences
- To stop receiving emails.
7. Finding out what personal information we hold about you
You can request details of the personal information we hold about you under the UK Data Protection Act 1998 (DPA)..
If you would like a copy of the information we hold on you, please contact us. You can expect us to honour your request within 4 weeks.
If there is a data breach that risks people's rights and freedoms HWSF will tell the people affected by the breach and then notify the data protection authority within 72 hours of your organisation becoming aware of it
8. Changes to our Privacy Notice
This Privacy Notice may change from time to time in line with legislation or industry developments, so please check this page occasionally to see if we have done any updates.
We will not explicitly inform our website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.
8.1 Change log
21 May 2018 policy drafted
© HWSF – May 2018
Charity Number 1172687.