This policy was last updated on 29th May 2022.
Introduction
The Yeovil Diversity Project respects individuals’ rights over their personal data. We are committed to ensuring that people are treated fairly in everything we do. This Privacy and Cookie Notice (“Notice”) outlines:
- How we may collect personal data about you
- How we may use your personal data
- Why we are allowed to use your information in this way
- The circumstances under which we may share your personal data or disclose it to others
- Additional details about cookies and technical information
- Data retention policies
- Your rights over personal data
- How to contact us
Where this Notice refers to ‘personal data’ it is referring to data about you (or other living people) from which you (or they) could be identified – such as name, date of birth or contact details.
This Notice applies to all personal data processed by the Yeovil Diversity Project about its members and members of the public, and also covers how we meet the GDPR. This includes data gathered via third parties, such as social media sites, and which is therefore also covered by their own Privacy Polices.
The Yeovil Diversity Project collects and processes personal data from members of the general public, volunteers and supporters.
The Yeovil Diversity Project may collect personal data from you via means such as:
- In person, when you speak to one of our representatives or volunteers
- Through a telephone call if you call us or we call you
- On paper, such as if you return a form
- Digitally, such as if you fill in a form on a website or interact with the us online
- When you offer or ask about volunteering
- When a transaction occurs with us, such as if you make a donation, buy something from us, or we provide a service to you
- On social media platforms, where you have made the information public, or you have made the information available in a social media forum run by the Yeovil Diversity Project
- During Yeovil Diversity Project events
We may collect personal data about you such as:
- Name
- Contact details (e.g. email address, address, telephone / mobile number)
- Date of birth
- Gender
- Future communication preferences
- Information about your financial transactions with us
- Racial or ethnic origin
- Family details
- Religious or other beliefs
- Information about disabilities
- Sexual orientation
- Information about your location
- Information about your home (e.g. whether it is a flat or house)
- Issues you raise
- Topics you are interested in
- Photographs
- Information about attendance at our events
We may also collect information when you interact with our website and social media posts, profiles and pages, such as by visiting one of our websites or communicating with one of our social media channels. This may include additional data to that above, such as:
- Your IP address
- Your device, browser or operating system
- Details of the links that you click and the content that you view
- Your username or social media handle
- Any other information you share when using third party sites (e.g. sending a tweet or using the Like function on Facebook) We may also place one or more cookies on your device. For further details on this, see below.
We never collect personal data about you other than from you directly, with your consent. We do not use information from public directories or purchase registers from businesses or organisations.
How we may use your personal data
We may use your personal data to further our objectives, share it with our committee members for the purposes of achieving this, and/or contact you in future. Examples of the way we may use your data include to:
- Contact you to canvass for support
- Understand your views and issues important to you
- Process surveys you have participated in
- Tell you about events and campaigns, or individuals that may be of interest to you
- Respond to queries that you raise with us
- Administer offers or applications to volunteer for us
- Conduct fundraising activities
- Manage our sites and services
For more specific information about how we use your data for these activities, and the legal basis on which we rely to process your data in this way, please see the ‘Why the Yeovil Diversity Project is allowed to use your information in this way’ part of this Notice.
If you have provided us with your email, mobile phone number or landline phone number and we have a legal right to use them for such purposes, we may use that information to contact you to promote our cause and events, such as by sending you an email, online advert, or a text message.
You may opt out of communications from us at any time.
We will never pass your personal data to any unrelated third parties unless you have given us your permission to do so, or we are required to do so by law (for example, with the Police where they ask us to assist them with their investigations).
Why the Yeovil Diversity Project is allowed to use your information in this way
Table of Legal Basis for processing your data
The GDPR and Data Protection Act 2018 provide a list of reasons that an organisation may use to permit them to process personal data. These reasons are known as ‘Legal Basis.’
You do have rights to ask us to stop processing your data for these purposes, and you can read details about those rights here. In addition to the above we may also process your data for other purposes where you ask us to, or enter into a relationship with us that requires us to.
For example, if you choose to join us as a volunteer we will need to process your personal data to record that you have given us your support in this way.
Similarly, you may from time to time give us your consent to send you communications by e-mail (or similar mediums) which promote our work. Where you do that, we will use your details to send you those kinds of communications until you tell us otherwise. Should you ever ask us to stop sending those kinds of communications we will hold your details on file to ensure that we respect that request – we justify that retention on the basis that we have a legitimate interest in holding your data in that way.
Finally, where we have received your personal data in the various ways described above, we may continue to hold it as part of our records after the relevant processing has stopped. We hold data in this way because we have a legitimate interest in doing so. Specifically, where you have been a committee member or a volunteer (or have otherwise engaged with us such as by attending an event, or by responding to a survey or questionnaire) we have a legitimate interest in holding your personal data to help us to monitor the numbers and the diversity of people who engage with us, as well as a legitimate interest in making sure that we can follow up any complaints or grievances which you may raise (or which people may raise about you).
The circumstances under which we may share your personal data or disclose it to others
We will not sell your personal data to third parties. We may share your personal data with third parties when we are required to do so by law (for example, with the Police where they ask us to assist them with their investigations). In some cases, this may result in your personal data becoming public.
Additional details about cookies and technical information
A cookie is a small data file placed on your device when you visit a website. You can accept or decline cookies through your browser settings or other software. For more information about cookies, see Information Commissioner’s Office’s Cookies Information
When you visit one of our websites, we may place one or more cookies on your device. These are for purposes which may include:
- Improving your experience of visiting the site, including providing personalised content
- Gathering information you have submitted via the site
- Processing requests for information or action that you have made through the site
- Processing login requests
- Enabling your activity in one place to be used to decide on what information, if any, to present to you in other places
- Gathered statistical information about the usage of the site
- Ensuring the smooth operation of online services
- Remembering whether or not you have been shown a cookie notification message on an earlier visit to the site
- To make sure online adverts you may receive from us are relevant to your interests.
By using one or more of our sites, you are consenting to our use of cookies in accordance with this Notice. If you do not agree to our use of cookies, then you should set your browser or other software settings accordingly.
We also provide options to share content on social media which may result in your being directed to the social media network’s own systems. If you proceed with this, those networks may gather personal data about you in line with their own privacy policies. On our websites or in other digital communications we may also use technologies variously described as web beacons, pixel tags, clear gifs or tracking pixels to provide us with information about how people have navigated through the site or responded to the communication.
Yeovil Diversity Project takes the protection of your information very seriously. We use encryption (SSL) to protect your personal data when appropriate, and all the information provided to the us is stored securely once we receive it. People working or volunteering on behalf of the Yeovil Diversity Project only have access to the information they need.
Data retention policies
We only keep your personal data for as long as required to meet the purposes set out in this Notice, unless a longer retention period is required by law. For example, this may include holding your data after you have ceased to engage with us (such as by resigning or ceasing to be a volunteer) where we have a legitimate interest in doing so, such as to enable us to respond effectively to grievances that may arise after you cease to engage with us.
Your rights over personal data
You have legal rights over any of your personal data that we hold.
Right of Access
You may, at any time, request access to the personal data that we hold which relates to you (sometimes called a subject access request).
This right entitles you to receive a copy of the personal data that we hold about you. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.
Right to rectification and erasure
You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (sometimes called the right to be forgotten).
Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is accurate. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.
Right to restrict processing
Where we process your personal data on the legal basis of us having a legitimate interest to do so, you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.
You may also ask us to stop processing your personal data (a) if you dispute the accuracy of that personal data and want us verify its accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.
If for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it.
Right to stop receiving communications
Wherever possible, we will provide you with a choice about how we can contact you to share information about the Yeovil Diversity Project. You can opt out of communications at any time by emailing admin@yeovildiversityproject.co.uk. It may take several days for requests submitted this way to become effective on our systems, or by the methods described below.
If you provide us with your email address and indicate that we may do so (e.g. by subscribing to an email distribution list or by ‘opting in’ through the membership page) we may send you further information about the Yeovil Diversity Project in the future. These communications will take the form of e-mails promoting us and our work.
You can request that you cease to receive these types of communications from us at any time. You can opt out of communications at any time by emailing admin@yeovildiversityproject.co.uk If you have subscribed to our mailing list, you should be able to use the unsubscribe link provided at the bottom of those emails. It may take several days for requests submitted this way to become effective on our systems.
SMS Messages
If you provide your mobile phone number, we may call or send you text messages if you have given us permission to do so. You may request to stop receiving SMS messages at any point.
You can opt out of communications at any time by emailing admin@yeovildiversityproject.co.uk It may take several days for requests submitted this way to become effective on our systems.
Post and telephone
We may contact you by post or telephone using information you provided to us for the purposes of campaigning, notifying you of our events, volunteer opportunities etc.
You can opt out of communications at any time by emailing admin@yeovildiversityproject.co.uk. It may take several days for requests submitted this way to become effective on our systems.
General
If you wish us to stop contacting you, please provide us with full details of the telephone numbers, postal addresses, email addresses and so on to which you wish us to stop sending communications to in order to help us deal with your request quickly and accurately.
We will process any requests to stop receiving communications as quickly and comprehensively as is practical although there may in some cases be further communications already on their way to you which cannot be stopped.
If you ask us to stop sending you information (e.g. by email, post, phone or SMS text), we may keep a record of your information to make sure we do not contact you again, up until the normal retention period for that type of data.
Please note that this right to stop communications does not apply to emails that we send to you that are a necessary part of us providing a service to you (such as messaging you about your status as a committee member or a volunteer) or us notifying you about how your personal data is being used.
Exercising your rights
You may exercise any of these rights by contacting us using the details below and providing the necessary details for us to be able to identify the relevant data and to act on your request accurately.
When you contact us making a request to exercise your rights we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help verify your identity.
It will help us to process your request if you clearly state which right you wish to exercise and, where relevant, why it is that you are exercising it. The clearer and more specific you can be the faster and more efficiently we can process the request. If you do not provide us with sufficient information then we may delay actioning your request until you have provided us with additional information (and where this is the case we will tell you).
How to contact us
If you have any queries regarding the information set out here, if you wish to exercise any of your rights set out above or if you think that it has not been followed, please contact:
admin@yeovildiversityproject.co.uk
You can also use these contact details, marked for the attention of the chairperson, if you wish to lodge a formal complaint about any matter covered here.