Community Voluntary Service (CVS) Bedfordshire Privacy Notice
This notice is effective from 24/05/2018.
This privacy notice sets out how CVS uses and protects any personal data that is collected by us.
Projects hosted by CVS also operate under this privacy notice and are listed on the Connecting page of our website.
CVS is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy notice.
We reserve the right to update this privacy notice at any time and a copy of our up-to-date privacy notice will be available here on our website. We may notify you in other ways from time to time about the processing of your personal data.
How is personal information collected?
We collect information:
- Through our online signup forms
- Through our online volunteering brokerage system
- In the course of our work with you, for example if you provide information to a member of staff in order for them to provide you with advice
- Occasionally through our interactions on social media
- Through publicly available sources such as companies house, charity commission and official websites
What personal information do we collect and how is it used?
CVS collects personal information for the following purposes. We will use this information to provide the services requested.
|
Data we collect |
We use it for |
Lawful basis for processing data |
|
Name, email address and organisation name.
|
Sending email newsletters. |
Legitimate interest |
|
Name, address, contact details (including phone and email) and sensitive data (such as date of birth, gender, ethnicity and disability). |
Volunteering brokerage service.
|
Legitimate interest |
|
Name, address, contact details (including phone and email) and organisation name and contact details (if different to the individual). |
Maintaining a directory of local organisations. |
Legitimate interest |
|
Name, address, contact details (including phone and email), bank details, pension information, sickness information and other personal and sensitive data relating to employment and volunteering with the organisation. |
All purposes relating to the employment of staff.
All purposes relating to the management of volunteers.
|
Legal obligation
|
|
Name, address, contact details (including phone and email). |
Informing local residents in the Cauldwell and Kingsbrook area of Bedford. |
Consent |
What does legitimate interest mean?
In order to undertake its charitable activity and account for its activities to funders, regulators and other stakeholders, CVS has to collect and process a certain amount of data, some of which will be personal data.
Why do we ask for sensitive data?
We sometimes ask for sensitive data, such as disability and ethnicity to help us with equal opportunities monitoring so we can demonstrate that we are reaching all sectors of the community, and fulfilling our commitment to equal opportunities. When we compile this data, it is done anonymously.
Volunteers can update the information we hold about them at any time, by logging in to Volunteer Connect.
Data sharing
The personal data of individuals registered on the Volunteer Connect system (our volunteering brokerage service) is shared with organisations that have registered with Volunteer Connect and have agreed to the terms and conditions to use the service.
Individuals registered on the Volunteer Connect system consent to the sharing of their data as detailed in a specific Volunteer Connect privacy notice at the registration stage.
We use sensitive data to compile and share anonymised reports, which helps us to demonstrate our commitment to equal opportunities.
In occasional circumstances, we may need to disclose your details, to police, regulatory bodies or legal advisors.
Data retention and security
We will take reasonable precautions to ensure your data is not lost, misused or falsely altered.
Data is only retained for as long as we need it to provide you with the service you asked for.
Data Processing
CVS has written contracts in place with the following third parties that we use to process data:
- Volunteer Connect is used for managing the volunteer brokerage service
- VC Connect is used for maintaining records relating to local voluntary organisations
- People HR is used for managing employee records
- MailChimp is used for the management and distribution of mailings
- Eventbrite is used for events and training courses
MailChimp and Eventbrite are United States based companies and therefore information may be transferred to, stored, or processed in the United States. Both providers ‘participate in and comply with the EU-U.S. Privacy Shield Framework as set forth by the US Department of Commerce regarding the collection, use, and retention of Personal Data (defined in Section 2.1) from European Economic Area ("EEA") member countries.’
Your rights
- You have the right to request access to your data
- You have the right to correct your data if it is incorrect
- You have the right to request erasure of your data
- You have the right to object to your data being processed
If you wish to exercise any of these rights please contact CVS on 01234 354366, or email info@cvsbeds.org.uk
The use of automated decision making
Your data is not used in any automated decision making (making a decision solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).
The use of cookies on our websites
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
By using the CVS website you agree to the use of cookies on the site.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should be aware that we do not have any control over external websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy notice. You should exercise caution and look at the privacy notice applicable to the website in question.
How to lodge a complaint
If you have a complaint regarding the processing of your personal data then please contact CVS on 01234 354366, or email info@cvsbeds.org.uk. You also have the right to lodge a complaint with the supervising authority, the Information Commissioner’s Office (ICO), at any time. Should you wish to exercise that right, the full details are available at the ICO website.