Privacy Notice – Give A Few Words CIC
We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
When we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
- A) VOLUNTEER ENQUIRIES
When you contact us by email, phone or a face to face enquiry at at an event the information we collect may include:
Contact details including email address and postcode
Age if under 16
This information is collected with your consent. It is also in our legitimate interests to provide you with a good service and support you.
We will hold this information for 6 months after your enquiry with us, in case you contact us again. We will only use this information to contact you in relation to your volunteering. After that time your enquiry details will then destroyed by shredding and/or deletion.
- C) OTHER INFORMATION
If you consent, we may also collect the following information from you:
- Demographic information such as postcode,
This information is used to help us improve our service and to ensure we are meeting the needs of as many Kirklees residents as possible. This information is used in reports to our funders (One Community) but is reported anonymously and no individuals will be identifiable.
Once this information is reported it is then destroyed by shredding and/or deletion.
- D) VOLUNTEER CASE STUDIES
Occasionally we invite individuals or organisations to take part in a case study. These case studies may include information such as your name, a photograph of you, some words or artwork from you and your thoughts on volunteering. This information will be shared on our website, social media, in reports and presentations and with our funders (Locala, One Community and any other funders). The case study will not be published unless the individual approves of the content and consent is provided. You will have the opportunity to withdrawal your consent at any time.
- E) PHOTOGRAPHS
We use photographs, videos and interviews to help us promote our services in a positive way. This may include photographs of individuals or groups volunteering or at our events or partner events. We will always obtain written consent from you if you are clearly identifiable, using our photo consent form.
Consent will be valid for five years from the date consent is given at which point we will ask you for consent again for continued use of the image(s)/words. Otherwise they will be deleted as far as is practical, see below.
You may withdraw your consent for us to process your personal details at any time provided they are not required for any legal reason.
You may withdraw your consent for us to use your case study, photos, images, artwork or words at any time.
To withdraw consent, write to our Data Controller at Give…A Few Words CIC email email@example.com Please bear in mind once an article is published and in circulation (especially online) it may be copied and used by others.
- F) PEOPLE WHO VOLUNTEER FOR US
When you apply to volunteer with us at GIVE…A Few Words CIC we will collect information to enable you to volunteer with us safely. This will include completing a Volunteer Form with basic information.
This information is collected with your consent. It is also in our legitimate interests to do so that we can offer you a high quality volunteering experience and deliver a high quality service.
We will hold this information in line with our retention schedule which is 3 months after your application is submitted, or if you go on to volunteer we will retain your details for up to 12 months after you finish volunteering with us. Any record relating to an upheld complaint about a volunteer will be retained for 6 years from date they leave (safeguarding issues will be kept for 100 years).
After that time your details will then destroyed by shredding and/or deletion.
WHERE DO WE STORE INFORMATION ABOUT YOU?
Any paper-based information is stored securely. Online Forms will be held in a password protected folder.
ACCESS TO YOUR INFORMATION
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, you can:
We will not charge you for this service unless the request is ‘manifestly unfounded or excessive or repetitive’.
KEEPING YOUR INFORMATION UP TO DATE
We want to make sure that any personal information we hold about you is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.
Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights and how to report a concern or complain by visiting the Information Commissioner’s Office website: https://ico.org.uk/
WHO WE ARE AND HOW TO CONTACT US
Give…A Few Words CIC is a Community Interest Company. If you have any questions about our privacy notice or the information we hold about you, you can email us at firstname.lastname@example.org All rights reserved.