How we respect privacy when we deal with personal information collected by our organisation
If you have any comments or questions about this notice, feel free to contact us at firstname.lastname@example.org
1. Personal data that we process
The following table explains the types of data we collect, why we collect it, how we use it, how long we keep it for and the legal basis on which this data is processed.
|Nature of contact||What data do we collect?||Why do we collect it and how do we use it?||How long do we keep it for?||Basis|
|Enquiring about our organisation and its work||Name, email, message||In order to reply to your request||The email will remain in our email system for 7 years||Legitimate interests|
|Providing goods/services to us||Name, email, address, other contact details, payment information||To process payments and fulfil our audit and grant requirements||11 years after provision of goods/services||Contract|
|Applying for a job/to be a trustee/a consultancy with us||Name, email, address, CV, cover letter/ proposal, referees||To assess your suitability for the role/task you have applied for||6 months from appointment of chosen candidate/supplier. If you are successful these details will be kept for 7 years after your contract/ engagement with us ends||Legitimate interests|
|When you work for us as an employee||Bank details Emergency contact details DBS check||a) To process salary/expenses payments.
b) So we know who to contact in an emergency.
c) To gain reassurance re your trustworthiness/ integrity.
|7 years after end of the contract||a) Contract
c) Contract and Consent (condition for criminal offence data processing given in the DPA).
|When you work for us as an employee||Copy of passport||To confirm your identity and that you have the right to work in the UK||7 years after end of the contract||Legal obligation|
|When you work for us as an employee||If you provide us with any information about reasonable adjustments you require under the Equality Act 2010||To comply with our legal obligations under the Act and allow us to make the necessary adjustments||7 years after end of the contract||Legal obligation and Employment, Social Security and Social Protection (condition for processing of special category data given in the DPA).|
|Applying to partner with us||Name, email, work address of key persons, organisation details||To assess your suitability||1 year after the chosen partner is appointed||Consent|
|When you form a partnership with us||Name, email, work address of key persons, organisation details||To enable a smooth working relationship||7 years after the end of the partnership||Contract|
|Using our website||Website activity collected through cookies as detailed here.||See notice||See notice||See notive|
2. 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.
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to restrict or object to the processing of your data.
- Where data processing is based on your consent or for the performance of a contract, you have the right of portability of your data, i.e. the right to request that we provide your data to you in a format that you can use for your own purposes.
- You 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.
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 by emailing email@example.com
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.
3. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Last updated August 2019