NCVA’s Privacy Policy
Northumberland Community and Voluntary Action (known and referred to hereinafter as NCVA) is a data controller for the purposes of Data Protection. We collect personal information to pursue our legitimate interests related to our aims and objectives as a charitable organisation.
NCVA is based at 107-109 Station Road, Ashington, Northumberland, NE63 8RS
This privacy notice tells you what to expect when NCVA collects personal information.
How we use your personal information
You may provide your personal information to us in the following ways:
- By registering your organisation as a member of NCVA
- By subscribing to our e-bulletins either as an individual or an organisation
- By sharing personal information (such as your email address or Twitter handle) when you post comments on our social media channels
- By using one or more of our online and/or offline services for groups or individuals
- By applying for a paid or volunteering position with NCVA
If we have received your personal information from another source (for example, if you have been referred to us by another organisation), we will tell you the source of that information and the categories of personal information we have been given the first time we contact you no later than one month after we have received your personal information.
We may use your personal information:
- To keep necessary internal records
- To enable your use of any of the services we provide
- To understand your needs so we can improve our products and services
- To send you our e-bulletin and other marketing communications where you have specifically agreed to this service by either becoming a member of NCVA, Northumberland Trustees Network or Northumberland VCS Assembly or by subscribing to receive the e-bulletin.
- To send you information about your membership(s)
- To deal with enquiries and complaints made by you or about you relating to the website or any service offered by NCVA.
Who we share your personal information with
We use other organisations (known as third party data processors) to help us provide some of our services and we do everything in our power to ensure they too have robust systems in place to ensure your privacy and the security of your personal information. In particular:
- We use Google Analytics to gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-communications. Find out how Google safeguards your personal information.
- We use MailChimp to deliver our e-bulletins. See MailChimp’s privacy policy.
- We use Simply Connect to send out other bulk emails to specific groups of service users about information that we think will be of interest to them. We also use Simply Connect to host our service user database and its interactive Volunteer Connect and Community Directory interfaces. See Simply Connect’s privacy policy.
- We use SurveyMonkey for some of our online surveys (Read SurveyMonkey’s privacy policy) and Google for other online surveys (Read Google’s privacy policy)
- We use Vital Service Ltd to provide and service our IT network. Read Vital Service’s Privacy Policy.
To provide our Northumberland VINe group email network we use Gaggle Mail. Read Gaggle Mail’s privacy statement.
For online meetings and events, we may use either Zoom (read Zoom’s privacy statement) or Microsoft Teams (read Microsoft’s privacy statement).
We work with and may share personal data with two other local infrastructure organisations, Connected Voice (privacy policy) and North Tyneside VODA (privacy policy) to provide the Elements Training Portal for voluntary organisations (privacy policy), which is built on the Teachable e-learning platform (privacy policy).
We use WATBus Community Transport to support our work with older people. Find out more about WATBus Community Transport.
We use the following social media platforms, which each have their own privacy rules that govern our and your use. These are Facebook, Twitter and Pinterest. We also post some of our blogs on a WordPress page.
For some of our employability services, we work within a partnership of provider organisations known as Bridge Northumberland. These partners are Joint Data Controllers of the personal information collected by Bridge Northumberland. Bridge Northumberland may share personal data within the partnership and also with DWP researchers and appointed evaluators of the project. Read the privacy policy of Bridge Northumberland and find out about the partners.
In the course of providing you with a service, we may need to refer you to other outside organisations. This will always be discussed with you beforehand.
We won’t share your personal information in any other way. We won’t transfer your personal information internationally beyond the uses already described in the bullet points immediately above, or use your information for automatic profiling.
How long we keep your personal information
NCVA keeps some pieces of personal information longer than others, depending on the reasons we have needed to collect and store it.
Any personal information we do not need to retain in order to comply with legal or contractual obligations will be destroyed 3 years after the end of the project for which it was collected and only an anonymised summary record of the service will be kept.
Your rights
Under the Data Protection Act 2018 you have the following rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
Rights in relation to automated decision making and profiling
You have the right to see what personal information NCVA holds about you and to ask for the information to be amended if incorrect. Using this right is known as making a ‘subject access request’.
To make a subject access request, please email enquire(‘at sign)northumberlandcva.org.uk with ‘Subject Access Request’ in the subject line. Your request will be forwarded to the relevant person in the organisation and will be acknowledged.
We will ask you to provide evidence of your identity to ensure your personal information is not being given to the wrong person and your request will be carried out within one month of your identity being confirmed unless there is good reason for this not to be possible. Where this is the case we will contact you and explain why we cannot carry out your request within one month.
You have the right to withdraw your consent for us to use your personal data at any time. If you wish to withdraw your consent please email enquire(‘at sign’)northumberlandcva.org.uk with ‘Withdraw Consent’ in the subject line. Your request will be forwarded to the relevant person in the organisation and will be acknowledged.
Your request will be carried out within one month unless there is good reason for this not to be possible. Where this is the case we will contact you and explain why we cannot carry out your request.
You have the right to complain to the Information Commissioner’s Office (ICO). Find out how to report a concern to the ICO.
Security
NCVA takes your privacy and the security of your personal information very seriously. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect both online and offline in order to prevent unauthorised access or disclosure.
Our use of cookies
A cookie is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We use cookies on our websites to make them work and to work more efficiently, as well as to provide us with information. We may send a cookie which may be stored on your computer by your browser on your computer’s hard drive. We may use the information we obtain from the cookie to recognise your computer when you visit our website, to personalise our website for you and in the administration of this website.
Most web browsers allow some control of most cookies through the browser settings. For instance they may allow you to refuse to accept cookies. Refusing cookies will, however, have a negative impact upon the usability of many websites, including this one. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
We use Google Analytics to analyse the use of our websites. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: www.google.com/privacypolicy.html. You can opt out of being tracked by Google Analytics across all websites by visiting http://tools.google.com/dlpage/gaoptout.
If you’d like to know more about how NCVA uses cookies on any of its websites, please email your request to enquire(‘at sign’)northumberlandcva.org.uk with ‘Cookie Policy’ in the subject line
Links to other websites
This Privacy Policy relates to the following websites, which are all administered by NCVA:
Northumberland Trustees’ Network
These websites may contain links to other websites of interest that are not governed by this privacy statement. We cannot be held responsible for the protection and privacy of any information you may provide whilst visiting other sites. You should exercise caution and look at the privacy statement applicable to the website in question.
Changes to this policy
NCVA may need to make changes to this policy. Any changes will always be made in line with current Data Protection law and regulations.