Spring into Action are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your relationship with us. This notice explains how we comply with the law on data protection and what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Board of Directors has overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.
1. PERSONAL INFORMATION
When you interact with us, you may provide us with or we may obtain personal information about you, such as:
- personal contact details such as name, title, addresses, telephone numbers, and personal email addresses and emergency contact details;
- date of birth;
- marital status and dependants;
- next of kin, beneficiaries, details of family members and emergency contacts;
- identification documents;
- images in video and/or photographic form and/or voice recordings;
- records of enquiries and other correspondence with you
2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
- information about your health, including any medical condition, health and sickness records, medical records and health professional information;
We may not collect all of the above types of special category information about you. In relation to the special category personal data that we do process we do so on the basis that
- the processing is necessary for reasons of substantial public interest, on a lawful basis;
- it is necessary for the establishment, exercise or defence of legal claims;
- it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
- based on your explicit consent. In the table below, we refer to these as the “special category reasons for processing of your personal
3. WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information through an application and/or registration process when you join our projects or services. We may also collect data via sign up forms, Facebook, email and telephone enquiries.
If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it.
They also have the same rights as set out in the “Your rights in relation to personal information” section below.
4. USES MADE OF YOUR PERSONAL INFORMATION
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information, you may not be able to engage in our services, or we may not be able to properly perform our contract with you or comply with legal obligations and we may have.
For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdraw your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.
Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain benefits to you.
4. DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
- Employees, sub-contractors, volunteers and staff: for the purpose of them working with you on a project or service. We will only share relevant information
- Other service providers: for example, if you agree to us passing your data onto to other organisations so that they can contact you.
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
- Any party approved by you. Ay other party that we have permission from you to share your data with.
We do not disclose personal information to anyone else except as set out above.
5. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.
6. HOW LONG WE KEEP PERSONAL INFORMATION FOR
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements.
Generally, where there is no legal requirement we retain all physical and electronic records for a period of six years. Exceptions to this rule are:
- CCTV records which are held for no more than [30 days] unless we need to preserve the records for the purpose of prevention and detection of crime;
- Information that may be relevant to personal injury claims, discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have engaged with us
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you move home or change your phone number or email address, or if your health changes.
7. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the erasure of your personal information in certain limited
- the right to restrict processing of your personal information where certain requirements are met;
- the right to object to the processing of your personal information;
- the right to request that we transfer elements of your data either to you or another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below. If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
8. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
9. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email firstname.lastname@example.org or write to us at Spring into Action, C/O 2 Stonecross Close, Accrington, BB5 0DQ