Privacy and Cookies Policy: CVS South Gloucestershire

Information Services. website, info@, twitter

Introduction

1.1 We are committed to safeguarding the privacy of our website visitors and users of our Information Services, i.e. those who sing up to our info@ service. In this policy we explain how we will handle your personal data.

1.2 We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website. It will then ask again after 22 days.

1.3 This privacy policy was last updated on 14 July 2021

Credit

2.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

What personal data we collect on you and how we use it

3.1 In this Section 3 we have set out:

(a) the general categories of personal data that we collect

(b) the purposes for which we may process personal data

3.2 We collect the following personal data: your first name, surname, email address which you use for the purpose of our info@ bulletin and the organisation that you work for, for the purpose of receiving our info@ bulletin and new updates. We collect this via our sign-up to our mailing list form.

3.3 This personal data collected as outlined in 3.2 that your provide for the purpose of subscribing to our email notifications and/or newsletters. This is called notification data and may be processed for the purpose of sending you our info@ bulletin and news updates and the relevant notifications about said services. The legal basis for this is consent, which we collect and you confirm through our Sign up to our mailing list process.

3.4 We may collect data about your use of our website. Thus is called usage data and may included your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use.

3.5 We may process this usage data about your use of our website. This is called usage data and may include your. The source of the usage data is our Google Analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

3.6 Information that you post for publication on our website and info@ bulletin is called publication data and is given for the purposes of you promoting the information contained in said communication. This may be gathered directly from an email you sent us or via a website contact form.

3.7. This publication data will may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is consent as you have requested the information be published.

3.8 We may collect information contained in or relating to any communication that you send to us. This is called correspondence data and may include your name, email and organisation you work for, for the purpose of communicating with us. This may be gathered directly from an email you sent us or via a website contact form.

3.9. This correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

International transfers of your personal data

4.1 In this Section we provide information about the circumstances in which your personal data may be transferred to countries outside the European Union.

4.2 We collect your data for the mailing list via Mailchimp, which is a US-based company, and so holds your data on servers in the USA.

The European Commission has certified their agreement with Privacy Shield Frameworks. This means that your personal data will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved of by the European Commission. For more information on The Mailchimp Privacy Shield https://kb.mailchimp.com/accounts/management/about-mailchimp-the-eu-swiss-privacy-shield-and-the-gdpr

4.3. You acknowledge that personal data that you submit for publication through our website or info@ bulletin may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

Retaining and deleting personal data

5.1 This Section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3 Personal data that we process for any purpose of our website and info@ bulletin we will held until such a time as you request to be unsubscribed from our mailing list or request to no longer hear from us.

Amendments

6.1 We may update this policy from time to time by publishing a new version on our website.

6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

6.3 We may notify you of changes to this policy by email or by our info@ bulletin

Your rights

7.1 In this Section 7, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

7.2 Your principal rights under data protection law are:

(a) the right to access;

(b) the right to rectification;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

7.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access your profile data and adjust your privacy settings by contact us (opens in new window)

7.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed. You can access your profile data and correct your details by contacting us directly on info@cvs-sg.org.uk

7.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims. You can do this by Unsubscribing from our mailing list or contacting us on email info@cvs-sg.org.uk to ask us to remove you from our contacts list.

7.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

7.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the

performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

7.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

7.9 To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

7.10 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

7.11 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

7.13 You may exercise any of your rights in relation to your personal data by written notice to us via email info@cvs-sg.org.uk or mail CVS South Gloucestershire, Poole Court, Poole Court Drive, Yate, Bristol BS37 5PP.

Third party websites

8.1 Our website includes hyperlinks to, and details of, third party websites.

8.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties. This privacy policy only governs our websites and we are not responsible for the privacy policies that govern third party websites even where we have provided links to them. If you use any link on our website we recommend you read the privacy policy of that website before sharing any personal or financial data

8.3 We operate a social media page on Twitter. This policy not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

Personal data of children

9.1 Our website and services are targeted at persons over the age of 18

9.2 If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

Updating information

10.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

About cookies

11.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

11.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

11.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

12.1 We use what are called Identification cookies for the following purposes:

(i) Authentication – to identify you when you visit our website and as you navigate our website.

(ii) Security – as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally

(iii) Analysis – we use cookies to help us to analyse the use and performance of our website and services.

(iv) Cookie consent – we use cookies [to store your preferences in relation to the use of cookies more generally

Cookies used by our service providers

13.1 Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

13.2 We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy

Managing cookies

14.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);

(b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer); and

(e) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

14.2 Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.

Our details

15.1 We are registered in England and Wales under Company Number 4831569, Registered Charity Number 1099702 and our registered office is at CVS South Gloucestershire, Poole Court, Poole Court Drive, Yate, Bristol BS37 5PP

15.3 Our principal place of business is at the address listed in 17.1 above

15.3 You can contact us:

(a) by post, using the postal address given above

(b) by email info@cvs-sg.org.uk

Complaints

16.1 If you have a complaint about us, or the treatment of your data, you can contact the Charity Commission. The Charity Commission is the independent watchdog for charities. You can make a complaint about a charity on their website at www.charity-commission.gov.uk