Privacy Notice

Our contact details:

Richmond CVS, Richmond & Hillcroft Adult Community College, Parkshot, Richmond, TW9 2RE

Phone Number: 020 8843 7945

Email: action@richmondcvs.org.uk

Company No. 3730089

Registered Charity No. 1075259

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (eg.name and contact details)

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • People who use our services (for example, who subscribe to our newsletter, book our training events, or receive support from us)

We offer various services to charities, other organisations and individuals. For example, we send out an electronic newsletter, give telephone and face to face advice, offer training courses, support recruitment by other organisations and provide support for individuals.

Under legitimate interest, we have to hold the details of individuals who use a service in order to provide it. We may share that information with other organisations for that purpose only. We may also use information for other closely related purposes. For example, we contact people who have attended our training for evaluation purposes.

  • Visitors to our website

When someone visits www.richmondcvs.org.uk we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will make this clear and will explain what we intend to do with the information.

This notice does not cover hyperlinks within the RCVS website which link to other websites. We encourage you to read the privacy statements on the other websites you visit.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Simply Connect – when individuals and organisations register to use this database as part of our volunteering service
  • Eventbrite – when individuals register online for our training and events with this electronic booking service
  • Mailchimp – when individuals subscribe to receive information from us

If you register to receive email communications from us, messages you receive may be trackable at an individual level, allowing us to determine, for example, opens and link clicks. This information is generally used to help assess the effectiveness of communications so that we can improve them and may occasionally be used to send relevant further communications in response to your actions (eg. opening an email) or your inaction (eg. not opening an email). You can unsubscribe from email communications at any time using the unsubscribe link contained in each message. Where external data controllers or processors are used, such as for our e-alerts or emails, we check they have good data protection compliance.

Under legitimate interest, we have to hold the details of individuals who use a service in order to provide it.

We may share that information with other organisations for that purpose only. We may also use information for other closely related purposes. For example, we contact people who have attended our training for evaluation purposes.

Use of cookies by Richmond CVS

Cookies are small text files that are placed on your computer by websites that you visit.  They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
The table below explains the cookies we use and why.

 

Cookie

 

 Purpose More information
Content Management System This cookie is set by our content management system to deliver the website content.  This cookie does not use or hold any personal information and is deleted when a user closes their browser.
Google Analytics These cookies are used to collect information about how visitors use our site.  We use the information to compile reports and to help us improve the site for visitors.  The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors come from and the pages they visit. Google Privacy Policy

 

Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org

To opt out of being tracked by Google Analytics across all websites visit the Google website.

 

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing personal information is legitimate interest.

 

How we store your personal information

Your information is securely stored electronically in The Cloud using Microsoft Office software.  Any paper files are kept securely in locked office storage.

We retain personal information for as long as we reasonably require it for legal or business purposes. Personal information is normally stored for a maximum of seven years. In determining data retention periods, we consider laws, contractual obligations, and your expectations and requirements.

Information is destroyed by shredding or deleting from our electronic files.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Richmond CVS tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out about any personal information we hold for them by making a ‘Subject Access Request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to RCVS for any personal information we may hold, you need to put the request in writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. We will aim to respond to any Subject Access Request as soon as possible and within 30 days at the latest.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  You can ask us to correct or complete this by contacting us using the contact details below.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at by emailing action@richmondcvs.org.uk or by writing to us at Richmond CVS, RHACC, Parkshot, Richmond TW9 2RE.

The RCVS Director, Kathryn Williamson, oversees compliance with this privacy notice and can be contacted using the details above.

Whilst this privacy policy 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 Office website.

If you are unhappy about how we handle your data, you have the right to make a complaint to the Information Commissioner’s Office at any time. You can contact them on 0303 123 1113 or email casework@ico.org.uk. You can find more details at https://ico.org.uk/concerns/.

Changes to this Notice

Any changes we may make to this Notice in the future will be posted on our website and, where appropriate, notified to you by email. When we change this Notice in a material way, we will update the version date at the bottom of this page. Please check to see any updates or changes to this Notice and, should you object to any alteration, please contact us as set out above.

Notice updated September 2022