Inspire South Tyneside Privacy statement
Inspire South Tyneside respects your privacy and your rights to control your personal data. Our principle guidelines are straightforward. We will be clear about the data we collect about you and why. Your data is sacredly protected by us. We have not, do not and will not sell your data to third parties.
The prime purpose of collecting your data is to support Inspire South Tyneside to support you.
This Privacy Statement (the ‘Statement’) explains the personal information we collect from you, either directly or indirectly, and how we will use it. Personal information is any information that can be used to identify you or that we can link to you. The Statement also elaborates on the choices you can make about the data we collect, and how you can control these decisions. It applies to all Inspire South Tyneside services and networks, emails and website. Please read this Statement carefully to understand how Inspire South Tyneside may collect, use and share your personal information.
- The Types of Personal Information We Collect
Information you provide to us
We collect information you voluntarily provide to us, such as your name, phone number and email address; for instance, when you sign up to membership of Inspire South Tyneside or register for volunteering opportunities.
Information obtained from other sources
We may receive information about you from other sources, including third parties, such as funding websites. We protect data obtained from third parties according to the practices described in this Statement and we also apply any additional restrictions imposed by the source of data.
Information of children
Inspire South Tyneside does not target and is not intended to attract children under the age of sixteen. Although visitors of all ages may navigate through our website, we do not knowingly collect or request personal information from those under the age of sixteen without parental consent. If, following a notification from a parent, guardian or discovery by other means, a child under sixteen has been improperly registered on our site by using false information, we will cancel the child’s account and delete the child’s personal information from our records.
- Interactions with Inspire South Tyneside
To make the information in this Statement easy to understand, we have highlighted different occasions when Inspire South Tyneside could potentially collect personal information. The interactions with Inspire South Tyneside are broken down into the following segments:
Membership of Inspire South Tyneside
We collect: Name, address, email address, telephone number, job title, name of chair, signature
Why: We collect this information to allow you to access the free advice, workshops and events provided by Inspire South Tyneside. We also use your email to send you Voluntary and Community Sector notifications, such as health updates, funding opportunities, volunteering opportunities and community events. It is our legitimate interest to process your personal data for these purposes.
Membership of email networks
We collect: Name, address, email address, telephone number, job title, name of chair, signature
Why: We use this information to share news about events, funding opportunities, health agendas, workshops and Voluntary and Community Sector updates. It is our legitimate interest to process your personal data for these purposes.
Registration for events and meetings
We collect: Name, address, email address, telephone number, job title, signature
Why: We collect your details to establish who is attending for the purposes of health and safety, and to enable minutes and presentations to be emailed out following the event or meeting. It is our legitimate interest to process your personal data for these purposes.
Registration for the Volunteer Centre Vacancies
We collect: Name, address, email address, telephone number, date of birth, signature, employment status
Why: We collect this information to allow us to pass your details to any of the organisations volunteer vacancies you have chosen to explore. With your consent your details will be forwarded to the chosen organisation vacancy to allow them to contact you. It is our legitimate interest to process your personal data for these purposes.
Registration for the Volunteer Centre Opportunities
We collect: Name, address, email address, telephone number, signature
Why: We collect this information to create your Volunteer Centre vacancy. This will allow us to advertise your vacancy via face to face interviews, email and website. We do not pass the contact details directly to the potential volunteer or advertise the contact details unless specifically requested to do this. It is our legitimate interest to process your personal data for these purposes.
Mapping of the Voluntary and Community Sector
We collect: Name, address, email address, telephone number, job title
Why: We are collecting this data to enable all voluntary and charitable organisations to have the opportunity to gain free advice and information. We use this information to share news about events and opportunities that may support your organisations. It is our legitimate interest to process your personal data for these purposes.
Volunteers of Inspire South Tyneside
We collect: Name, address, email address, telephone number, employment status, next of kin, signature
Why: This information is used to maintain contact with our volunteers and keep HR records. Trustees are required to be registered on the Charity Commission website by law, and to maintain contact. Names are also used as part of the minutes recorded during governance meetings.
We collect: Name, address, contact number, email address, company details/ ID, bank details, NI numbers.
Why: This information is used to pay invoices, send invoices and to pay staff salary. The yearly accounts require names of the Trustees, names and address of accountants and solicitors.
- How We Use Personal Information
Inspire South Tyneside uses the data to communicate with you, for example, informing you about events, workshops, volunteer vacancies, funding opportunities, Voluntary and Community Sector updates and other types of relevant updates.
Inspire South Tyneside uses the data for the following purposes:
- Providing information
- Volunteer Support
- Service improvement
- Security, Safety, and Dispute Resolution
- Business Operations
- Communication, and Advertising
We use data to provide information, via our three networks and Volunteer Centre that allows us to support the Voluntary and Community Sector, ensuring they have easy access to information. This processing is necessary for the performance of the agreement we have with you.
We use data to respond to volunteer enquiries. This processing is necessary for the performance of the agreement we have with you, as well as to serve our legitimate interest.
Security, Safety and Dispute Resolution
We use data to protect the security and safety of our Inspire South Tyneside members, and Volunteer Centre registered organisations and volunteers. This processing is necessary to serve our legitimate interest.
We use data to develop and analyse the organisation and sector intelligence that enable us to operate, protect, make informed decisions, and report on the performance of our organisation. This processing is necessary to serve our legitimate interest.
We use the data we collect to deliver and personalise our communications with you. For example, we may contact you by email or other means of electronic communication to inform you about funding opportunities, health related updates, news and events for charitable organisations. This processing is necessary to serve our legitimate interest. For information about managing email subscriptions and promotional communications, please email email@example.com.
To give you a better understanding of the personal information we collect and use in different occasions, please see the sections below.
- How We May Share Personal Information
Inspire South Tyneside does not and will not sell personal information about our customers. We only disclose your data as described in this Statement. We may share information with the following types of third parties.
Third Party Vendors
Inspire South Tyneside uses a variety of third-party vendors to carry out services like website management and hosting, and email communications. We only share your personal data as necessary, to complete a service you have requested or authorised and only with vendors or agents working on our behalf for the purposes described in this Statement. In this case, your personal information will be shared with these agents or contractors but only for the purpose of performing services on behalf of Inspire South Tyneside and in accordance with this Statement. It is our legitimate interest to process your personal data for these purposes. For questions about third-party vendors, please send an email to firstname.lastname@example.org.
When legally required, strictly necessary for the performance of the services or to protect our rights, or the rights of our affiliates or users, we disclose your personal information to law enforcement authorities, investigative organisations, our affiliates or in legal proceedings.
We may share your personal information in the event of a merger of all or a portion of our assets. Of course, we shall notify you via email and/or a prominent notice on our website and inform you of your rights.
Sharing and Disclosure of Aggregate Data
We share data in aggregate form and/or in a form which does not enable the recipient of such data to identify you, with third parties, for example, for Voluntary and Community Sector funding analysis.
We take great care in protecting your personal information and have put in place adequate mechanisms to protect it when it is transferred. We will transfer your personal information in compliance with applicable data protection laws and will implement suitable safeguards to ensure that your personal information is adequately secured by any third party that will access your information. If you have questions or wish to obtain more information about the transfer of your personal information or the implemented safeguards, please send us an email to email@example.com.
- The Legal Bases for Using Personal Information
There are different legal bases that we rely on to use your personal information, namely:
Performance of a contract
The use of your personal information may be necessary to perform the agreement you have with us. For example, to complete your registration for volunteering or to register a volunteering placement or to receive information emails.
We may use your personal information for our legitimate interests. For example, we rely on our legitimate interest to improve our services and the content on our website or to use your personal information for administrative, fraud detection or legal purposes.
Where we process your personal information based on our legitimate interest and no opt-out mechanism is available to you, you may exercise your right to object by sending an email to firstname.lastname@example.org.
- Security, Storage and Retention of Personal Information We Collect
Inspire South Tyneside is committed to protecting the security of your personal information. However, while we take reasonable precautions to guard the personal information we collect, no security system is impenetrable.
While no Service is completely secure, Inspire South Tyneside takes precautionary measures to help prevent information about you from loss, theft, misuse and unauthorised access, disclosure, alteration and destruction. For example, we store the personal data you provide on computer systems that have limited access and that are in controlled facilities. We also ensure that our third-party data centre vendors provide adequate security measures. Additionally, your data is protected with encryption, such as Transport Layer Security (TLS), during transition over the Internet. You should always log out and close your browser when you finish your session. If you have any questions about the security of your personal information, you can contact us at email@example.com.
Inspire South Tyneside has put in place adequate mechanisms to protect personal information when it is appropriately transferred. All our hard copy files are stored in locked cabinets in staff only access locked room.
Inspire South Tyneside will retain your personal information for as long as legally required, or in the case of volunteers registered with the Volunteer Centre one year. We will comply with applicable laws (including those regarding document retention), resolve disputes with any parties and otherwise as necessary to allow us to conduct our business. All personal information we retain will be subject to this Privacy Statement and our internal retention guidelines. If you have a question about a specific retention period for certain types of personal information we process about you, please send an email to firstname.lastname@example.org.
- Your Rights and Choices
We want you to be in control of how your personal information is used by us. Subject to local law, you can do this in the following ways:
- you can ask us for a copy of the personal information we hold about you;
- you can inform us of any changes to your personal information, or if you want us to correct any of the personal information we hold about you;
- in certain situations, you can ask us to erase, block or restrict the personal information we hold about you, or object to particular ways in which we are using your personal information; and
- in certain situations, you can also ask us to send the personal information you have given us to a third party.
Where we are using your personal information on the basis of your consent, you are entitled to withdraw that consent at any time. Moreover, where we process your personal information based on legitimate interest or the public interest, you have the right to object at any time to that use of your personal information.
We rely on you to ensure that your personal information is complete, accurate and up to date. Please do inform us promptly of any changes to or inaccuracies in your personal information by contacting email@example.com.
We will respond to your request as soon as possible but certainly within 30 days.
We are committed to working with you to obtain a fair resolution of any complaint or concern you may have about our use of your personal information. If, however, you believe that we have not been able to assist with your complaint or concern, you may have the right to file a complaint with the data protection authority.
Your Communication Preferences
You can opt out of email subscriptions from Inspire South Tyneside by emailing firstname.lastname@example.org. We respect your choice, and we will stop sending you emails once you unsubscribe.
How to Contact Us
If you have any questions about the use of your personal information, please email email@example.com
- Changes to Our Privacy Statement
Inspire South Tyneside may modify or update this Statement when necessary, to reflect member feedback and changes in Inspire South Tyneside and Service. Please review it regularly. When we update this Statement, we will revise the ‘Last Update’ date at the top of the Statement. If there are material changes to the Statement or in how Inspire South Tyneside uses your personal data, we will inform you either by posting a notice of such changes, prior to them taking place, or by directly sending you a notification. We encourage you to regularly review this Statement to learn more how Inspire South Tyneside is using and protecting your information.
Inspire South Tyneside is registered with the Information Commissioners Office.