NDCN Privacy Policy (June 2018)

Introduction

North Down Community Network is committed to protecting your privacy. We will use the information that we collect about you in accordance with the law.

Who we are

·      Our NDCN Mission - We exist to enhance the quality of life of the people of North Down by effectively supporting, coordinating and representing community and voluntary groups in the area.

·      Our NDCN Vision - We strive for an inclusive, peaceful, safe and economically vibrant North Down which effectively promotes wellbeing and participation through an effective and coordinated voluntary and community sector.

·      Who NDCN serve - We support community groups and charities from across the North Down area, but our focus is predominantly in the Bangor area. We presently have 59 member groups ranging from local groups run entirely by volunteers, through to larger long-established charities with staff.

How do we collect your information?

You give us your information in a number of ways, when your group/charity becomes a member of NDCN; if you register to our fortnightly ezine; you complete a survey, you register for one of our events/sessions/programmes; you participate in one of our events; we signpost you onto other services/support; you apply for a job; you apply to become a volunteer, you communicate with us by email, telephone or in person.

Our Website

When you visit our website we use a third party service, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out information such as the number of visitors to the various parts of the site. This data is only processed anonymously. We do not make any attempt to find out the identities of those visiting our website. You can find more information on how cookies are used on our website in the Cookies Policy below.

Mailing list Sign Up

As part of the registration process for our ezine and mailing lists, we collect personal information. We use that information to provide you with information you have asked for; to contact you if we need to obtain or provide additional information; to keep our records up to date and to check every now and then, that you’re happy and satisfied. We do not rent, sell or trade email lists or other database lists with other organisations and businesses. Occasionally, we may include information in these communications to you from partner organisations or organisations who support us.

Ezine

Our fortnightly ezine is collated, managed and distributed by ourselves, but we use a third party provider, Mail Chimp to produce and send the Ezine.  We gather statistics around email opening and clicks to help us monitor and improve our communications. Only those with responsibility for construction and delivery of the ezine has access to this information.

Unsubscribe

You can unsubscribe to general mailings, email lists and our ezine at any time by emailing admin@ndcn.co.uk, indicating your desire to unsubscribe and detailing in the email which list you wish to be removed from. We will endeavour to remove your details with 5 working days of receipt of your unsubscribe email.

Social media

We use social media to broadcast messages and updates about support, events and news. On occasion we may reply to comments or questions you make to us on social media platforms to provide further information. Depending on your settings and the privacy policies used by social media and messaging services like Facebook, Instagram or Twitter, we may receive non-personally identifying demographic or analytical information from these services that enables us to better understand the reach and effectiveness of our advertising.  On occasion we may boost the feeds and map trends but no personal or identifable information is gathered.  

Third Parties
We may share anonymised personal information with other organisations, particularly our funders, who use this to understand the impact of the work we do and support provided.  We do not rent, sell or trade email lists, other database lists or personal details to third parties for any purpose.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting admin@ndcn.co.uk

(b) We have a contractual obligation with funder.

(c) We have a legal obligation.

(d) We have a vital interest such as a medical emergency.

How we keep your details safe and secure

Your personal data will be held and processed on NDCN systems or in the case of our surveys this is retained within the third party database Survey Monkey; for the ezine within the third party Mail Chimp. We always seek to hold your data securely. Personal information is only accessed by people who need it to do their job. On rare occasions we may gather sensitive information, this is additionally controlled and is only made visible to members of staff who have a reason to work with it.  Computers as password protected and personal information is stored secured or disposed of via shredding.

Our basis for processing your personal information and what we use it for

We aim to be clear when we collect your data and to not do anything you wouldn’t reasonably expect. We may process your personal data because it is necessary for the performance of a contract, for example, if you sign up for an event or programmme or complete a registration form or survey.

We may process personal data because it is in our legitimate interests to do so, for example we may use your personal information to tailor our communications to you.

Film & Photos:

NDCN also records and uses film, photographs and audio for promotional purposes on its website, social media accounts and other formats under its legitimate interests basis for processing where it would not be necessary, appropriate or practicable to obtain your specific consent (for example, we may seek specific consent for prominent or impactful uses, but typically not for group shots, background inclusion or internal use).

How long do we keep your information?

We may retain information for a period of three years after your association with us has come to an end.

Some information may be retained indefinitely for funders historical, statistical or research purposes. As stated below, you have the right to require us to erase personal data.

Your 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.

·       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.

·       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.

·       Please contact us at admin@ndcn.co.uk, call 02891 461386 or write to: NDCN 5 Castle Park Road, Bangor, BT20 4TF if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at North Down Community Network.

You have the right to lodge a complaint with a supervisory authority.  You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Access to your personal information

You are entitled to view, amend, or delete the personal information that we hold. Email your request to admin@ndcn.co.uk

Changes to this Privacy Policy

We keep our privacy notice under regular review. This Privacy Policy was last updated on 30th June 2018.

Cookies Policy
Use of cookies
A cookie is a small text file which is placed onto your computer (or other electronic device) when you access our website. We use cookies on this website to:

  • recognise you whenever you visit this website (this speeds up your access to the site as you do not have to log on each time);

  • obtain information about your preferences, online movements and use of the internet;

  • carry out research and statistical analysis to help improve our content, products and services and to help us better understand our visitors' requirements and interests;

  • make your online experience more efficient and enjoyable;

The information we obtain from our use of cookies will not usually contain your personal data. Although we may obtain information about your computer or other electronic device such as your IP address, your browser and/or other internet log information, this will not usually identify you personally. In certain circumstances we may collect personal information about you, but only where you voluntarily provide it (e.g. by completing an online form). In most cases we will need your consent to use cookies on this website. The exception is where the cookie is essential for us to provide you with a service you have requested.

Consent

If you visit our website when your browser is set to accept cookies, we will interpret this as an indication that you consent to our use of cookies and other similar technologies as described in our Privacy Policy. If you change your mind in the future about letting us use cookies, you can modify the settings of your browser to reject cookies or disable cookies completely.

Third-party cookies

We may from time-to-time work with third-party suppliers who may also set cookies on our website e.g. Google Analytics. These third-party suppliers are responsible for the cookies they set on our site. If you want further information please go to the website for the relevant third party.

How to turn off cookies

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of this website. For further information about cookies and how to disable them please go to: http://www.allaboutcookies.org/