PURPOSE

This privacy policy has been created to let you know how we use, share and store your personal information. Along with information about the rights you have in relation to the information we hold on you and the legal basis on which we are using it.

SCOPE

This policy applies to the Vision For Helensburgh

INTRODUCTION

Vision For Helensburgh (the group) is committed to data security and the fair and transparent processing of personnel data. Whenever you provide us with personal information we will treat your information in accordance with the law and this privacy policy. In particular we will:

• Collect information fairly

• Let you know how we will use it

• Keep your information secure

 HOW DO WE COLLECT INFORMATION?

We collect and process personal data about you when you interact with us. This can be:

• Information you provide by filling in forms on our website or signing up to newsletters;

• Information you provided in writing or verbally

• Information you provide when taking part in one of our steering groups;

• Information you provide during partnership working;

• Information you provide when joining one of our mailing lists;

• Photos/videos taken at events we deliver or taken to publicise our work;

• Information you provide when completing a customer/stakeholder feedback survey/consultation or;

• Information you provide when posting material on our social media accounts.

We also obtain information from publicly available sources for instance MP contact details from Parliament website.

 WHAT INFORMATION DO WE COLLECT?

What information we collect can depend on how you have interacted with us. The personal information

we mainly collect and process is:

• Your name

• Your home or work address, email address and/or phone number (landline/mobile)

• Your job title

 We ensure all the data you provide remains confidential.

N.B. Please note this list is not exhaustive and includes any other information you provide.

WHAT LEGAL BASIS DO WE USE TO PROCESS YOUR INFORMATION?

• We use consent to process information obtained through:

o Joining mailing lists

o Subscribing to newsletters

o Taking photos/videos

o Producing case studies/good news stories

o Enquiries

We will not use your information in a way that would identify you personally, except where you have provided consent for your information to be used for a specific purpose.

If you give us explicit permission to do so we may send your name and contact details to third parties whom we consider might have services/products you would find useful.

We will continue to process your information until you remove your consent or you reach the end of the service.

• Legal Obligation - We are subject to the law and sometimes must process your information in order to comply with statutory obligation.

N.B. Please note these lists are not exhaustive.

HOW DO WE USE YOUR INFORMATION?

• Visitors to our website

When someone visits the website a proactive approach to user privacy and ensuring the necessary steps are taken to protect the privacy of its users throughout their visiting experience is taken.

 Use of Cookies

The website uses cookies to better the experience whilst visiting.Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website,  through it’s server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and it’s external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website but will not store, save or collect personal information. You can read Google’s privacy policy here for further information.

Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used forconversion and referral tracking and typically expire after 30 days, though some may takelonger. No personal information is stored, saved or collected.

o Search engine

We use a third party service to help maintain the security and performance of our website.To deliver this service it processes the IP addresses of visitors to the website.

o External Links

Although our main website only looks to include quality, safe and relevant external links users should always adopt a policy of caution before clicking any external web links mentioned throughout this website. We cannot guarantee or verify the contents of any externally linked website despite our best efforts. You should therefore note you click on external links at your own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.

o Security and performance

We use a third party service to help maintain the security and performance of our website.

To deliver this service it processes the IP addresses of visitors to the website.

• Enquiries

We use personal data collected from enquiries to send you the information you have requested and sometimes to monitor the interest our services/programmes have received.

• Mailing Lists / Newsletters

The information you supply when signing up to our newsletters or mailing lists is used to email you the information you have asked to be sent, information we think you might find useful

All emails are sent using Blind Carbon Copy (Bcc) to ensure your contact details are not shared with external parties.

• Other ways we use your information

o Process a tender or provider application

o Respond to correspondence you sent us

o To create publicity

N.B. Please note these lists are not exhaustive.

8. CHILDREN

We do deliver some services to young people. If you are under 13, please make sure you have your parent’s/guardian’s permission before you provide us with any personal information. Our forms have sections for you to obtain this permission. You must not provide us with personal information without this.

9. DISCLOSURE AND SHARING OF YOUR INFORMATION

We will never sell your personal data and will keep it confidential.  We may share your information in order to provide services to you, but shall obtain your consent before doing so.

However there are circumstances under which we may need to disclose data without explicit consent for that occasion.

These circumstances are strictly limited to:

• Where required by law.

• Unavoidable disclosures, for example to an engineer during maintenance of the computer system.

In such circumstances the engineer would be required to sign a form promising not to disclose the data outside the Trust.

 HOW LONG DO WE KEEP YOUR INFORMATION?

Data held about individuals will not be kept for longer than necessary. The retention period of records will be dependent on the relevant statutory, contractual, financial and operational requirements. Where there is a conflict between these requirements the one with the longest retention period and which meets legislation shall be adhered to.

 HOW WE WILL SAFEGUARD YOUR INFORMATION?

Vision For Helensburgh undertakes to ensure security of personal data by the following general methods:

o Procedural security

o Logical security

o Physical security

 YOUR RIGHTS

• Access

You have the right to access your personal information at any time. All requests must be made in writing. Once we receive a written request it will be dealt with in a timely manner.

Edit

If the data we hold about you is out of date, incomplete or incorrect, you can inform us and we will ensure that it is updated.

Erasure

If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request, we will confirm whether the data has been deleted or tell you the reason why it cannot be deleted.

When we receive any request to access, edit or delete personal information we will take reasonable steps to verify your identity before granting you access or taking any other action This is important to safeguard your information.

You also have the right to:

• Object

You have the right to request that we stop processing your data. Upon receiving the request, we will contact you to tell you if we are able to comply or if we have legitimate grounds to continue. If data is no longer processed, we may continue to hold your data to comply with your other rights.

• Ask us to stop contacting you with marketing

You have the right to request that we stop contacting you with direct marketing. On mailing

list/newsletters emails we provide details on how to ‘unsubscribe’ which will unsubscribe you from that mailing service.

• Complain

You can make a complaint to us by contacting send a letter email ….

You can also make a complaint to the data protection supervisory authority – in the UK, this is the Information Commissioner’s Office.

CONTACT DETAILS

If you have any queries about this policy or need further information you can use the details below to contact us.

CHANGES TO THIS PRIVACY POLICY

We may change this policy from time to time. You should check this policy occasionally to ensure that you are aware of the most recent version that will apply each time you access the website.

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