Privacy Policy
Privacy Policy
We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices.
Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement and in line with UK data protection law which includes but may not be limited to the Data Protection Act 2018, the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulation (PECR).
This notice provides information concerning the processing activities for the Torbay Community Development Trust charity registration number 1140896, also known as Torbay Communities.
What information do we collect about you?
We collect information about you when you fill out an online form to:
- Sign up for email updates
- Contact us
- Complete surveys or provide feedback.
This information may include:
- Name, role and organisation
- Contact details, including email address and or telephone number
- Demographic information such as postcode and interests.
We collect material you proactively post or contribute to our sites, including social media and any correspondence you have with us.
We also collect information on your website usage through cookies if your browser accepts them. Our website features tracking software – this means that if you’re a logged-in user, have filled an online form or have previously clicked a link in one of our emails, we may link your website usage information (such as pages visited, IP address, browser and device used) to other information we hold about you, such as your name and organisation.
When you contact us by email, letter or phone, we may also record this information in our customer relationship management system to help us process your request efficiently.
What do we do with the information we gather?
We require this information to understand your needs and provide you with better opportunities. It will help us link you to people or organisations that may be able to support you. We may contact you if required, and you can specify your preference. We are committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you in accordance with data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act (DPA) 2018.
Principles:
We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- Adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed
- Accurate and kept up to date
- Kept in a form that identifies you for only as long as necessary for the purposes we have told you about
- Kept securely
- The information you provide is not used for automated decision-making (making a decision solely by automated means without human involvement) or profiling (automated processing of personal data to evaluate certain things about an individual).
Where do we store your information?
Online forms
We use a Customer Management System called Apricot which has been developed by a US based company called Social Solutions Global. The contract we have with this provider ensures their practices comply with UK data protection law and we regularly delete data from this system. We are required to ensure that such data is appropriately protected. This means that we must undertake a UK Transfer Risk Assessment (TRA) and ensure important safeguards are in place. Such safeguards may include the UK International Data Transfer Agreement (IDTA) or the UK Addendum.
The servers are hosted in the UK in AWS in the London region within the following availability zones:
EU-west-2a
EU-west-2b
EU-west-2c
No data leaves the UK.
Security and encryption
We take great care to ensure that we operate at the highest security levels. All personal information and financial data is encrypted in transmission. However, the security of data transmission via the Internet can never be 100% guaranteed, and data transmission is at your own risk.
Cookies
INFORMATION ABOUT OUR USERS
The website does not capture or store personal information from site visitors without their knowledge. Data is collected on an ongoing basis using Google Analytics which helps us determine the total number of visitors and how much visitors and participants use specific parts of our site so that we can improve its operation and appeal. This data is used in aggregate form only.
HOW WE DO THIS, USE OF COOKIES
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the Internet, this sometimes involves placing small amounts of information on your device, for example, a computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.
Google Analytics uses cookies to measure how many people are using the services, links and pages which are popular, time spent on the website etc.; this is so that we can continue to improve the website and service for users.
REMOVING & DISABLING COOKIES
If you do not wish to accept cookies on your device, you can disable them by adjusting the settings in your browser. However, this will affect the functionality of the website.
More information
For further information about cookies, including how to manage your cookie settings, you can visit www.aboutcookies.org or www.allaboutcookies.org.
The lawful basis for processing your personal data
Our basis for processing your personal data is your freely given explicit consent at the time you provided your personal data to us. We will process your personal data on behalf of Torbay Communities to support you, in addition to reporting, evaluation and monitoring purposes. This may include matching to other data sources to understand more about situations like yours and general patterns or trends. The data will not be published or referred to in a way which identifies any individual, organisation or business without consent.
How long do we keep your information?
We do not keep your information for longer than necessary. We keep financial information for up to eight years due to legal and contractual requirements, and we delete all other personal information from our customer relationship management system when no longer required to do our work or when requested by people.
Access to your information
If you have any questions about how the data will be processed and disclosed, please contact info@torbaycdt.org.uk. Your personal data will not be processed unless you have provided your freely given explicit consent for us to do so.
You have the right to:
- request information about how your personal data are processed, and to request a copy of that personal data
- request that any inaccuracies in your personal data are rectified without delay
- request that any incomplete personal data are completed, including by means of a supplementary statement
- request that your personal data are erased if there is no longer a justification for them to be processed
- in certain circumstances (for example, where accuracy is contested), request that the processing of your personal data is restricted
- object to the processing of your personal data
- withdraw your consent at any time by contacting info@torbaycdt.org.uk
Sharing your information with other organisations
We will not sell your information to any third party.
We will process the following personal data:
- Persons name
- Contact details: personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
- Address and postcode
- Demographic data
Without your consent, your data will not be used for other purposes by any third party.
We will only share your information with third parties where we are legally required to do so.
The data you provide will not be transferred outside of the UK or European Economic Area (EEA).
Other websites
Our website contains links to other websites not run by Torbay Communities. This privacy policy only applies to the Torbay Communities website, so when you link to other websites, you should read their privacy policies.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 3rd July 2023.
Your rights
Data protection regulations give you clear rights over how your data is used by us. You can find more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights.
You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on its website.
Your right to complain
If you are concerned about how TCDT/Torbay Communities processes your personal data, you have the right to complain. You may do this by contacting us using the following details:
- Email info@torbaycdt.org.uk
- write to TCDT, Temperance Street, Torquay, TQ2 5PU
A full list of your rights under the General Data Protection Regulation (GDPR) is available on the Information Commissioner’s Office (ICO) website. https://ico.org.uk/
Or you may complain to the regulator of information rights in the UK the Information Commissioner’s Office (ICO). You can find more details on their website. Telephone: 0303 123 1113 casework@ico.org.uk
Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.
Who we are and how to contact us
If you have any questions about our privacy policy or information we hold about you, you can:
- Email info@torbaycdt.org.uk
- Call 01803 212638
- Write to TCDT, Temperance Street, Torquay TQ2 5PU
This privacy policy was last updated on 03 July 2023
