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Privacy Notice

 

This privacy notice tells you what to expect us to do with your personal information when you make contact with us. 

Information about us 

KentCAN is the controller for the personal information we process, unless otherwise stated. There are many ways you can contact us, including by phone, email, and post. More details can be seen here. 

Our Data Protection Compliance Lead is Jane Roberts, Chairman.  

Personal information we capture and process

Most of the personal information we process is provided to us directly by you because: 

  • You wish to attend, or have attended, an event 

  • You have asked to be informed of VCS news and opportunities in Kent 

  • You are representing your organisation 

  • You have become a subscribing member 

  • You have had your photograph taken by us 

For all of the above we will process and store your information for the purpose of communicating news and information via circulars or bulletins by email. Unusually we will post information of specific interest to you if you request this or we are asked to send you a vetted survey by one of our communicators. We will delete your details immediately on your request. In addition, if you are a subscribing member we will use your details to contact in relation to your membership.  

We do not use automated decision making and any profiling would be for the purposes of  targeting communications of specific interest to you e.g. if KCC wished to invite voluntary organisations providing care based services we would only send the invitation to those we have listed as doing this. 

We also process personal information provided by you if: 

  • You have offered to volunteer for us 

  • You have applied for a job or secondment with us 

As a very small organisation we will inform people individually of how we will keep and process this data. 

When someone visits our website we collect standard internet log information and some 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 our site with any personally identifying information from any source. 

If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. 

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit. 

Use of cookies - 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 e.g. users are not able to vote multiple times on a poll. 

Your rights under Data Protection law

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. A summary of these rights can be found at ‘Your rights as an individual’. 

Your right of accessYou have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. You can read more about this right here. 

Your right to rectificationYou have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right here. 

Your right to erasureYou have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here.  

Your right to restriction of processingYou have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here. 

Your right to object to processingYou have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can read more about this right here.  

Your right to data portabilityThis only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can read more about this right here. 

You are not required to pay any charge for exercising your rights. We have one month to respond to you. 

Please contact us (see details above) if you wish to make a request. 

 

Sensitive data  

We occasionally process data that is legally referred to as sensitive data for example: 

  • You take part in an event and ask for adjustments relevant to your condition 

  • You are an employee and have provided health and/or disability information to ensure suitable and safe working conditions   

  • You complete an equal opportunities monitoring form 

Sharing information 

We will not share your information with any third parties for the purposes of direct marketing without informing you first and giving you the option to refuse. 

We use data processors who are third parties who provide elements of services for us: for example we use Campaign Monitor to provide bulk emails for newsletters etc. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.  

In some circumstances we are legally obliged to share information. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making. 

Complaints 

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at send us a message and we’ll respond. 

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner's Office. Please follow this link to see how to do that. 

We keep our privacy notice under regular review to make sure it is up to date and accurate. 

 

Data captured via digital systems e.g. social media 

Social media 

We use a third-party provider, Hootsuite, to manage our social-media interactions. If you send us a private or direct message via social media, it will be stored by Hootsuite for three months. It will not be shared with any other organisations. 

We see all this information and decide how we manage it. For example, if you send a message via social media that needs a response from us, we may process it in our case management system as send us a message.  

Emailing us 

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government guidance on email security. Most webmail such as Gmail and Hotmail use TLS by default. 

We’ll also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send is within the bounds of the law. 

Analytics 

When you visit our website, we use third-party services: 

  • Google Analytics to collect standard internet log information and details of visitor behavior patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. 

  • Mailchimp provides bulk email services. 

  • Stratosoft Web Systems processes sign up forms on our behalf. 

  • We will provide a link to Eventbrite if you wish to attend an event that we are running. 

If we do collect personal data through our website, we’ll be upfront about this. We’ll make it clear when we collect personal information and we’ll explain what we intend to do with it. 

Purpose and legal basis for processing 

The purpose for implementing all of the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users. The legal basis we rely on to process your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when its necessary for the purposes of our legitimate interests.   

What are your rights? 

As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it. 

For more information on your rights, please see ‘Your rights as an individual’. 

 

Data security and events 

We’ll send your name and visit information to before the event and will ask you to sign in at reception and take a name badge to be returned on leaving. If photographs are being taken at the event we will announce this and ask anyone not wishing to have their photograph taken to let us know.