PRIVACY POLICY

the type of information we have 

We collect the minimum necessary information in order to be able to contact members, volunteers and customers and arrange services for them.  This normally includes the name, address and phone number only.  These are collected voluntarily from the individual concerned and are stored electronically on our accounts software and marketing software.  

We do not collect any information relating to customer payments or bank or credit card accounts as this is all done by our secure payment system providers.  If we need to make a refund this will be made by the same secure system.

Where we have young people, or vulnerable people, about whom we need to know more in order to safeguard them, this information is collected with their consent or that of their guardian and is stored confidentially and securely.  Where we are working with health or education providers, they store this information for us.

In addition we store necessary legal and contractual information for our staff and suppliers in order to deal with emergencies and to pay them, and this is stored in our accounting software.

How we get the information and why we have it

We collect the information by requesting you for it and you are entitled to unsubscribe from any of our contact systems at any time.  We do not buy information or databases.

We do not share information with anyone else other than when legally required.  We do not share information outside the EU.

We do not undertake profiling or automated processing of data we collect.

Under the General Data Protection Regulation (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 Collin Harker by email: collin@partrack.org.uk or by writing to us at our address shown above.

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

What we do with the information we have

We keep personnel, operational and supplier information in line with legal requirements.

We keep customer, volunteer and member information as long as we have consent from our customers, members and volunteers. 

How we store your information 

All our information is stored electronically at our offices, and those of our directors and accountants, although a little may arrive in paper format and then be stored electronically.

We have secure anti virus data protection on our IT equipment.  Any information requested or required to be destroyed will be deleted from our IT systems. 

Your data protection rights

You have the right to know what information we store about you if you are a customer, volunteer or member.  Our staff have rights to know what information is stored about them, including performance reviews, and health matters if applicable.

We only store information in line with legal requirements on the lawful basis of consent, contract or legal obligation.

Under data protection law, you have rights including:

1. Your right of access - You have the right to ask us for copies of your personal information. 

2. Your right to rectification - You 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. 

3. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

4. Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. 

5. Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.

6. Your right to data portability - You have the right to ask that we transfer the 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 collin@partrack.org.uk or by  post to our address above if you wish to make a request.

How to complain

We have a praise, comments and complaints policy.  To make a complaint or other request, please contact our Information Officer, Collin Harker by email on collin@partrack.org.uk 

If you do not have access to email please bring or post a letter for Collin Harker’s attention to our address or ask staff on site during open hours for Sue Blacker to contact you.

You may also complain to the Information Commissioner if you are unhappy with how we have used your data.

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113