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Groundwork East Privacy Notices

Please read the Groundwork East (below) and Groundwork privacy notices before you share your personal data with us.

We take your privacy seriously and only process the necessary information in the manner outlined in the below notices.

Social media, survey, and website privacy notice

This is the Groundwork East Privacy Notice for when you share your data with us on social media or over the website including surveys, you can download it or read it in full below:

Introduction

This Privacy Notice was last updated on 13/06/2018

Groundwork East respects your privacy and is committed to protecting it through our compliance with this privacy notice. We have notified our processing of personal data to, and are registered with, the Information Commissioner’s Office (ICO).

In this privacy notice references to “Groundwork”, “Groundwork East”, “us”, “we”, “our”, “the Trust” are to Groundwork East.

We may update this privacy notice from time to time so you should check this page to see our most up to date policy.

This privacy notice tells you how we use information provided by you or collected about you when you use the website www.groundwork.org.uk/east and contact us on social media.

Please take some time to read this privacy notice before you use the website, engage with us on social media, or complete one of our surveys. It is a legally binding agreement and contains important information on your legal rights and obligations.

It explains the information we may collect from you or that you may provide when you visit our website, what we may use it for and whom we may give it to. It will also explain your rights towards your personal information and how we look after it while we have it.

What information do we collect?
In order to provide you with information about our services, we may collect personal information about you from our website, telephone conversations, emails, application forms and written communications.

The information we collect may vary based on what service we provide you. This may include information:

  • by which you may be personally identified, such as name, postal address, e-mail address, telephone number or medical information (“personal information”)
  • that is about you but individually does not identify you, such as online user I.D, and/or
  • about your internet connection, the equipment you use to access our website and usage details.

We only collect information about you that we need to ensure you get the best service from us. We try to minimise what we do collect.

When someone visits our website we use cookies to collect standard internet log information and details of visitor behaviour patterns. This helps us to ensure that we can provide you with a good experience when you browse our website, it also allows us to improve our website and for our own market analysis.

We strive to provide you with choices regarding the personal information you provide to us.

Contacting us via social media: If you send us a private or direct message via social media, the message will not be stored outside of the applications. It will not be shared with any other organisations. Please read the applications terms and conditions and privacy notices.

 

How do we collect information about you?

We collect information:

  • when you contact us for any reason
  • when you set up an account on the website (for example to comment on blog posts)
  • provided by you online, such as completing an online sign up form, or completing a survey
  • when you interact with our advertising on social media
  • automatically as you navigate through the site. Information collected automatically may include usage details, IP addresses and information collected through cookies
  • provided by you when you complete one of our surveys.

 

How do we use your information?

We use your information in various ways, such as to:

  • provide you with information or services that you request from us
  • send you marketing material, funding news or event invitations (you can opt out from this on the website)
  • contact you about volunteering opportunities (if you signed up for this specifically)
  • keeping our records accurate and up to date
  • create statistical information, market research, analysis, customer profiling to improve our services
  • comply with any legal obligations we may have
  • meet any other purpose for which you provided your information

 

Who do we share this information with?

We only share your information when necessary to improve the service we give you, or future services we offer. We may share your information with funders and partners to strengthen marketing material and funding bids.

 

Legal grounds for processing your information

We will rely on the following legal bases under European Data Protection Legislation for processing your personal data:

  • We have a legitimate interest in doing so. These legitimate interest will include our interests in carrying out our work and providing our services.
  • Consent – in the case of marketing and medical information.

 

Information disclosure

When disclosing your information, we will ensure you remain anonymous where possible, unless it is necessary to share your personal information (name, medical information) to, for example:

  • obtain a qualification or certificate for you (if you have been a participant)
  • in a medical emergency (if you have been a volunteer)
  • a reference request (if you have been a volunteer)
  • to strengthen marketing and funding bids (you can opt out of this and/or choose to remain anonymous)

 

Data Security

We have implemented measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration and disclosure. All information you provide to us is stored on our secure servers behind firewalls.

 

Your rights

The Data Protection Act 1998 and General Data Protection Regulation 2018 give you rights in respect of your personal information. We take all reasonable efforts to ensure we allow you to exercise those rights.

Your information rights

  • European Data Protection Legislation gives you the right to access information held about you. You are entitled to be told by us whether we or someone else on our behalf is processing your personal information; what personal information we hold; details of the purposes for the processing of your personal information; and details of any third party with whom your personal information has been shared.
  • You can access the personal information we hold on you by writing to us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE. Requests for access will be responded to within 28 days.
  • We will ask you to provide proof of identity before we show you your personal information – this is so we can prevent unauthorised access.
  • You have the additional rights to request rectification and erasure of your personal data and to request restriction of, and to otherwise object to, our processing of your personal data and you can exercise these rights at any time by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.
  • You are entitled to receive the personal data that you have provided to us, you can exercise this right by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.

Your right to stop us direct marketing to you

We are keen to improve our services and promote our work and we may send you information about our work, funding grants or event invitations, that we think may be of interest to you. You can amend your preferences via our online form: https://www.surveymonkey.com/r/J3QFF9V

 

Your right to make a complaint

You have a right to make a complaint to the Information Commissioner’s Office (ICO): https://ico.org.uk

 

Changes to our Privacy Policy

We may amend this notice in order to encompass any changes in the law, our experience of handling your personal information, guidance from the ICO or for other legitimate reasons. We encourage you to check this privacy notice from time to time to ensure you are aware of the latest version. The data the privacy notice was last revised is identified at the top of the page.

Contact Information

To ask questions or comment about this privacy notice and our privacy practices, contact us.

You can write to us at:

Groundwork East

Mill Green

Hatfield

Hertfordshire

AL9 5PE

Applicant privacy notice

This is the Groundwork East Privacy Notice for when you share your data with us as a job applicant, you can download it or read it in full below:

Groundwork East’s privacy notice

 

Introduction

This Privacy Notice was last updated on 21/06/2018

Groundwork East respects your privacy and is committed to protecting it through our compliance with this privacy notice. We have notified our processing of personal data to, and are registered with, the Information Commissioner’s Office (ICO).

In this privacy notice references to “Groundwork”, “Groundwork East”, “us”, “we”, “our” are to Groundwork East.

We may update this privacy notice from time to time so you should check this page to see our most up to date policy.

Please take some time to read this privacy notice before you apply for a job vacancy with us. It is a legally binding agreement and contains important information on your legal rights and obligations. It will also explain your rights towards your personal information and how we look after it while we have it.

 

What information do we collect?
In order to process your application, we may collect personal information about you from our website, telephone conversations, emails, application forms and written communications.

The information we collect may vary based on the role you are applying for. This may include information:

  • by which you may be personally identified, such as name, postal address, e-mail address, telephone number (“personal information”)
  • reference information
  • previous employment history
  • previous education history and academic achievement
  • membership of professional bodies
  • limited sickness / absence information
  • criminal record information
  • about your interests and how you spend your leisure time
  • towards the equal opportunities monitoring form, such as gender, age, ethnicity and whether you consider yourself to have a disability.

We only collect information about you that we need and we try to minimise what we do collect.

We strive to provide you with choices regarding the personal information you provide to us.

 

How do we collect information about you?

We collect information:

  • when you apply for a job vacancy

 

How do we use your information?

We use your information in various ways, such as to:

  • assess your suitability for the role you have applied for
  • assess your suitability for any subsequent similar roles within six months of your initial application
  • create statistical information, including equal opportunities monitoring

Who do we share this information with?

We share your information internally within Groundwork, with those involved in the recruitment process and with external members of the interview panel if applicable.

 

Legal grounds for processing your information

We will rely on the following legal bases under European Data Protection Legislation for processing your personal data:

  • We have a legitimate interest in doing so – we cannot process your application without storing and using your data.

 

Information disclosure

Your information will not be disclosed to anyone outside of Groundwork unless they are an external member of the interview panel.

 

Data Security

We have implemented measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration and disclosure. To protect your information from being accessed by external parties, all information you provide to us is stored on our secure servers behind firewalls. To protect your information from being accessed by unauthorised internal parties your personal information is stored in restricted access folders on our secure server.

All information from unsuccessful applicants will be destroyed after six months.  Information from successful applicants will form part of their personnel file.

 

Your rights

The Data Protection Act 1998 and General Data Protection Regulation 2018 give you rights in respect of your personal information. We take all reasonable efforts to ensure we allow you to exercise those rights.

 

Your information rights

  • European Data Protection Legislation gives you the right to access information held about you. You are entitled to be told by us whether we or someone else on our behalf is processing your personal information; what personal information we hold; details of the purposes for the processing of your personal information; and details of any third party with whom your personal information has been shared.
  • You can access the personal information we hold on you by writing to us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE. Requests for access will be responded to within 28 days.
  • We will ask you to provide proof of identity before we show you your personal information – this is so we can prevent unauthorised access.
  • You have the additional rights to request rectification and erasure of your personal data and to request restriction of, and to otherwise object to, our processing of your personal data and you can exercise these rights at any time by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.
  • You are entitled to receive the personal data that you have provided to us, you can exercise this right by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.
  • If we hold information about you, you can ask us to correct any mistakes by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.

 

Your right to make a complaint

You have a right to make a complaint to the Information Commissioner’s Office (ICO): https://ico.org.uk

 

Changes to our Privacy Policy

We may amend this notice in order to encompass any changes in the law, our experience of handling your personal information, guidance from the ICO or for other legitimate reasons.  We encourage you to check this privacy notice from time to time to ensure you are aware of the latest version. The date the privacy notice was last revised is identified at the top of the page.

Contact Information

To ask questions or comment about this privacy notice and our privacy practices, contact us.

You can write to us at:

Groundwork East

Mill Green

Hatfield

Hertfordshire

AL9 5PE

Volunteer and participant privacy notice

This is the Groundwork East Privacy Notice for when you share your data with us as a volunteer or participant on one of our projects, you can download it or read it in full below: 

Groundwork East’s privacy notice

 

Introduction

This Privacy Notice was last updated on 21/06/2018

Groundwork East respects your privacy and is committed to protecting it through our compliance with this privacy notice. We have notified our processing of personal data to, and are registered with, the Information Commissioner’s Office (ICO).

In this privacy notice references to “Groundwork”, “Groundwork East”, “us”, “we”, “our” are to Groundwork East.

We may update this privacy notice from time to time so you should check the Groundwork East website or ask a member of staff to see the most up to date policy.

Please take some time to read this privacy notice before you sign up as a volunteer or sign up to participate in one of our projects. It is a legally binding agreement and contains important information on your legal rights and obligations. It will also explain your rights towards your personal information and how we look after it while we have it.

 

What information do we collect?
In order to provide you with information about our services, we may collect personal information about you from our website, telephone conversations, emails, application forms and written communications.

The information we collect will be used for health and safety purposes, it may be used for reporting purposes and will vary based on what service we provide you. This may include information:

  • by which you may be personally identified, such as name, postal address, e-mail address, telephone number (“personal information”)
  • medical information
  • emergency contact information
  • reference information (if applicable)
  • previous employment history (if applicable)
  • criminal record information (if applicable)
  • national insurance number
  • benefit status

We only collect information about you that we need and we try to minimise what we do collect.

We strive to provide you with choices regarding the personal information you provide to us.

 

How do we collect information about you?

We collect information:

  • when you contact us for any reason
  • when you complete an online volunteering sign up form
  • when you complete a project sign up form
  • if you provide feedback information after a project has finished

 

How do we use your information?

We use your information in various ways, such as to:

  • provide you with information or services that you request from us
  • send you marketing material, funding news or event invitations (you can opt out from this on the website)
  • contact you about volunteering opportunities (if you signed up for this specifically)
  • keeping our records accurate and up to date
  • create statistical information, market research, analysis, customer profiling to improve our services
  • comply with any legal obligations we may have
  • meet any other purpose for which you provided your information
  • register you with local education providers (if applicable)
  • provide funders with project participant information (if applicable)
  • undertake risk assessments (if applicable)
  • facilitate the appropriate medical care or treatment in a medical emergency
  • contact your nominated person in the event of an emergency
  • determine your suitability for the role you applied for (if applicable)

 

Who do we share this information with?

We only share your information when necessary to facilitate or improve the service we give you, or future services we offer. We may share your information with funders and partners to enable us to deliver the project and to strengthen marketing material and funding bids.

 

Legal grounds for processing your information

We will rely on the following legal bases under European Data Protection Legislation for processing your personal data:

  • We have a legitimate interest in doing so. These legitimate interests will include our interests in carrying out our work and providing our services.
  • Consent – in the case of marketing.

 

Information disclosure

When disclosing your information, we will ensure you remain anonymous where possible, unless it is necessary to share your personal information (name, medical information) to, for example:

  • obtain a qualification or certificate for you (if you have been a participant)
  • in a medical emergency (if you have been a volunteer)
  • a reference request (if you have been a volunteer)
  • to strengthen marketing and funding bids (you can opt out of this and/or choose to remain anonymous)

 

Data Security

We have implemented measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration and disclosure. All information you provide to us is stored on our secure servers behind firewalls.

 

Your rights

The Data Protection Act 1998 and General Data Protection Regulation 2018 give you rights in respect of your personal information. We take all reasonable efforts to ensure we allow you to exercise those rights.

 

Your information rights

  • European Data Protection Legislation gives you the right to access information held about you. You are entitled to be told by us whether we or someone else on our behalf is processing your personal information; what personal information we hold; details of the purposes for the processing of your personal information; and details of any third party with whom your personal information has been shared.
  • You can access the personal information we hold on you by writing to us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE. Requests for access will be responded to within 28 days.
  • We will ask you to provide proof of identity before we show you your personal information – this is so we can prevent unauthorised access.
  • You have the additional rights to request rectification and erasure of your personal data and to request restriction of, and to otherwise object to, our processing of your personal data and you can exercise these rights at any time by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.
  • You are entitled to receive the personal data that you have provided to us, you can exercise this right by contacting us at: Groundwork East, Mill Green, Hatfield, Hertfordshire AL9 5PE.

 

Your right to stop us direct marketing to you

We are keen to improve our services and promote our work and we may send you information about our work, funding grants or event invitations, that we think may be of interest to you. You can amend your preferences via our online form: https://www.surveymonkey.com/r/J3QFF9V

 

Your right to make a complaint

You have a right to make a complaint to the Information Commissioner’s Office (ICO): https://ico.org.uk

 

Changes to our Privacy Policy

We may amend this notice in order to encompass any changes in the law, our experience of handling your personal information, guidance from the ICO or for other legitimate reasons.  We encourage you to check this privacy notice from time to time to ensure you are aware of the latest version. The date the privacy notice was last revised is identified at the top of the page.

 

Contact Information

To ask questions or comment about this privacy notice and our privacy practices, contact us.

You can write to us at:

Groundwork East

Mill Green

Hatfield

Hertfordshire

AL9 5PE