When do we collect data?
We may collect and store personal data when you interact with us. Examples of when we might do this include when you:-
All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the Data Protection Act 2018 at all times.
What data do we collect?
We may collect and store personal data when you interact with us. This can include your:-
What will we use it for?
Our use of your personal data will always have a lawful basis, either because you have consented to Our use of your personal data, because it is in Our legitimate interests or in the case of employees because we have a contract. Specifically, We may use your data for the following purposes:
If you’ve signed up to receive news and updates from Platform for Life, you can unsubscribe at any time by clicking the link in the footer of our emails.
We use Mailchimp as our marketing platform to manage signups and by subscribing to this you acknowledge that your information will be transferred to Mailchimp for processing.
As a data subject, you have the following rights under the Data Protection Act 2018:
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the Data Protection Act 2018, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Laura Nield for more details at firstname.lastname@example.org
FULL PRIVACY STATEMENT
Platform for Life understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who interacts with our charity and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.
In this Policy the following terms shall have the following meanings:
“Account” means an account required to access and/or use certain areas and features of Our Site;
“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 13, below;
“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
“personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”); and
“We/Us/Our” means Platform for Life, a registered charity in England under charity number 1176429.
2.1 Our Site is owned and operated by Platform for Life, a limited company registered in England under company number 10729008, whose registered address is Unit 8, Parade Enterprise Centre, Blacon, Chester CH1 5NH.
2.2 We are registered charity with the Charities Commission, registration number 1176429.
4.1 As a data subject, you have the following rights under the Data Protection Act 2018, which this Policy and Our use of personal data have been designed to uphold:
4.1.1 The right to be informed about Our collection and use of personal data;
4.1.2 The right of access to the personal data We hold about you (see section 12);
4.1.3 The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
4.1.4 The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);
4.1.5 The right to restrict (i.e. prevent) the processing of your personal data;
4.1.8 Rights with respect to automated decision making and profiling.
4.2 If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.
6.1 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the Data Protection Act 2018 at all times. For more details on security see section 7, below.
6.2 Our use of your personal data will always have a lawful basis, either because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:
6.3 With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email with information and news on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under The Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
6.4 You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.
6.5 We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
6.5.1 In respect of financial transactions for as long as the law requires us to for tax or accounting purposes (which may be up to seven years after a particular transaction).
6.5.2 If you are accessing our counselling services, information will be kept for no longer than necessary for the purpose it was collected. Because many clients may take a break or decide to seek further counselling with us in the future, we will not destroy records at the end of the counselling relationship unless this has been specifically agreed with the client. As a guideline we will destroy records after 7 years from the last dat of client counselling relationship has ended unless there is a legal reason why it needs to be retained for longer.
6.5.3 When applying for vacancies at Platform for Life, all information collected on unsuccessful applicants will be permanently deleted after 6 months from the date of application.
6.5.5 Employees data will be held for up to 6 years from the end of their employment or longer if we believe in good faith that the law or relevant regulators require us to preserve this data.
6.5.6 In the case of other personal information, we will retain this for no longer than necessary for the purpose it was collected for, reflecting guidance provided by the Information Commissioner’s Office.
7.1 We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
7.2 We may sometimes decide to use a supplier of services outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein) meaning that your personal information is transferred, processed and stored outside the EEA. You are deemed to accept and agree to this by using Our Site and submitting information to Us. If We do store data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the Data Protection Act 2018.
7.3 Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.
7.3.1 We use technical and corporate organisational safeguards to ensure that your personal information is secure. Information is stored on an online Lamplight data management system which is password protected and uses 2 factor authentication for access. We limit access to individuals’ information on Lamplight to those who are working with them or have management oversight and take appropriate measures to ensure that our people are aware that such information is only used in accordance with this Privacy Notice.
7.3.2 We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and counsellors.
7.3.3 If you use your credit or debit card to donate to us, we pass your card details securely to our payment processing partners. We do this in accordance with industry standards and do not store the details on our website.
Please note that there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks. If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately.
8.1 We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
8.2 We may need to share your personal data with Third party suppliers- data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These suppliers will only act under our instruction and are subject to contractual obligations containing strict data protection clauses.
8.3 In certain circumstances, we may be legally required to share certain data held by Platform for Life, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal obligations, a court order, or a governmental authority. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.
8.4 When processing your payments to Platform for Life we will need to pass some of your personal information to any payment processors we use.
8.5 We may sometimes use third party data processors that are located outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland and Liechtenstein). Where We transfer any personal data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the Data Protection Act 2018.
9.1 In addition to your rights under the Data Protection Act 2018 set out in section 4, when you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details and by managing your Account).
9.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
10.1 You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the Data Protection Act 2018, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at email@example.com or using the contact details below in section 13.
12.2 All Cookies used by and on Our Site are used in accordance with current Cookie Law.
12.3 Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.
12.4 Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 13.5. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below in section 13.6, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.
12.5 The following first party Cookies may be placed on your computer or device:
Purpose Strictly Necessary
Determining if you are logged in or not Yes
Allowing you to add comments to our site Yes
Anonymous visitor statistics Yes
12.6 In addition to the controls that We provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
12.7 You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
12.8 It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
Last updated 29th July 2020