Here at hoot creative arts, we are committed to protecting your personal information and we want you to feel assured that any personal information you give us is held securely and safely.
This Policy outlines your rights regarding your personal information, including what personal information we collect, how we might use it, how long we keep it for, and how we keep it safe.
When processing your personal data we comply with the requirements of the Data Protection Act 2018.
1. Who we are
Hoot Creative Arts Ltd
Bates Mill, Milford Street, Huddersfield, HD1 3DX
Data protection contact: Gavin Clayton; firstname.lastname@example.org
2. What information we might hold about you
The type of personal information data we hold on you can include the following:
- name, address, telephone number(s), email address, IP address;
- date of birth, race and sex, where relevant;
- your history relevant to the support you receive from user
- records of your correspondence with us;
- medical/health details where relevant;
- criminal records;
- your Benefit(s) and other such information;
- your case studies/stories;
- donations/gift details
- survey responses
3. How we collect information from you
We collect information about you in the following ways:
When you interact with us directly: This could be if you ask about our activities, register for an event, make a donation to us, apply for a job or to do volunteering or otherwise provide us with your personal information. This includes when you phone us, visit our website, or get in touch by post or in person.
Social media: We may also obtain information about you when you interact with us on social media platforms. The information we receive may depend upon any privacy preferences you have set.
4. How and why we use your information
We collect your personal information to be able to provide the support and services that you have applied for, and to sign you up for events. These may include when:
- you register for an activity/event;
- we take photos or videos and you give your consent for us to use these;
- you choose to share your story or endorsement;
- you make a donation or engage with our fundraising activities;
- you apply for volunteering;
- you visit our website;
- you sign up for our newsletter
- a family member or friend contacts us on your behalf;
We also use your personal information where we:
- provide you with volunteering opportunities, ways to donate and ways to fundraise;
- for internal administration
- to respond effectively to complaints
- keep a record of your relationship with us;
- need to comply with the Charities Act 2016 and follow the recommendations of the official register of charities, and the Charity Commission
- need to update you with important messages
- contact you about our work
- invite you to participate in surveys or research;
- keep in touch with you on information that you have said that you would like to receive or that is in your interest to receive.
We may also collect and use “sensitive personal information” about you. This is information that can include information about your health, race, ethnic origin, and sexual orientation, religious and political beliefs. Where we hold your sensitive personal information we will treat that information with extra care and confidentiality and always in accordance with this Policy.
We will only use this sensitive personal information for dealing with your enquiry, training, services and quality monitoring or evaluating the service we provide. We will not pass on this sensitive personal information without your express permission except in exceptional circumstances, which might include anyone reporting serious harm to yourself or others, or if the law requires us to do so. Where you have given us your express consent to use your sensitive personal information, for example, by submitting your story, we may publish it.
5. Sharing your information with third parties
The personal information we collect about you will be mainly used by our staff. We will never sell or share your personal information with organisations so that they can contact you for marketing activities. We also never sell any information about your browsing activities.
We will never share your personal information except where:
- you have given us your permission to do so;
- have genuine concerns for the safety and welfare of you or others;
- we are required by law, for example to law enforcement agencies, judicial bodies, government entities, tax authorities or other regulatory bodies;
- it is necessary to protect Hoot Creative Arts, for example, in cases of suspected fraud;
- we have engaged third party suppliers who help deliver our services, including fundraising agencies. In these cases, we have set up a written contractual agreement that will ensure that those organisations can only use the data provided for the specific purposes we direct them to do, and that they have in place strict security requirements in order to protect your personal data in compliance with the law.
6. Keeping your information safe
We take looking after your information very seriously. We have implemented appropriate physical, electronic and managerial measures to protect the personal information we have under our control, both on and off-line, from improper use, access, alteration, destruction and loss.
Unfortunately the transmission of information over the internet is not always completely secure, and while we have done our best to protect your personal information sent to us in this way, we cannot guarantee the security of data transmitted on our website. However, we have procedures in place to deal with any suspected data security breach and will notify you of a suspected data security breach where we are legally required to do so.
7. Transfer of your information outside of the UK
We have no requirement at this time to transfer any personal data outside of the UK. Should that change in the future we will take all reasonable steps to ensure any 3rd-party with who we have shared the data has in place appropriate measures to protect your information in accordance with both the UK Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).
8. Link to other websites
Our website may contain links to other websites run by other organisations. While we try to link only to sites that share our high standards and respect for privacy we cannot guarantee that this is the case. Therefore, we cannot take any responsibility for the content or the privacy practices employed by other sites. Please be aware that advertisers or web sites that have links on our website may collect personally identifiable information you. This Policy only applies to our website and does not cover the practices of those other websites or advertisers. We therefore encourage you to read the privacy statements on the other websites you visit.
9. How long we hold your information for
We will not retain information for longer than is necessary and reasonable for the relevant activity for what it was collected. The length and time we retain your personal information for is also determined by operational and legal considerations, for example, we are required to hold some types of information to fulfil our statutory and regulatory obligations.
10. Marketing communications
We will only contact you about our work and how you can support us (marketing) by phone, email or text message, if you have agreed for us to contact you in this manner. However, if you have provided us with your postal address we may send you information about our work and how you can support us by mail, unless you have told us that you would prefer not to hear from us in that way. You can update your choices or ask us to stop us sending you these communications anytime by contacting us using the contact details in section 1 above (Who we are), or using the unsubscribe link at the bottom of relevant communication.
11. Legal basis for using your information
Data protection requires us to rely on one or more legal grounds to process your personal information. We consider the following grounds to be relevant:
- Consent: where you have given us consent to do so;
- Performance of a contract: where we are entering into a contract with you;
- Legal obligation: where we need to comply with a legal or regulatory obligation, for example, where we might be ordered by a court to do so;
- Vital interests; where it is necessary to protect the life or health (for example, in the case of medical emergency suffered at one of our events) or a safeguarding issue which requires us to share your information with emergency services;
- Legitimate interests: where it is reasonably necessary to achieve our aims. Where we do so we make sure that we take into account your rights and interests and will not do so if we feel that there is an imbalance to your rights.
12. Your rights
You have various rights of the personal information we hold about you which are set out below.
- Access to personal information: you have the right to request access to a copy of the personal information we hold about you, along with how we sure it, why, who we share it with, how long we keep it and if it is used for automated decision making. It is free of charge. Requests must be in writing and evidence of identity must be provided.
- Right to object: you can object to our processing of your personal information where we are relying on legitimate interests and there is something on this reason you wish to raise an objection. You can also object to any marketing use. You can do so by contacting us using the contact details in section 1 (Who we are) above.
- Consent: where you have given consent you can withdraw it at any time;
- Rectification: you can ask us to change or update any inaccurate or incomplete personal information held on you;
- Erasure: you can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn your consent, or where we have no lawful reason to deep it.
- Portability: you can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so that it can be easily transferred;
- Restriction: you can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it;
- No automated-decision making: this means where an electronic system uses personal information to make a decision without human intervention. You have the right to object if it has a significant impact on you unless you have consented, it is necessary for a contract between us or is permitted by law. We do not currently carry out any automated decision making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
If you wish to exercise any of these rights or make a complaint you can contact us using the contact details set out in section 1 (Who we are) above. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office at www.ico.org.uk
Your communications with our teams (including by telephone or email) may be monitored or recorded for training, quality control and compliance purposes to ensure that we continuously improve our customer service standards.
14. Changes to this Policy
This Policy may change so please remember to check back from time to time, this is version 2.0 and was last updated in February 2020. Where we have made changes to this Policy, we will make this clear on our website or if necessary contact you about any changes.
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