Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
Who are we?
We may from time to time amend this policy so please check this page occasionally to ensure you are happy with the changes. By using our website, you’re agreeing to be bound by this Policy.
- We will only ever ask for what we really need to know.
- We will collect and use the personal data that you share with us transparently, honestly and fairly.
- We will always respect your choices around the data that you share with us and the communication channels that you ask us to use.
- We will put appropriate security measures in place to protect the personal data that you share.
- We will never sell your data.
- How do we process your personal data?
The CICC complies with its obligations under the “GDPR” by keeping personal data up to date (the duty of notifying changes lies with the individual members); by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We may use your personal data for the following purposes:
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area;
- To administer membership records;
- Process a donation you have made
- To fundraise and promote the interests of the group;
- To manage our volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events and activities;
- To co-ordinate the meetings of any working groups you decide to join, notify of cancellations or changes and check your availability for event or activities in which you have expressed an interest;
- To monitor diversity and gender balance in line with our constitution.
- What information do we collect?
The type and amount of information we collect depends on why you are providing it. We will usually ask you for;
- Name and address
- Telephone number and e-mail address
- Whether you are over 18
- If you would like to volunteer with CICC
- Country of origin*
- How you would like to be contacted
- No of children in the family**
- Whether you are a revert to Islam***
However, we may request other information where it is appropriate and relevant, for example if you are a supporter and making a donation.
This additional information might include:
- Your bank details or debit/credit card details;
- Gift aid information Do we process sensitive personal information?
Applicable law recognises certain categories of personal information as sensitive and therefore requiring more protection, including health information, ethnicity and political opinions. We only collect sensitive personal data if there is a clear reason for doing so; and will only do so with your consent. We only collect sensitive personal data if there is a clear reason for doing so; and will only do so with your consent.
*CICC asks for “Country of origin” and “gender” to monitor diversity and gender balance in line with our constitution.
** We do not capture details for individuals under 18, however, we ask for the number of children within the household to ensure we can cater for the needs of the population in Colchester.
***CICC asks if individuals are reverts to Islam. This is so that CICC can offer specific support to this group of members
- Communications, fundraising and marketing
CICC may contact you, through your preferred method of contact (WhatsApp messaging, telephone, email, text), and where appropriate consent has been given, to inform you about the work of CICC, events/activities that we consider may be of particular interest, and to ask for donations.
- Donations and third-party payments
CICC may pass your relevant information to HRMC to claim Gift Aid on qualifying donations. Where donations are made through “MyDonate” or any other third-party application, the relevant application will do this on CICC’s behalf, and your consent is required with each donation you make.
- Children’s data
CICC does not ask any individuals under 18 years old to register as members. We do however ask for the number of children within the household in order for us to tailor our services and facilities for younger members. CICC organises a number of activities and events for children and youth under 18 years old. Parents register the attendance of their children to these events.
We ask for the following personal information for children/youth during the activities/events for safeguarding purposes;
- Name and age
- Parents contact number
- Any allergies
- Consent for photography This information is not entered into any database, nor is it shared with any external parties. These records will be stored securely until the next Annual Trustee Report has been filed. When children participate in our events, it is in accordance with our safeguarding policy.
- What is the legal basis for processing your personal data?
- Consent – consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about events.
- Legal Obligations – processing is necessary for carrying out our obligations
- Legitimate interests – Processing is carried out by us provided: –
- the processing relates only to members or former members data (or those who have regular contact with CICC in connection with those purposes); and
- there is no disclosure to a third party without consent.
What are cookies?
Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.
- Other disclosures
We will disclose your Personal Information where required to do so by law or in accordance with an order of a court of competent jurisdiction, or if we believe that such action is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our service. If you are located outside United Kingdom and choose to provide information to us, please note that we transfer the information, including Personal Information, to United Kingdom and process it there.
- Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with management committee of CICC in order to facilitate your involvement with our activities in the community. We will only share your data with third parties outside of our membership, with your consent.
- Security of and access to your personal data
We endeavour to ensure that there are appropriate and proportionate technical and organisational measures to prevent the loss, destruction, misuse, alteration, unauthorised disclosure or of access to your personal information. Your information is only accessible by management committee members of CICC or Trustees
- Your rights and how consent works
You have a choice about whether or not you wish to receive information from us. If you do not want to receive communications from us, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your membership information. Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time.
This includes the right to ask us to stop using your personal information for direct marketing purposes or to be unsubscribed from our email list at any time. You also have the following rights:
- Right to be informed – you have the right to be told how your personal information will be used. This Policy is intended to provide you with a clear and transparent description of how your personal information may be used.
- Right of access – you can write to us to ask for confirmation of what information we hold on you and to request a copy of that information. Provided we are satisfied that you are entitled to see the information requested and we have successfully confirmed your identity, we have 30 days to comply. There is no charge for this.
- Right of erasure – you can ask us for your personal information to be deleted from our records.
- Right of rectification – if you believe our records of your personal information are inaccurate, you have the right to ask for those records to be updated.
- Right to restrict processing – you have the right to ask for processing of your personal data to be restricted if there is disagreement about its accuracy or legitimate usage.
To exercise these rights, please send a description of the personal information in question by emailing us on firstname.lastname@example.org. Please note that some of these rights only apply in limited circumstances. For more information, we suggest that you consult ICO guidance – https://ico.org.uk/for-organisations/guide-to-the-generaldata-protection-regulation-gdpr/individual-rights/
You are further entitled to make a complaint about us or the way we have processed your data to the Information Commissioner’s Office (“ICO”). For further information on how to exercise this right, please see the guidance at https://ico.org.uk/for-the-public/personal-information. The contact details of the ICO can be found here: https://ico.org.uk/global/contact-us.
- Data retention
CICC will keep your membership information for the period that you are a member. In case you leave CICC for whatever reason, your personal membership information will be erased within seven working days from when you formally notified us. If you no longer wish to be a member, please formally notify us by emailing us on email@example.com.
In the event that you ask us to stop sending you direct marketing/fundraising/other electronic communications, we will keep your name on our internal suppression list to ensure that you are not contacted again. We review our retention periods for personal information on a regular basis (see item 13 of this Privacy Statement).
We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). You can request to remove your personal information at any time by emailing firstname.lastname@example.org.
- Policy amendments
- Third party websites
- Updating information
The accuracy of your information is important to us. If your details changes, please email us at email@example.com.
If you have any questions or would like to speak to us, please contact us at firstname.lastname@example.org.