Privacy Policy

At Help2Change CIC we’re committed to protecting and respecting your privacy. This policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions relating to this policy and our privacy practices should be sent to: Chief Officer, Help2Change CIC, Office 9, Rural Enterprise Centre, Stafford Drive, Shrewsbury SY1 3FE (telephone: 0330 124 76 26).

Our Commitment to Data Privacy

We are committed to protecting your privacy and will only process personal confidential data in accordance with the General Data Protection Act (GDPR).

Help2Change CIC are the Data Controller under the terms of the General Data Protection Act. We are therefore legally responsible for ensuring that all personal information that we process i.e. hold, obtain, record, use or share about you, is done in compliance with GDPR.

Everyone working for Help2Change CIC has a legal duty to keep information about you confidential. All of our staff receive appropriate training to ensure they are aware of their personal responsibilities and have contractual obligations to uphold confidentiality, enforceable through disciplinary procedures.

For more information about our compliance under GDPR please contact us on the above contact details.

Our Legal Basis for Processing

We will only use and process your personal data for:

Performing a contract of employment or service between us;

Direct consent for any marketing purposes, which can be withdrawn at any time; or

If it is necessary for our legitimate interests and only if your interests and rights do not override ours.

We will not use your personal data for an unrelated purpose without informing you and the legal basis that we intend to rely on for processing it.

Information we hold about you

Throughout your interactions with us we will only collect the data that we require in order to provide you with the service that you are requesting.

Information you give us – Customers

You may provide us with personal information. This may include: 

‘Identifiable’ personal data that can be used to directly or indirectly identify the person or company. This can include but is not limited to name, address, email address and billing information for invoice purposes.

Information you give us – Employees and Job Applicants

You may provide us with personal information. This may include: 

Contact details, gender and date of birth

Marital Status and emergency contacts

Bank Details, National Insurance number, salary and pension details.

Passport or Driving Licence in relation to your immigration status and your right to work for us.

CV, references and qualifications.

Information you give us - Help2Change Newsletter

We use the information you give us to:

  • send you the publications, newsletters and updates that you have subscribed to
  • provide you with the services and the information about our activities and events that you have requested
  • administer any user accounts we set up for you
  • conduct surveys and process your response to any survey you participate in for research, evaluation and statistical purposes
  • to analyse and improve the activities and content offered by the Help2Change website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes
  • to otherwise communicate with you regarding our aims and activities
  • to ensure we do not send unwanted information to stakeholders who have informed us they do not wish to be contacted
  • to keep your data up to date
  • to implement any instructions, you give us with regard to withdrawing consent to send marketing information
  • to use IP addresses to identify the location of users, to block disruptive use and to establish the number of visits from different countries
  • for internal record keeping so as to keep a record of your relationship with us
  • to fulfil contracts you have entered into with Help2Change
  • to maintain the knowledge of Help2Change actions and engagements to understand the long-term effectiveness and impact of these actions on the goals of Help2Change 

Information we collect about you through our website

We may automatically collect the following information about your visit. This information will not identify you, it relates to:

‘Google Analytics’ collects technical information, including your browser type and version, time zone setting, operating system and platform and the pages you visit.

‘Cookies’ are stored whilst you are using this site. We use cookies to recognise your computer when you visit our website to improve the website’s usability. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Use of cookies on our website

A cookie is a small file containing a string of characters that is sent to your computer when you visit a website. When you visit the site again, the cookie allows that site to recognise your browser. Cookies may store user preferences and other information.

Cookies provide a convenience feature to save you time, or tell the Web server that you have returned to a specific page. For example, if you personalise pages on our Website, or register for a Subscription Service, a cookie helps us to recall your specific information on subsequent visits. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the customised features.

Cookies set by the website owner (in this case, Help2Change CIC) are called "first party cookies". Cookies set by parties other than the website owner are called "third party cookies". Third party cookies enable third party features or functionality to be provided on or through the website (e.g. like advertising, interactive content and analytics). The parties that set these third party cookies can recognise your computer both when it visits the website in question and also when it visits certain other websites.

We use first party and third party cookies for several reasons. Some cookies are required for technical reasons in order for our Website to operate, and we refer to these as "essential" or "strictly necessary" cookies. Other cookies also enable us to track and target the interests of our users to enhance the experience on our Website. For example, Help2Change CIC keeps track of the Website and pages you visit within our website, in order to determine what portion of the website is the most popular or most used. This data is used to deliver customised content and promotions within the website to customers whose behaviour indicates that they are interested in a particular subject area. Third parties serve cookies through our Websites for advertising, analytics and other purposes. This is described in more detail below.

You have the right to decide whether to accept or reject cookies. You can exercise your cookie preferences by clicking on the appropriate opt-out links. You can set or amend your web browser controls to accept or refuse cookies. If you choose to reject cookies, you may still use our website through your access to some functionality and areas of our website may be restricted. As the means by which you can refuse cookies through your web browser controls vary from browser-to-browser, you should visit your browser's help menu for more information. In addition, most advertising networks offer you a way to opt out of targeted advertising. If you would like to find out more information, please visit http://www.aboutads.info/choices/ or http://www.youronlinechoices.com. You may opt-out by clicking here: http://preferences.truste.com/ (or if located in the European Union, by clicking here: http://www.youronlinechoices.eu). Please note this does not opt you out of being served advertising. You will continue to receive generic advertisements.

The specific types of first and third party cookies served through our Websites and the purposes they perform include:

  • Essential website cookies: Analytics and customisation cookies: These cookies collect information that is used either in aggregate form to help us understand how our Website is being used or how effective our marketing campaigns are, or to help us customise our Websites for you.
  • Advertising cookies: These cookies are used to make advertising messages more relevant to you. They perform functions like preventing the same ad from continuously reappearing, ensuring that ads are properly displayed for advertisers, and in some cases selecting advertisements that are based on your interests.
  • Social networking cookies: These cookies are used to enable you to share pages and content that you find interesting on our Website, through third party social networking and other websites. These cookies may also be used for advertising purposes too.
  • Essential website cookies: Because these cookies are strictly necessary to deliver the Websites to you, you cannot refuse them. You can block or delete them by changing your browser settings however.

Third parties may serve cookies on your computer or mobile device to serve advertising through our Websites. These companies may use information about your visits to this and other websites in order to provide relevant advertisements about goods and services that you may be interested in. They may also employ technology that is used to measure the effectiveness of advertisements. This can be accomplished by them using cookies or web beacons to collect information about your visits to this and other sites in order to provide relevant advertisements about goods and services of potential interest to you. The information collected through this process does not enable us or them to identify your name, contact details or other personally identifying details unless you choose to provide these.

We may update our cookie policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. Any updates relating to our use of cookies will be published on this web page. If you have any questions about our use of cookies or other technologies, please email us at info@help2change.org.uk.

How your information is used

Personal information will only be used for the purpose of which it was originally given by the individual.

Your information will never be used for marketing, research or profiling without your explicit consent.

Your Rights

You have certain legal rights, including a right to have your information processed fairly and lawfully and a right to access any personal confidential data we hold about you.

Right to be informed

You have the right to be informed about the collection and use of your data.

You also have the right to be notified of a data security breach concerning your personal data if it results in physical, material or non-material damage to you such as loss of control over your personal data, discrimination, identity theft or fraud, financial loss or loss of confidentiality of personal data.

Right of access

You have the right to access any of your personal data that is being processed together with supplementary information. If we do hold information about you we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in a plain readable format.

There are no fees for making a request. However, if your request is manifestly unfounded or excessive we may charge a reasonable administrative fee or refuse to respond to your request.

Right to be forgotten

You have the right to have your personal data erased. This right is not guaranteed and applies only in certain circumstances.

Right to restrict

You have the right to request the restriction of your personal data from being processed. This will restrict any ongoing processing but not erase any data we hold.

Right to rectification

You have the right to have inaccurate personal data rectified or completed if it is incomplete.

Right to object

You have the right to object to data processing of the information we hold about you, where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop.

Rights in relation to automated decision making and profiling

We do not make any automated decisions or profiling with your personal data.

How to make a request

Requests must be made in writing to Help2Change CIC, Office 9 The Rural Enterprise Centre, Stafford Drive, Battlefield Enterprise Park, Shrewsbury, Shropshire SY1 3FE. Alternatively you can email us at info@help2change.org.uk.

The information we will require when you make a request is your name, email address, contact telephone number, name or your practice or company and a description of the request.

We will respond within a reasonable period and no later than one calendar month.

Third Parties

We use a range of third-party data processors to assist us in connection with the services that we provide.

These organisations are subject to the same legal rules and conditions for keeping personal confidential data secure and are underpinned by a contract with us.

Professional Services - We may share your details with processional service companies such as accountants or accounting software.

Technical service providers - We may share your details with providers we use to provide computing services.

Email marketing software - We may share your details with -mail marketing software providers to allow us to send emails to you.

Communication services - We may share your details with companies who provide us with communication services such as a customer support or email providers.

We do not sell your personal information to any third parties for any purposes.

Processing outside the EU

Third parties we may use may be situated outside the EU.

We will ensure that these companies are committed to ensuring such transfers are compliant with applicable data transfer laws, including GDPR. 

Data Retention

Customers - We will retain the information we hold about you along with invoices for a minimum period of six years to enable us to comply with our legal obligations in respect of, for example, the HMRC.

Data Backups

Backup data is encrypted and stored off site.

Employees of Help2Change CIC

We will retain the information we hold about you for a period of six years to enable us to comply with our legal obligations in respect of, for example, HMRC and the Department of Work and Pensions.

Job applications

We will retain the information we hold about you for a period of six months to enable us to comply with any legal obligations in respect of any possible disputes, unless you ask us to keep your information on record for consideration for a future position.

Complaints

We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring concerns to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

To make a complaint or bring concerns to our attention, please contact us in writing: Chief Officer, Help2Change CIC, Office 9, The Rural Enterprise Centre, Stafford Drive, Shrewsbury SY1 3FE.

The information we will require when you make a complaint will be:

  • Your name, email address, contact telephone number, name or your practice or company.
  • A summary of what has happened, giving dates where possible.
  • A list of things that you are complaining about.
  • What you would like to happen as a result of your complaint

Monitoring and Review

If we plan to use personal data for a new purpose, we update our privacy information and communicate the changes to individuals before starting any new processing.

We regularly review and, where necessary, update this Privacy Policy at least annually.

Last updated: November 2019.