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Direct consent for any marketing purposes, which can be withdrawn at any time; or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:
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.
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.
The specific types of first and third party cookies served through our Websites and the purposes they perform include:
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.
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.
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:
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 email@example.com.
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.
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.
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.
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.
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.
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:
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.
Last updated: November 2019.