Greener Kirkcaldy Privacy Notice

Last updated 24th May 2018

 

Greener Kirkcaldy takes your privacy seriously. We never pass your personal data onto anyone else without your permission.

Under data protection legislation we are a “controller” of personal data you share with us. We retain your data in different ways depending on the application. This Policy provides notice on how and why we process your data, for how long we will keep your data, and where it is held.

If you have any concerns, you have a right to:

  • Request that we delete your personal data
  • Request that we correct your personal data if you believe it is inaccurate / incomplete
  • Change your communication preferences or restrict processing of your personal data
  • Access the personal data that we hold about you through a “subject access request”

Please contact us at info@greenerkirkcaldy.org.uk for any of these purposes.

 

1. Membership

Members of Greener Kirkcaldy have the right to attend and vote at our General Meetings, and set the direction of the organisation.

What we do with your data: We use your data to provide membership services, including e-newsletters and communications regarding relevant events.

Data held: First name, last name, address, phone number and email address.

Legal basis for processing data:  Legitimate interest – you have signed up.

Storage: Data is held in a password protected database accessed only by Greener Kirkcaldy staff. Email addresses are also held on our Mailchimp account to enable us to circulate newsletters to contacts. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.

Retention: We keep your personal data only to provide you with membership services. We update or delete your data on request or on termination of membership. You can decide you no longer wish to be a member at any time by emailing info@greenerkirkcaldy.org.uk.

 

2. Mailing list subscribers

Mailing list subscribers receive e-newsletters with our news and events.

What we do with your data: We send you a monthly e-newsletter and other occasional mailings about relevant news, events or projects.

Data held: First name, last name and email address.

Legal basis for processing data: Consent.

Storage: Data is held on our Mailchimp account. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy. Data is also held in a password protected database accessed only by Greener Kirkcaldy staff.

Retention: We will keep you on this mailing list until you request amendment or deletion. You can unsubscribe any time you want by following the link at the bottom of each newsletter or by emailing info@greenerkirkcaldy.org.uk.

 

3. Event attendees

Event attendees are those who attend any of our bookable or drop-in events.

What we do with your data: When you sign up to our events, we need to collect relevant contact information about you. We also collect data from event attendees to demonstrate trends to funders or for internal monitoring and evaluation purposes. We may also take photos for documentation or to be used in our future communications.

Data collected: Name, email address, phone number, emergency contact details, any special requirements or relevant health issues, skill, knowledge and behaviour data, photos.

Legal basis for processing data: Consent.

Storage: Data is held in a password protected database accessed only by Greener Kirkcaldy staff. We use Eventbrite’s ticketing service for some of our events. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy. Some survey data is also held on our SurveyMonkey account. Their servers are based in Europe and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.

Retention: We keep your details for as long as needed for reporting purposes. They will be destroyed after 12 months. We keep photos indefinitely, as long as they are relevant.

 

4. Home Energy Visits

People who receive home energy visits from our Cosy Kingdom energy advisors. Cosy Kingdom is a partnership between Greener Kirkcaldy, St Andrews Environmental Network and Citizen’s Advice and Rights Fife.

What we do with your data: When you book a home energy advice visit, we need to collect relevant contact information about you. When you receive a visit we collect information about you, your home and your situation to help us assess your needs, demonstrate trends to funders and for internal monitoring and evaluation purposes. We may also take photos for documentation or to be used in our future communications. We sometimes refer participants on to other relevant organisations for advice. When referring participants we only share key contact details, and we will only do this with your consent.

Data collected: Name, address, email address, phone number, information about your home, energy suppliers and energy use, financial information, demographic information, skills, knowledge and behaviour data, photos.

Legal basis for processing data: Consent.

Storage: Data is held in Fife Online Referral Tracking (FORT) system, a password protected online database. This can only be accessed by staff in the Cosy Kingdom partnership (Greener Kirkcaldy, St Andrews Environmental Network and Citizen’s Advice and Rights Fife). When referring participants to other organisations, only name and contact details can be accessed by the relevant organisation. Survey data is also held on our SurveyMonkey account. Their servers are based in Europe and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.

Retention: We keep your details for as long as needed for follow up help and reporting purposes. They will be destroyed after 24 months. We keep photos indefinitely, as long as they are relevant.

 

5. Borrowing Schemes 

People who borrow bikes from our bike borrowing scheme, or tools from our Library of Things.

What we do with your data: If you borrow bikes or tools from Greener Kirkcaldy we’ll require certain information from you. We also collect data to demonstrate trends to funders or for internal monitoring and evaluation purposes. We may also take photos for documentation or to be used in our future communications.

Data collected: Name, address, email address, phone number, skill, knowledge and behaviour data, photos.

Legal basis for processing data: Consent.

Storage: Data is held in a password protected database accessed only by Greener Kirkcaldy staff. Some survey data is also held on our SurveyMonkey account. Their servers are based in Europe and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.

Retention: We keep your details for as long as needed for reporting purposes or as long as you wish to remain a member of the borrowing scheme. They will be destroyed after 12 months or on request of termination of borrowing scheme membership. We keep photos indefinitely, as long as they are relevant.

 

6. Volunteers

People who volunteer their time with us

What we do with your data: If you join our team of volunteers we need to collect certain information about you. We also collect data to demonstrate trends to funders or for internal monitoring and evaluation purposes. We may also take photos for documentation or to be used in our future communications.

Data collected: Name, address, phone number, email address, emergency contact details, any relevant health issues or special requirements, bank details for volunteer expenses, skill, knowledge and behaviour data, photos.

Legal basis for processing data: Consent

Storage: Data is held in a password protected database accessed only by Greener Kirkcaldy staff. Email addresses are also held on our Mailchimp account to enable us to circulate newsletters to contacts. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.

Retention: We keep your details whilst you are volunteering with us. Once you leave, we keep a summary of your details in case of reference requests, unless you ask us not to. We keep photos indefinitely, as long as they are relevant.

 

7. Other uses of your personal information

We may ask you if we can process your personal information for other purposes. If we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.

 

8. Who we share your personal information with

We do not share your personal information with anyone unless we have your consent.

 

9. Third party suppliers with access to personal data

We use third party suppliers to provide services. These suppliers process personal data on our behalf as “processors”. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.

When we share personal information with third parties, we only share such information as required for the specific purposes, and we take reasonable steps to ensure recipients shall only process the information in accordance with those purposes. Examples of who we may share your information with are listed below.

  • Our bank processes payment transactions securely on our behalf.
  • Instructors, coaches, training providers and event organisers receive details of participants.
  • Mailchimp distribute some of our email communications. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.
  • We use Eventbrite’s ticketing service for some of our events. Their servers are based in the US and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.
  • We use SurveyMonkey to send surveys to participants. Their servers are based in Europe and they uphold the EU Privacy Shield to certify their data security. See their Privacy Policy.
  • We use the Fife Online Referral Tracking (FORT) system to record details of our home energy advice visits, and to refer participants on to other relevant agencies. When referring participants we only share key contact details, and we will only do this with your consent.

 

10. Your rights

If you have any concerns, which are not resolved by communicating with us, you can raise a complaint with the Information Commissioner’s Office at www.ico.org.uk.