Privacy policy

Introduction to Cookies

Cookies are tiny software files that are stored on a computer or mobile device when an individual visit a website. Cookies allow websites to recognise that a user on an individual computer has previously visited the site. The cookies save some information about that user for when they access the site again in the future. You can find out what cookies the Age UK South Gloucestershire website use in the table below.

Introduction to Privacy

This privacy policy describes how Age UK South Gloucestershire* (AUKSG) collects, uses and shares personal data when you become an AUKSG Collaborator, Service User and / or Supporter. Please read the following information carefully to understand our views and practices regarding your personal data and how we will treat it. By being an AUKSG Collaborator, Service User and / or Supporter, you agree to AUKSG using your data in accordance with the information outlined below. At the point of entry, you agree that all data you provide on behalf of yourself or an organisation is accurate to the best of your knowledge.

* This Privacy Policy applies to all AUKSG projects and programmes

Purposes of Processing

What data do we collect?

AUKSG collects detailed information about organisations and individuals that provide and/or have links with charitable services within South Gloucestershire and the South West. If you provide us with information about other people or organisations, it is your responsibility to obtain their consent regarding us storing and processing their information in accordance with this policy. AUKSG relies on our collaborators, service users and / or Supporters to say if the information is incorrect or out of date and if any alterations need to be made. If you do not want us to process your information and use it as detailed in this policy, you can remove or alter your permissions at any time, as described below. 

What is personal data?

Some information we collect about you is personal data. As used in this Policy, “personal data” is as defined in the General Data Protection Regulation 2018 and any successor legislation. Personal data includes any information which, either alone or in combination with other information we hold about you, identifies you as an individual. This includes your name, postal address, email address and telephone number.  

Why do we need your personal data?

We will only process your personal data in accordance with applicable data protection and privacy laws. We need certain personal data in order to send you our AUKSG Newsletters and / or any further information about the work we and our partners undertake. If you create a profile or register with us, you will be asked to give your consent and agree to provide this information to us. Some of our services require you to provide information in this way. This consent provides us with the legal basis we require under the applicable laws to process your data. You maintain the right to withdraw such consent at any time. If you do not agree to our use of your personal data in line with this Policy, please do not use our website and Services.  

This information helps AUKSG to:

• Provide users with advice and support, including news, information and opportunities;  
• Enhance and improve the services provided;
• Provide users with information about activities, plans, events, training and opportunities offered by AUKSG and the sector which might be of use or interest;  
• Analyse who accesses our services, where improvements can be made and any trends which might occur – for monitoring and future planning purposes. 

Collecting Your Personal Data

On providing us with your personal data, you will be asked to give your consent for us to retain your personal data in our database. You have the right to have your data removed and terminate your membership at any time.

Information You Give Us

This includes personal data that:

• You provide when becoming a Collaborator, Service User and / or Supporter of AUKSG. This information includes your name, postal address, telephone number and email address.
• may be contained in our newsletter or other information circulated in the form of a photograph, comment, news article, or other content or submission you send via email, or that you ask an AUKSG member of staff or volunteer to do so on your behalf (this will only ever be shared with your consent);
• You provide when signing the register at one of our various meetings or training events. This information includes your name address and email address and is gathered for monitoring purposes.

Using Your Personal Data

We may use your personal data as follows:

• To send you our AUKSG Newsletters
• To send you information about the work we do and the work our Partners do
• To respond to your comments and questions
• To send you administrative information regarding your relationship with us;
• With your consent, to send you promotional emails about upcoming activities and other news, including information about products and services offered by us and our partners. You may opt-out of receiving such information at any time – such emails tell you how to “opt-out”;
• As we believe necessary or appropriate to comply with applicable laws, lawful requests and legal process, including to respond to requests from public and government authorities, to enforce our Policy, and to protect our rights, privacy, safety or property, and/or that of you or others;
• To analyse our impact and how well we are reaching our aims;
• As described in the “Sharing of your Personal Data” section below.

Sharing Your Personal Data

We may share your personal data as follows:

• With companies who send out some of our mailings. We will require their commitment to comply with relevant data protection legislation.
• We may share your personal data with third parties where you have provided your consent for us to do so; 
• We may share your personal data with our third-party service providers who provide services such as payment processing, information technology and related infrastructure provision. We will require their commitment to comply with relevant data protection legislation.
• When we are required to share your data with third parties on the basis that we are jointly undertaking or being commissioned to fulfil a contract with them. In many cases this information is anonymized, however when individuals are identifiable we will tell them prior to providing us with their data or we will seek their explicit permission before sharing with third parties; 
• We may share personal data as we believe necessary or appropriate to comply with applicable laws; to comply with lawful requests and legal process, including to respond to requests from public and government authorities to meet national security or law enforcement requirements; to enforce our Policy; and to protect our rights, privacy, safety or property, and/or that of you or others. 
• We are also legally required to break confidentiality in circumstances where necessary for safeguarding purposes, this in the interests of protecting those at risk from any actual or potential harm.

Anonymous Data 

When we use the term “anonymous data,” we are referring to data and information that does not permit you to be identified or identifiable, either alone or when combined with any other information available to a third party.   

We may create anonymous data from the personal data we receive about you and other individuals whose personal data we collect. Anonymous data might include analytics information and information collected by us using cookies. We make personal data into anonymous data by excluding information (such as your name) that makes the data personally identifiable to you.  

We may share anonymised data with third organisation for example funding purposes, evaluation and research.

Third Party Sites

Our website and services may contain links to third-party websites and features. This Policy does not cover the privacy practices of such third parties. These third parties have their own privacy policies and we do not accept any responsibility or liability for their websites, features or policies. We recommend you read their privacy policies before submitting any data to them.

Location and accessibility of data

Information is stored on the secure servers in the UK and the appropriate measures have been implemented to protect it from improper access, destruction, tampering and loss. Data held by AUKSG is accessible to appropriate AUKSG staff and volunteers. AUKSG has an internal data protection policy which requires staff and contractors to not share information outside of AUKSG unless required to do so by law.

Security

We seek to use reasonable organisational, technical and administrative measures to protect personal data within our organisation.

Data retention

We will only retain your personal data for a maximum of 60 months after your last interaction with our website, our services or other contact with AUKSG unless a longer retention period is required or permitted by law (for example for regulatory purposes). However, it is common for service contracts to require data relating to their delivery to be retained by the provider for a number of years after the contract has been completed. Therefore, AUKSG may retain some information for archival purposes and historical analysis for more than 60 months in order to comply with such requirements. 

Your Rights

Object

You have the right to object to any processing of your data at any time.

Opt-out

You may contact us anytime to opt-out of being a collaborator, service user and / or supporter of AUKSG

Access

You may access the information we hold about you at any time by contacting us directly using the contact details at the end of this document.

Amend

You can contact us to update or correct any inaccuracies in your personal data. We remind users that it is their responsibility to maintain the accuracy of information we hold about them or tell us about any issues. We are not liable for any damages caused by the information you get from our website or any connections made to it.

Erase and forget

You have the right to request we erase any information you no longer want us to hold. This erasure will mean you will no longer receive our AUKSG Newsletters and any information relating to the work we do.  It may also mean that if you wish to receive a service from us in future, that you will have to re-submit any information we require before we can provide you with that service.

If you wish to exercise any of the rights detailed above, please take the required action yourself by contacting us using the details in the “contact us” section below. In your request, please make clear the following:

• What personal data is concerned;
• Which of the above rights you would like to enforce?

Complaints

We are committed to resolving any complaints about our collection or use of your personal data. If you would like to make a complaint regarding this Policy or our practices in relation to your personal data, please contact us using the details below. We will respond to your complaint in accordance with our complaint’s procedure.

Contact Us

We welcome your comments or questions about this Policy.

You may contact us at:

Address: 67 High Street, Thornbury, Bristol, BS35 2AW

Email: info@ageuksouthglos.org.uk

IMPLEMENTATION, REVIEWING AND AMENDMENTS TO THE POLICY

This policy will be reviewed by the Board every two years.