Privacy Policy – Simply Mobilising UK

Who we are

We are Simply Mobilising UK. We are a member of the Leeds Christian Community Trust (LCCT) which is a charity (1096860) and a limited company (4632481) registered in England. As such, we comply with all their privacy and safeguarding policies.

Our website address is www.simplymobilising.org.uk

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact Forms

Personal contact information submitted through contact forms will be collected and securely stored on devices equipped with password protection and antivirus software.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded Content

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

When Simply Mobilising UK collects/shares data

We will be clear and explain why information is being collected and the way it is to be used, we will always ask for consent.

We will ensure your privacy rights are protected.

We will collect data if an accident or incident occurs on our office premises/events that involves members of staff or volunteers.

We do not share the information we hold about people with anyone else apart from Payroll and for other contract purposes. However, we would disclose information on request to the Police or any other statutory authority or regulator who has a reasonable need for these data to effectively conduct their business e.g., criminal investigations.

When you provide permission to other organisations to share it with us (including Facebook or Twitter).

How long we retain your data

We hold your information for only as long as is necessary for each purpose. We regularly review what information we hold and delete what is no longer required. Simply Mobilising UK have a retention policy and do keep financial records for up to 7 years, in line with financial best practice for our accounting purposes.

If you decide not to support Simply Mobilising UK any longer, or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we do not accidentally duplicate information.

How we keep your data secure

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of, your personal information.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which personnel are required to follow when handling personal data.

Our electronic data is stored within secure cloud servers in the United States. Paper copies of any personal data are stored in secure locked cabinets.

Keeping you in control

We want to ensure you remain in control of your personal data. The new General Data Protection Regulations (GDPR), gives everyone a number of very important rights. These include:

Right of access: You have the right to request a copy of the information we hold about you
Right to rectification: You have a right to have inaccurate or incomplete data rectified
Right to erasure: You have the right to ask us to remove your personal data from our records (although this will not apply where it is necessary for us to continue to use the data for a lawful reason)
Right to restriction of processing: You have the right to ask us to restrict the processing of your personal data in certain circumstances
Right to object to processing: You have the right to object to the processing of your personal data in certain circumstances
Right to data portability: You have the right to ask that we transfer your personal data to another organization, or to you, in certain circumstances.

You are not expected to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Should you require further information regarding your rights under the Data Protection Act 1998, this may be obtained from the Information Commissioner’s Office

Where we send your data

We will only use your information for the purpose or purposes for which it was collected for (or for closely related purposes). These purposes include:

Where the information is needed to fulfil your request or to enable us to provide you with a more personalised service. Sometimes, with your consent, we will process your personal data to provide you with information that you have requested about our work or our activities, or that you are expecting.
We use personal data for administrative purposes (i.e., to carry on our charity work). This can include receiving donations, processing and distributing grant applications, maintaining a database of supporters and friends and helping us respect your choices and preferences (e.g., if you ask not to receive marketing material, we will keep a record of this).
Where we need to do this to fulfil a contract, or where we are required to do this by law or other regulations.
When it is in our legitimate interests to do this and when these interests do not override your rights. These legitimate interests include providing you with information about our work and future events, fundraising, newsletter requests, feedback, and other activities. Please see section 11 on ‘Legitimate Interest’ for more information.

How to contact us

Updates to the privacy policy

We will amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.