CVS Inverclyde customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Our contact details
Post
CVS Inverclyde, West College Scotland, Greenock Campus, Finnart Street, GREENOCK, Renfrewshire, PA16 8HF, GB
Telephone
01475711733
admin@cvsinverclyde.org.uk
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Health information (including dietary requirements, allergies and health conditions)
- Health and safety information
- Website user information (including user journeys and cookie tracking)
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Account information, including registration details
- Marketing preferences
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Location data
- Purchase or viewing history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
- Names and contact details
- Addresses
- Location data
- Personal information used for administration of research
- Personal information used for the purpose of research
- Records of consent, where appropriate
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Access requirements
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Legitimate interest:
- As a charity dedicated to supporting local people and organisations in the third sector, we have a legitimate interest in collecting and using personal information to fulfil our mission effectively. We recognise the importance of protecting the privacy and rights of individuals, and we are committed to ensuring that the collection and use of personal information are conducted responsibly and transparently. Benefits of Collecting and Using Personal Information The collection and use of personal information enable us to: Understand and map the local area and its organisations: By gathering data about the local community and its organisations, we gain insights into their needs, challenges, and resources. This understanding helps us tailor our support and resources to better serve the community. Monitor support needs: We use the information collected to monitor the support required by local people and organisations in the third sector. This allows us to assess the effectiveness of our programmes and initiatives and make informed decisions about future actions. Provide feedback to government and other funders: We share aggregated and anonymised data with government bodies and funders to demonstrate the impact of our work and inform policy decisions. This feedback helps ensure that resources are allocated effectively and efficiently. Develop relevant and appropriate resources and support: By analysing the data collected, we can identify trends, gaps, and emerging needs within the community. This enables us to develop resources and support services that are tailored to the specific needs of local people and organisations. Predict and respond to local needs: The data collected allows us to anticipate and respond proactively to changing needs and priorities within the community. This ensures that our activities remain relevant and impactful. Balancing Benefits and Risks We recognise that the collection and use of personal information may pose risks to individuals’ privacy and rights. To mitigate these risks, we implement strict security measures to safeguard the confidentiality and integrity of the data. All personal information is stored in password-protected software, and access is restricted to authorised personnel who require the information to perform their duties. We also ensure that the benefits of collecting and using personal information outweigh the potential risks or impacts on individuals involved. Our primary goal is to serve the best interests of the community while respecting individuals’ rights to privacy and data protection. If you have any questions or concerns about the collection and use of your personal information, please contact us at admin@cvsinverclyde.org.uk
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Consent
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent
- Public task
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent
- Contract
- Legal obligation
Where we get personal information from
- People directly
- Councils and other public sector organisations
- Publicly available sources
- Previous employers
How long we keep information
Retention Period:
Active contacts (those regularly engaged with): Retained for the duration of the engagement plus 2 years.
Inactive contacts (those not engaged with for more than 2 years): Reviewed annually, and data retained for up to 5 years if there is a legitimate interest or ongoing potential for engagement. Otherwise, data is securely deleted.
Who we share information with
Data processors
Breathe HR
This data processor does the following activities for us: They store our HR records
GCVS
This data processor does the following activities for us: They process our payroll information
WorkNest
This data processor provides us with HR advice and guidance
Other organisations
- Insurance companies
- Professional or legal advisors
- Relevant regulatory authorities
- External auditors or inspectors
- Professional consultants
- Organisations we’re legally obliged to share personal information with
- Publicly on our website, social media or other marketing and information media (where appropriate)
- Previous employers
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
24 April 2024