The Vineyard Arches Trust is a Charitable Company limited by guarantee registered in England and Wales under Company No. 4339357. Charity Registration No. 1091918.
The Vineyard Arches Trust
T: 0115 950 8774
General Data Protection Regulation (GDPR) May 2018
The data legislation is designed to protect personal data about living individuals. This means that any person or organisation who handles personal data must comply with the requirements of the legislation.
Information is collected from you so that we can keep in contact with you. You may be asked to provide information such as your name or email address in order to sign up to an event or to receive information from us about The Arches-related activities. It is entirely your choice whether to give us information about yourself or not.
There are governing principles that we follow in relation to the processing of data about individuals. These are that that data is:
- processed lawfully
- collected for a specific purpose
- relevant and necessary
- correct and up to date
- kept no longer than needed
- processed in accordance with individual's rights
- kept securely
- not be shared outside EEA without verifying adequate level of protection
What information do we hold?
Information we receive from referral organisations, or other projects we work closely with in order to provide a service to individuals at The Arches.
Information that you give us when filling in forms. This could be when you are coming to select furniture, are signing up or attending a course or event, referring visitors, donating furniture, volunteering on a team. It includes information you provide when you use our website. The information you give us may include personal data such as your name, postal address, e-mail address, phone number, your employment status, financial information, and/or photographs. We may also hold certain categories of sensitive information that you have told us about, such as your health, ethnicity, gender, asylum status, race and this will be used to ensure we provide the best service we can.
Information we collect about you. With regard to each of your visits to our website we will automatically collect the following information:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, and operating system and platform;
- Information about your visit to our website, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page and any phone number used to call our head office and staff members.
Why do we hold data about people?
Personal data is collected (directly or via a third party) and used so that we can provide and support visitors to The Arches in the most efficient and practical way. If visitors attend a course or event run by The Arches we would monitor attendance at these events to help us be more responsive to the needs of The Arches community.
Personal information may be passed to trusted third parties who help fulfil our services (e.g. delivery and collection of furniture).
How will we use your information?
- To maintain accurate and up to date records of visitors of The Arches and volunteers.
- To apply for fundraising for the project
- To communicate and invite you to events at The Arches (e.g. volunteer training, referral agency update meetings)
- To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
- To improve our website to ensure that content is presented in the most effective manner for you and for your device;
- As part of our efforts to keep our site safe and secure;
Where do we store your personal data?
- We are committed to holding your personal information securely. Only The Arches staff and authorised volunteers that need to see the data can access it.
- We may store your information on computers (on hard drives as well as cloud-based storage), in paper form, or both.
- All computers that store any personal data are password protected.
- Any paper files that hold personal information (other than names and contact details) are kept on secure premises in locked cupboards and filing cabinets.
- The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this policy and in compliance with the General Data Protection Regulations (2018).
- Information you provide to us is stored on our secure servers.
What is our legal basis for processing your data?
- Once you have given us your personal data we have a legitimate interest to hold it.
- We also store sensitive data (also known as special category data) that you give in line with GDPR regulations Article 9 (2), section d)
- If we wish to contact you about events and courses at The Arches, we will require your explicit consent to do this when your data is collected. You can withdraw your consent if you wished to do so (see details below).
How long do we hold your data?
The length of time that we will retain your data will vary depending upon the purpose for which it is processed.
Under GDPR legislation you have a number of rights about how your data is processed. Full details of your personal rights can be found on the Information Commissioner’s Office website.
Your rights include the right to:
- Request access to the data we hold about you;
- Have inaccurate and incomplete data rectified;
- Have the personal data we hold on you deleted (except where we are required to hold the data by law);
- To restrict the processing of your personal data in certain circumstances.
Data that is held on consent will only be processed as long as we have your consent. To withdraw your consent you can contact us by emailing us at firstname.lastname@example.org.
Our site may, from time to time, contain links to and from other websites, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own data and privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
- To allow you to carry information across pages of our websites and avoid having to re-enter information when you return to one of our sites;
- To measure our website traffic and analyse how our websites work. This will allow us to make changes to our websites in the future and make them easier to use;
- You can accept or decline cookies by modifying the settings in your browser. Please note that if you disable all cookies then you may not be able to access some parts of our websites.
The Vineyard Arches Trust
For further information regarding data protection legislation please go to ico.org.uk