At Hull Community and Voluntary Services (CVS) and Meeting New Horizons (MNH) we are committed to protecting the data privacy of our employees and service users and meeting all regulatory requirements relating to the protection of personal information in strict compliance with the current General Data Protection Regulation (GDPR) and the data protection act 2018. Any personal information that we may request or process will be relevant to the delivery of services to our customers or as part of our role as an employer. Visitors to the Hull CVS website can be assured that the protection of privacy and confidentiality are given the highest priority.
Where we process personal information, this will be undertaken following the privacy principles:
Information we collect about you
When using our services, we will collect personal information from you such as name, title, address, telephone number and employment status. Dependant on which of our services you use, it may be necessary for us to collect further information such as criminal background checks, and we will obtain your consent if this is necessary.
Obtaining and processing personal data
- All collection and processing will be in a lawful, fair and in a transparent manner.
- Any information we collect will always be for a legitimate purpose.
- We will only collect the information needed. We will review this regularly to ensure the information we hold continues to remain adequate and relevant.
- We will only contact you with relevant information and with your prior consent.
- We will undertake all processing in a manner that maintains appropriate security of the personal information provided to us.
In some circumstances, we may collect or process sensitive personal information. For example, details about an employee’s or service users health, race, ethnic origin, their sexual orientation or their religious beliefs. We aim to not collect this information as a normal activity but only where the information has been volunteered by you and only if necessary.
Hull CVS and MNH take appropriate measures to safeguard the information it holds from unauthorised access or improper use. Hull CVS and MNH have a strict internal security policy with which members of staff must comply as a condition of employment and no external access to the system is permitted. Hull CVS and MNH continually reviews and up-dates its security procedures as new technologies become available and new activities are introduced.
Any third parties to whom information is transferred are made aware of these security practices and are also required to take reasonable precautions to protect the transferred data.
We store any information provided to us in a secure manner, either on a secure server, or if a paper copy is needed, in a locked filing cabinet. If we need to communicate personal data over the internet, this will be encrypted and password protected.
To ensure we do not keep data for longer than necessary and to maintain the integrity of the data we hold, we store data in accordance with the relevant legal time frames. For example, we keep financial records for seven years in accordance with the government guidelines, at which point it is destroyed.
Any personal data we collect will not be kept for longer than is necessary, and we have a consistent archiving process to ensure out dated information is not used.
At Hull CVS and MNH we do not share your information with third parties for marketing purposes. However, if we deem it a matter of safety, your own or someone else’s, we may share information with the necessary emergency services.
You have the right to request the data we hold on you at any time, free of charge, and we shall supply this within a maximum of one month of this request. You also have the right to request us to amend or destroy your data at any time.
From time to time, we may send emails to you informing you of our services if you have opted in to our mailing list. You can remove yourself from this list at any time by contacting email@example.com
Links to other websites
Hull CVS and MNH uses closed circuit television (CCTV) at their office buildings to provide a safe and secure environment for our employees and service users. It is deemed the best method possible to ensure continued security.
Images recorded are stored and used in accordance with GDPR:
- Cameras are visible
- Cameras are not sighted in places which would invade personal privacy
- Areas covered by cameras are identified by signage
- Information displayed in CCTV images will not be shared unless it is our legal duty to do so
Further information can be found within our CCTV policy, available on request.
Any queries relating to Hull CVS collection or use of personal information should be addressed to the Chief Officer, Hull CVS & Meeting New Horizons, The Strand, 75 Beverley Road, Hull, HU3 1XL, telephone 01482 324474, email firstname.lastname@example.org
Last updated: June 2018