Ham & Petersham SOS Privacy Notice

Privacy Statement

Ham & Petersham SOS (HAPSOS), is committed to protecting and respecting your privacy. This means we will process your data fairly and lawfully in accordance with data protection and privacy laws and we will not share your data with other people unless you give your consent. The person with the day to day responsibility for managing your data is the Ham & Petersham SOS Organiser.

Information we may collect from you

We collect and use identifiable information about you when you make an enquiry, apply for membership, become a volunteer or visit our website. This information is held on our own internal records and may include:
Your unique user id/IP address, name, address, telephone number, email address
date of birth, gender, marital status and next of kin.

In addition we will also ask Members for sensitive data such as GP details, any disability/health condition, ethnicity, religion and sexual orientation and payment information.

We use Google Analytics to collect information about how visitors use our website. This information is used to improve the website and provide a better user experience. Google Analytics collects information such as the pages visited, the time spent on the website, the browser used, and the location of the visitor. This information is collected through cookies and is anonymous. We do not collect any personally identifiable information through Google Analytics.

What the data is used for

All data requested is used in order to provide our services to you and may be shared with partners in order to provide those services and to monitor ways to make improvements.

Otherwise we will not share your personal data with third parties except in the following circumstances:
If we have to comply with a legal obligation or enforce our terms and conditions;

• If we are required to share with medical practitioners and social services for the purposes of safeguarding;
• Where HAPSOS is acquired by a third party, in which case personal data held by us will be transferred with all its assets.

How long the data is kept

Your data will be kept for the duration of your membership. Once this ceases and you no longer use our services, your information will be anonymised and kept for statistical purposes only.

Storing data securely

We are under a duty to hold all personal data securely.

• In cases when data is stored on paper this will be in a secure filing systems accessed only by authorised personnel. Printed data will be shredded when it is no longer needed.
• Data held in electronic form will be on secure SSL (certified websites) and protected by strong passwords.
• The Ham & Petersham SOS Organiser will approve any cloud used to store data.
• All staff and volunteers who handle the data will be given specific training in compliance with the new data protection regulations.
• Data will never be saved directly to mobile devices such as laptops, tablets or smartphones.

Your rights

Your data is protected by the General Data Protection Regulation and the Data Protection Act 2018 (GDPR,) effective from 25 May 2018, which gives you the right to access the information held about you. This includes:

• The right to ensure your data is accurate and amend where your circumstances have changed.
•  The right to have your data deleted and be forgotten. This means any third parties who process or use that data must also comply with the request. An erasure request can only be refused when an exemption applies.
  All requests for access should be made with reasonable notice to the Organiser and are free of charge.

Cookies Notice

We use cookies on our website to help HAPSOS to run the site properly and to provide services to you. We do this by collecting information about how you use our site and then we use it to improve the site and tailor our services to you.

Third party cookies

Facebook, Twitter and Instagram cookies are examples of ‘third party’ cookies on our site.

If you click a function on our website that is associated with these parties (eg to share or tweet a piece of information), they will place cookies on your computer. We do not take responsibility for these cookies, as to make use of these functions you will have already accepted the terms and conditions of use with the relevant party.

Video cookies

We embed videos on our site using YouTube, which sets cookies on your computer once you click on the video player. As you do not have to sign up to YouTube first in order to play these videos, you will not have accepted their terms and conditions. We do not take responsibility for these cookies; to find out more please visit YouTube’s privacy policy.

Changes to the Policy

This policy is current as of the effective date set forth above. We may change this policy from time to time, and if we do we’ll post any changes, including any material changes, on this page, so please be sure to check back periodically. If you continue to use HAPSOS after those changes are in effect, you agree to the revised policy.

Contacting Us

We cannot guarantee the security or accuracy of the information that we gather but we will take every reasonable step to protect the information that you provide. If you have any questions or concerns about anything in this policy, do not hesitate to contact us either at HAPSOS, The Woodville Centre, Woodville Road, Ham TW10 7QW or via email: organiser@hamandpetershamsos.co.uk