Professional advice and support for Gloucestershire's communities
Gloucestershire Rural
Community Council

GRCC Privacy Notice

At GRCC, we are committed to safeguarding the rights and privacy of users of our services and visitors to our website.  This means that we do not collect or store your personal information with no reason and without your permission, and we do not sell, trade, or otherwise exchange email lists with other organisations for marketing purposes.

This Privacy Notice provides details of when and why we collect your personal information, how we use it, the limited circumstances when (with your permission) we may share your information with others, and how we keep it secure.

We hold your personal data in order to be able to provide our services as an advice and support organisation and to administer and evaluate our projects.  The lawful basis for processing your information is therefore for legitimate interests – e.g. in order to be able to contact you in relation to your query, to support you in your volunteer role, to check on the status of your organisation, to administer events onto which you have booked, etc.

We will process information about your name, contact details and our contact with you.  If we need to process special category information about you (such as health information) we will tell you and explain why we need to process that information. 

We will retain your information while we are working with you/your organisation.  We may retain information beyond this period in order to maintain an audit trail of our activity to inform reports to our funders – usually for one year.  We will let you know if the timescales are longer than one year and unless you are specifically informed, your personal details will not appear in any report.

We keep personal data on computerised records and in hard copy format, in accordance with GRCC’s policies and take care to store this information securely.  We ensure that your details are accurate and kept up to date.

If the service we provide for you involves sharing data with any organisation we will inform you. 

Unless you have specifically consented we will not send you marketing information and newsletters.

Website Cookies and Google Analytics

We ask for your consent to our use of cookies when you first visit our website.  Like most others, our website uses cookies to collect information, such as about pages viewed and your journey around the website.  A ‘cookie’ is a small data file which is placed on your computer, tablet or smart phone as you browse this site.  We do not use cookies to collect or record information on your name, address, or other contact details.

You can disable cookies by changing your website browser settings to reject them.  How you do this depends on which browser you use.  You can find out more about managing cookies on your device at www.allaboutcookies.org.

When someone visits www.grcc.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.  This is so we can find out information including how many visitors there are to the site, which pages are most used, what information visitors are searching for when they find our site, and what other websites are referring visitors to www.grcc.org.uk

This information is processed in such a way as to ensure that it does not identify any visitors to the site.  We do not collect demographic (age, gender, etc.) or interest data through Google Analytics, and we do not use it for remarketing or advertising reporting purposes.  User and event data (a visit to the site and what happens during the session) is retained for 14 months to enable us to report annually on our website analytics and then is automatically deleted. 

If you do not want us to collect information about your visit to our website using Google Analytics you can opt out of the Analytics service by installing an add-on for your browser.  This can be found at https://tools.google.com/dlpage/gaoptout 

Wifi

We have guest Wifi access available at GRCC for people hiring our meeting rooms or attending meetings and events at Community House.  When you use our Wifi the router automatically collects the MAC address and device ID for your device as it allocates an IP address.  This data is automatically deleted within 72 hours.

GRCC E-news mailing list

As part of the registration process for our e-newsletters we collect personal information.  We only use that information to send you the e-newsletters you have asked us to send you.  If you change your mind you can unsubscribe at any time by clicking the unsubscribe link in the footer of any of our e-newsletters, or by contacting us at info@grcc.org.uk

We use a third-party provider to deliver our e-newsletters.  If you sign up to the GRCC E-news mailing list, your details will be transferred to our marketing automation platform (currently MailChimp) for processing in accordance with their Privacy Policy and Terms.  We gather statistics around opening and clicks using industry standard technologies to help us monitor and improve our e-newsletters.

Surveys

We sometimes need to collect personal information when conducting surveys, for example if we need to contact you about your responses or if you would like to join one of our networks or forums.  We may use third party providers Snap Surveys (privacy policy) or Survey Monkey (privacy policy) to gather responses.  If you take part in one of these surveys your details will be transferred to these providers for processing in accordance with their privacy policies. We will always let you know if this is the case when we invite you to take part in a survey.

Your rights

The General Data Protection Regulations (GDPR) provides a number of rights for individuals:

  1. The right to be informed about the information we process about you
  2. The right of access – to see the information we process about you
  3. The right to rectification – if you feel that any information held is inaccurate
  4. The right to erasure – should you decide we should not process information about you
  5. The right to restrict processing about you
  6. The right to data portability
  7. The right to object

Should you wish to exercise these rights please contact us through the following means:

By email – to info@grcc.org.uk

By telephone – 01452 528491. Ask to speak to Clare Huckett

By post - FAO Clare Huckett, GRCC, Community House, 15 College Green, Gloucester GL1 2LZ

Please provide your full name and contact details, together with the nature of your request and your relationship with GRCC (e.g. former/current member of staff; trustee or other volunteer; service user; and timescales involved). We will respond within a month of receiving your request.

GRCC is a data controller and is registered with the Information Commissioner’s Officer (ICO) – Registration Number Z1653304. The ICO is the UK's independent body set up to uphold information rights and to provide a route for people to complain if they are concerned about the processing of their information. 

GRCC - Gloucestershire Rural Community Council. Charity Number 1054282. Company number 3181755

www.grcc.org.uk    Community House, 15 College Green, Gloucester GL1 2LZ      01452 528491

This privacy notice will be regularly reviewed and may be updated periodically e.g. should legislation or circumstances change.

Updated 10/05/2018