GRCC / Independence Trust Privacy Notice

Personal data is any information relating to an identifiable, living person who can be directly or indirectly identified through the data held.  For example, name (including a name within an email address), identification number, and location data. 

Special category data relates to race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life, or sexual orientation. 

We hold 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 for which you have booked a place, etc.

We will process information about your name, contact details, and our contact with you.  If we need to process special category data 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 time 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 data will not appear in any report.

We keep personal data as computerised records and in hard copy format, in accordance with GRCC / Independence Trust 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.

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 the website.  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 https://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, sex, etc.) or interest data through Google Analytics, we do not use it for re-marketing 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 

Around our website you will find various forms which enable you to contact us with an enquiry, join one of our networks and forums, join the Know Your Patch Networks in Cheltenham and / or the Cotswolds, sign up to receive our Newsbites e-newsletter, or book a place at one of our events or workshops.  If you sign up to one of our networks, to receive our e-newsletters, or if you book a place at one of our events or workshops your details will be stored securely on our customer relationship management (CRM) system (hosted by Circle Interactive (privacy policy)). 

We will only use your information for the purpose stated in the relevant form, e.g. to reply to your query, add you to a network contact list, or send you the e-newsletter requested or details of the event you have registered for.  If you change your mind you can unsubscribe at any time by contacting us at info@grcc.org.uk or by clicking the unsubscribe list in the footer of any of our e-newsletters.

We gather statistics around opening and clicks using industry standard technologies to help us monitor and improve our e-newsletters.

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.

We have guest Wi-Fi access available at Community House for people hiring out our meeting rooms or attending meetings and events here.  When you use our Wi-Fi 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.

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 we hold is inaccurate you can ask us to correct it

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 on 01452 528491 – ask to speak to Clare Huckett or Barbara Pond

·         By post – FAO Clare Huckett, GRCC / Independence Trust, 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 / Independence Trust (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 / Independence Trust is a data controller and is registered with the Information Commissioner’s Office (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.