This privacy notice tells you about the information we collect from you when you:
- Ask to join our mailing list
- You provide data through our website when making an enquiry;
- Communicate with us about funding and apply for funding from us;
- Attend one of your events or work with us at one of our events.
In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have in relation to your data.
Who are we?
We are Hutton Community Fellowship. You can contact us: [email protected]
Any enquiries about our use of your personal data (including any requests to exercise your rights in relation to your data) should be addressed to the contact details above.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
We keep this privacy notice under regular review and, if we make any changes to this notice, we will place an updated version on our website, and where appropriate, notify you by e-mail. Regularly reviewing this notice ensures you are always aware of what personal information we collect, how we use it and under what circumstances, if any, we will share it with other parties.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
What personal data do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
When you contact Hutton Community Fellowship, we ask you for:
- Identity Data includes first name, last name, and geographic location.
- Contact Data includes home/trading/operating address, email address and telephone numbers (business and/or personal).
- Transaction Data includes details about the services we provide to you and funding payments made to you.
- Technical and Usage Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system, and platform and other technology on the devices you use to access this website. This is collected in an anonymous format.
- Marketing and Communications Data includes your preferences in receiving information from us and your communication preferences.
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. However, from time to time we may need to collect health data about you in order to enable us to make arrangements for you in connection with our services or activities for example, if we put on an event, we may need to know about accessibility or mobility concerns that you have; dietary requirements; or other health matters which could affect your use of our services or the way we need to provide our services and will only do so to the extent that processing relates to personal data which are manifestly made public by you or otherwise with your consent.
How do we collect this information?
We do not collect personal data about you from third parties. We collect personal data through email, phone, personal and website contact.
Why do we collect this information and how will we use it?
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- To provide you with information on how to apply for funding from us and any events we run.
- Where we need to assess and process your funding application to deliver the result to you. If you are successful in your funding application, we will need to deliver the funding to you.
- Where we need to comply with a legal or regulatory obligation.
More information about the types of lawful basis that we will rely on to process your personal data is contained at the end of this notice.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Purpose/Activity Type of data Lawful basis for processing
community informed of
Dealing with general enquiries about the work of HCF through person, our website, phone or by email contact.
To assess, process and communicate the result of your funding application.
Delivery of funds and/or assist if further help is required
Managing committee member’s details.
Passing information onto funders.
Running events to promote the work of HCF. To book people onto events, work with contractors leading consultations and with service providers working at the event.
Information made public by you for Special Categories of Data and with your consent.
To administer and protect our organisation and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity (b) Contact (c) Technical
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with a cheque or keep you informed of how your query is progressing). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
What do we do with your information?
Your information is stored in a secure and password protected area. No data is shared with third parties.
The personal data we are processing will stay in the European Economic Area (EEA).
However, we may disclose your personal information to third parties:
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of website use or terms and conditions of supply and other agreements; or to protect the rights, property, or safety of Hutton Community Fellowship, our clients, or others. This includes exchanging information
with other companies and organisations for the purposes of fraud protection and credit risk reduction.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
How long do we keep your information for?
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Mailing list: deleted on your request with immediate effect.
General enquiries and unsuccessful funding applications: six years.
Successful applications: six years. Financial transactions: six years.
Events – Attendees: For the life of the event. Contractors and service providers: Six years after the life of the contract.
In some circumstances you can ask us to delete your data: see “request erasure” below for further information.
Your rights in relation to your information
Under certain circumstances, you have certain rights under data protection laws in relation to your personal data. More detail about these rights is provided below in the Glossary. If you wish to exercise any of the rights set out, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Consent means processing your personal data with your express, freely given, specific and informed consent.
Information made public by you means processing your Special Categories of Personal Data where the processing relates to personal data already manifestly made public by you.
Your Legal Rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.