This privacy notice sets out how Bristol Charities (The Charity) collects, stores and protects any information that you give us when you use this website, www.vassallcentre.org.uk. The Charity is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our websites, you can be assured that it will only be used in accordance with this privacy statement and that we will comply with the Data Protection Act 2018, Privacy and Electronic Communications Regulations (EC Directive) 2003 and other applicable privacy laws. Please read this privacy policy carefully. If you do not agree to this privacy policy in its entirety, please do not use this website.

1. Who We Are

Bristol Charities is a charity registered in England and Wales (Charity Number 1109141), whose registered office in England and Wales is 17 St Augustine’s Parade BS1 4UL. If you have any concerns about the way we process your personal data, please contact us at [email protected] or [email protected] or by writing to Bristol Charities 17 St Augustines Parade BS1 4UL.

2. What Information Do We Collect?

We may collect, store and use the following kinds of personal data:

• Information about your computer and about your visits to and use of this website (including your I.P. address, geographical location, browser type, referral source, length of visit and number of page views.
• Information relating to any transactions carried out between you and us on and in relation to this website, including information relating to any operations you may have made to the charity (including Gift Aid).
• Information that you provide to us for the purpose of registering with us including name, address, email, telephone number and either the reason for applying for a grant, or for accommodation.
• Information that you provide to us for the purpose of any enquiries that you may make about our services, housing, grants or about the charity itself. This includes name, address email, telephone number and the reason for applying for a service.
• Any other information you choose to send us.

2.1 Cookie Policy

2.1.1 Cookies Overview

When someone visits this website, we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to different parts of the site and for system administration purposes. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities or personal information of those visiting this website without making that clear.

2.1.2 Use of Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Most web browsers allow some control of cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org.

The cookies used on this website are as follows:

2.1.3 Google Analytics

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of Cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of this website. Google will store this information. You can find out more about Google analytics and its policies at: https://policies.google.com/privacy?hl=en&gl=uk

Google Analytics is a web analytics tool that helps us to understand how visitors engage with this website. It enables us to view a variety of reports about how visitors interact with the website so that we can improve it.

Google Analytics uses first-party cookies to track visitor interactions. We then use the information to compile reports and to help us improve the site and target our marketing. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page. Google Analytics collects information anonymously and reports website trends without identifying individual visitors.

You can opt out of Google Analytics without affecting your use of this website. To download and install a browser add-on that allows you to opt out of being tracked by Google Analytics across websites you use, visit this Google resource:
https://tools.google.com/dlpage/gaoptout

2.1.4 YouTube

We may embed videos via YouTube, and pages with embedded videos may set cookies on your computer, which are used to track interactions e.g. the number of times a video has been watched or shared. To find out more please visit YouTube's embedding videos information page and privacy policy: https://policies.google.com/privacy?hl=en-GB

2.1.5 Facebook

Some pages on the site may be integrated with Facebook for sharing content, liking content, and displaying content from Facebook. These links may cause cookies to be set on your computer. To find out more please visit Facebook's privacy policy: https://www.facebook.com/about/privacy/

2.1.6 Twitter

Some pages on the site may be integrated with Twitter for sharing content, liking content, and displaying content from Twitter. These links may cause cookies to be set on your computer. To find out more please visit Twitter's privacy policy: https://twitter.com/en/privacy

3. Using Your Personal Data

We will use your personal data to:

• Administer the Website
• Improve your browsing experience by personalising the website
• Enable your use of the services available on the website
• Send you general (non-marketing) commercial communications
• Send you email notifications which you have specifically requested
• Send you our newsletter and other marketing communications relating to the charity’s business which we think may be of interest to you by post, or where you have specifically agreed to this by email or similar technology (you can inform us at any time if you no longer require marketing communications)
• Provide third parties with statistical information about our users but this information will not be used to identify any individual user
• Deal with any enquiries and complaints made by or about you relating to the Website. If at any time you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the permission you grant to us. We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing

4. Security Of Your Data

Non sensitive details (your email address etc) when transmitted normally over the internet cannot be guaranteed to be 100% secure. Whilst we take all possible means to protect your personal information, we cannot guarantee the security of any information you transmit electronically to us, and you do so at your own risk. We keep your data secure in our database and systems with appropriate security mechanisms in place. In principle we do not share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given the data. Examples are given below;

• We may pass data to other organisations known as Data Processors, to provide specific services to us. A contract is always in place with a Data processor, and they are not allowed to do anything with your data other than that which we have requested. Some of our suppliers run their operations outside of the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside of the EEA.

5. Our Responsibilities

The law requires us to tell you the basis on which we process your data.

• Some activities (for example sending you emails which promote Bristol Charities) require your consent. If the law requires your consent to process data in a certain way, then we will obtain it before carrying out that activity.
• In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental right and freedoms are not overriding” Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.

We will keep data for as long as is needed to complete the task for which it was collected.

6. Policy Amendments

We may update this Privacy Policy from time to time by posting a new version on our website. You should check this page occasionally to ensure you are happy with changes.

7. Your Rights

The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows:

• Where our use of your data requires consent, you may withdraw this consent at any time
• Where we rely on our legitimate interest to process data, you may ask us to stop doing so
• You may request a copy of the data we hold about you
• You may change or stop the way in which we communicate with you or process data about you, and if it is not required for the purpose you provided it, then we will do so. We will always endeavour to comply with such a request.

If you are not satisfied with the way, we have processed your data then you can complain to the Office of the Information Commissioner.

8. Third Party Websites

Bristol Charities is not responsible for the Privacy Policies or practices of third party websites accessed through links on our site.

9. Updating Information

Please let us know if the personal information which we hold about you needs to be corrected or updated by emailing: [email protected] or [email protected]

10. Contact

If you have any questions about this Privacy Policy or our treatment of your personal data, please write to us by email: [email protected] or [email protected]

11. Data Controller

For the purpose of the Data Protection Act 1998 (D.P.A.) and the General Data Protection Register 2018 (GDPR), the data controller is Bristol Charities. Our Data Protection Registration Number is: ZA208320

12. Data Protection Policy

Click here for our Data Protection Policy: Data-Protection-Policy

Customer Privacy Notice

1. Why Do We Collect And Store Personal Information?

Bristol Charities needs to collect, process and store information about you and other household members in order to:

• Operate as a registered provider of affordable housing and an Almshouse Charity
• To provide you with the services, products or information you have requested

The information we hold on our records concerns our relationship with you. We will only ask for personal information that is appropriate to enable us to deliver our service. In some cases, you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that this may impact on our ability to provide some services to you if you refuse to provide information that stops us from doing so.

3. How We Manage Your Personal Information

Processing of your personal information will be undertaken in accordance with the principles of the Data Protection Act 1998. Access to personal information is restricted to authorised individuals on a strictly need to know basis. We will treat your personal information fairly and lawfully and we will ensure that information is:

• Processed for limited purposes
• Kept up to date, accurate, relevant and not excessive
• Not kept longer than is necessary
• Kept secure

We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so. Anyone calling on your behalf may also be subject to security questions to ensure we are taking adequate steps to protect your personal information. We may apply markers to your information (for example: in relation to your vulnerability or health status) to enable us to tailor and deliver services to you. Bristol Charities only keeps records during the period of our relationship with you and for a set period afterwards to allow us to meet our legal obligations including resolving any follow up between us.

4. Sharing Your Personal Information

Normally only Bristol Charities staff and volunteers will be able to see and process your personal information. However, there may be times when we share relevant information with third parties for the purposes as outlined in section two (2), or where we are legally required to do so. When sharing personal information, we will comply with all aspects of the Data Protection Act. Sensitive information about health, sexual life, race, religion and criminal activity for example is subject to particularly stringent security and confidentiality measures. We may also be required to share information for example:

• To meet our legal obligations
• In connection with legal proceedings (or where we are instructed to do so by court order)
• To protect the vital interests of an individual (in a life or death situation)

5. Access To Your Personal Data

Under the Data Protection Act you have a right to ask us what personal information we hold about you and to request a copy of your information. This is known as a “subject access request” (SAR). SAR’s need to be made in writing and we ask that your written request is accompanied by proof of identity. If you are seeking to obtain specific information (e.g. about a particular matter or from a particular time period) it helps if you clarify the details of what you would like to receive in your written request. If someone is requesting information on your behalf, they will need written confirmation from you to evidence your consent for us to release this and proof of I.D. (both yours and theirs). We have 40 calendar days within which to provide you with the information you have asked for (although we will try to provide this to you as promptly as possible). In response to SARs, we will provide you with a copy of the information we hold that relates to you. This will not generally include information about your property such as repair logs, details of contractor visits, or general property maintenance information as this is unlikely to be “personal information”. If you need to correct any mistakes contained in the information we hold about you, you can do this by contacting us at: [email protected] or [email protected]

6. Security Of Your Data

Non-sensitive details (your email address etc.) when transmitted normally over the internet cannot be guaranteed to be 100% secure. Whilst we take all possible means to protect your personal information, we cannot guarantee the security of any information you transmit electronically to us, and you do so at your own risk. Once received we keep your data secure on our server with appropriate security mechanisms in place.

7. Our Responsibilities

The law requires us to tell you the basis on which we process your data. Some activities (for example sending you emails to tell you about the charity and its objectives) require your consent. If the law requires your consent to process data in a certain way, then we will obtain it before carrying out that activity. In all other cases the law allows us to process your data if it is in legitimate interest to do so, but only as long as we need to and your “interests or your fundamental rights and freedoms are not overriding”. This means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this Privacy Notice. We will keep data for as long as is needed to complete the task for which it was collected, and for a specific period after this according to our Retention Policy or to fulfil statutory obligations.

8. Your Rights

The law requires us to tell you that you have certain rights about the way we process your data. They are as follows:

• Where our use of your data requires consent, you may withdraw this consent at any time
• Where we rely on our legitimate interest to process data, you may ask us to stop doing so
• You may request a copy of the data we hold about you
• You may change or stop the way in which we communicate with you or process data about you, and if it is no required for the purpose you provided it, then we will do so. Some activities may mean that we cannot entirely stop processing your data. We will always endeavour to comply with such a request however.

If you are not satisfied with the way we have processed your data, then you can complain to the office of the Information Commissioner.

9. Contacting Us

We keep our Privacy Notice under regular review and we will place any updates on our website. Whilst we recommend that you keep up to date via the website, any major changes will be brought to your attention. This Privacy Notice was written in January 2018. For further information on this Privacy Notice, or about the way in which we process your data, or if you wish to change the way in which we process your data, including how we communicate with you, then please contact us on: [email protected] or [email protected] Bristol Charities 17 St Augustine’s Parade Bristol BS1 4UL Tel: 0117 9300 301 The Vassall Centre Gill Avenue Fishponds Bristol BS16 2QQ Tel: 0117 9659630