This document is about your data. It describes what we may do with your data, why we need your data and your rights under the General Data Protection Regulations (GDPR) of 2018.

Data Controller

Hope Community Project is the ‘data controller’. Hope Community Project determines the purposes and means of processing personal data.

Hope Community Project is a company, registered in England and Wales under number 7334536. It is also a charity, registered with the Charity Commission under number 1139362. We are registered with the Information Commissioner. Our reference number is ZA319725

Our contact details are below.

Hope Community Project 40 Ling House Long Ley Heath Town Wolverhampton WV10 0HH 01902 556645   enquiries@hope-cp.org.uk

Data Processing

This means collecting, recording, organising, altering, storing or using personal data. The majority of the data Hope Community Project holds is processed on our behalf by PSIAMS Systems ltd. Hope Community Project is also a data processor as we still hold some individual records on paper and electronically.

Why does Hope Community Project process data?

Hope Community Project processes personal data only when it has a lawful basis. These bases are:

  • Legitimate interests. Hope Community Project supports people in their time of need and relies on data for its daily operation. An example of this is data on individual donors, who support the charity financially.
  • Sometimes an individual will give clear consent for us to process their personal data for a specific purpose. This will include people who have allowed us to use their photograph on one of our leaflets.
  • We may need to process data to carry out a contract. This will include an employment contract or a contract to provide a service.

Hope Community Project aims to ensure the data we have about individuals is accurate and not excessive.

Special categories of personal data

Some personal information can be especially sensitive. Examples include biometrics, ethnicity, genetics, health, political views, race, religion, sex life, sexual orientation and trade union membership. We will only process such data if we have one of the six legal bases listed above or:

  • Where this data is manifestly made public by the individual.
  • Where it is necessary for a legal claim or judicial procedure.
  • Where it is needed on medical grounds, including occupational health.
  • Where a reasonable level of archiving is necessary to enable scientific or historical research in the public interest.

Transfers to third countries

Our database provider (PSIAMS Systems) operates servers in the UK and the EU where the GDPR also applies.

For how long will we keep your data?

Your data will be deleted or disposed of securely when we no longer have a legal basis to hold it. We have set retention periods for certain types of data.

  • Personal data (name, address etc.): delete after two years unless there is a valid reason for further retention.
  • Accident books: destroy 25 years after the last entry.
  • Creditors, debtors and staff or volunteer expenses: destroy six years after the end of the financial year to which these matters relate.
  • CCTV: Overwritten automatically after 21 days, unless needed as evidence in an investigation or as required by the Care Quality Commission.

Your rights

You have eight rights under the GDPR. Hope Community Project respects your rights.

The right to be informed

You have the right to be informed about the collection and use of their personal data. This document forms part of that information. We will provide specific information when we collect personal data from an individual.

The right of access

You have the right to obtain access to the personal data we hold on you. Unless your request I manifestly unfounded or excessive, we will provide this data free of charge within a month of your request. The data will be in an accessible format (see ‘the right to data portability’ below). Please contact the manager of your service in the first instance. If you are not satisfied with their response, please contact any member of staff or volunteer

The right to rectification

If the data we hold about you is incorrect or incomplete, please let us know – verbally or in writing – and we will correct it or complete it within one month. Please contact any member of staff or volunteer.

The right to erasure

If you wish to be ‘forgotten’ we will delete your data within one month of asking. Please contact any member of staff or volunteer. If your request is manifestly unfounded or excessive, we may charge a reasonable fee for this request. We may refuse your request if:

  • We need your data to exercise the right of freedom of expression and information.
  • We need your data to comply with a legal obligation or for the establishment, exercise or defence of legal claims.
  • We need your data to perform a task carried out in the public interest or in the exercise of official authority.
  • Archiving your data is in the public interest, to benefit scientific or historical research or for statistical purposes.
  • We need your data for public health purposes in the public interest.

The right to restrict processing

In some cases, you may wish us to keep hold of your data but not to use it in certain ways. For example, you may allow us to keep your photograph, but not to post it on our website. Or you may allow us to keep your address details, but not send you our newsletter. These are just two examples. If you want us to restrict processing, please contact any member of staff or volunteer.

The right to data portability

With electronically stored personal data that you have provided with consent, or personal data needed to carry out a contract, we will ensure the data can easily be transferred to you or a third party when required. We will send the data in a format (such as Word or PDF) that can be read by almost all computers, without the need for a particular software package.

The right to object

You have the right to object to your data being used for any of the following:

  • Processing that is in the legitimate interests of Hope Community Project.
  • Performance of a task in the public interest.
  • Direct marketing.
  • Processing for purposes of statistical, scientific or historical research.

Please contact any member of staff or volunteer.

Rights in relation to automated decision making and profiling

Some organisations use computer algorithms to make decisions or assumptions about people. If we ever do this we will let you know and you will be able to challenge the decision or refute the assumption with a human being. Please contact any member of staff or volunteer.

Sources of data

In most cases, when we have your data it is because you have given it to us. In these cases we will inform you of your rights when the data is obtained.

In some cases, we may have received your data from other sources. In these cases we will inform you of your rights when we are first in contact.

The data we have

We keep the data of a variety of people for the reasons listed earlier. These people include:

  • Contacts at companies, trusts and other supporting organisations.
  • Contacts at companies that do business with Hope Community Project.
  • Contacts at partner organisations.
  • Members of the public who make enquiries.
  • Members of staff, past and present.
  • Parish priests and other clergy in the Archdiocese.
  • People who apply for our jobs.
  • People who access our services.
  • Supporters of our work.
  • Volunteers, past and present.

The data we keep on individuals will vary from person to person. We take strides to ensure this information is accurate and not excessive. The data may include:

  • Name, address, telephone number and e-mail address.
  • Qualifications and work experience, for staff, volunteers and job applicants.
  • General case notes, for staff, volunteers and people who access our services.
  • Financial details, for people who give or receive money from us.
  • Interests and life stories, for people who access our services.

Data storage

We will store your data securely in locked cabinets and password-protected computers and/or “cloud-based” computer systems. Members of staff will have access to your data on a need-to-know basis. If we transfer your data, we will encrypt it. When there remains no justification to keep your data, we will delete it from our computers and shred any paper copies.

Cookies & Privacy Notice

Summary 

Hope Community Project is committed to protecting your personal data and handling it responsibly.

This policy covers the personal data that Hope Community Project collects whenever you interact with us, including when you use our websites and when you correspond with us (such as by email or over the phone).  It also covers personal data that we may receive from third parties.

The sections below explain in more detail:
  • the types of personal data we collect from you
  • the types of personal data we receive from third parties
  • why we process your personal data
  • who we share your personal data with
  • how long we retain your personal data
  • your rights to withdraw your consent and to object (including to direct marketing)
  • your other personal data rights
  • how to contact us and exercise your rights

What are cookies used for?

Suppliers for Passion4Training, who assist in the serving and targeting of advertisements, promotions and other marketing messages, may also use cookies to collect anonymous data such as how many people have viewed a particular page each day, this information can also be used to limit the amount an existing Passion Recuritment Solutions customer’s served to advertise. It’s important to note that cookies don’t harm your computer and don’t store personal information about you, such as credit card details, rather they store encrypted information which can access this information, helping to improve your Passion4Training experience.

In order to help you, cookies may be used to:

– Limit the frequency with which you will see particular advertisements or announcement from Hope Community Project on our website;
– Identify your defaults where you have customised your profile;
– Keep track of how many times you do specific things, such as posting on the forums;
– Track where you have come from if you were referred to our website;
– Provide you with self-help information;
– Make our offers more relevant to you by taking into account your response to previous, similar offers;
– help us understand how our advertising impressions correlate with visits to webpages on Passion4Training so we can improve our marketing strategies.

What are cookies?

The cookies we use fall into four broad types:

Strictly Necessary Cookies
These cookies are essential in helping you to move around our Site and use its features, such as accessing secure areas of the website. Without these cookies, services you have asked for, such as setting up an account cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you’ve been on the internet.

Functionality Cookies 
These cookies allow websites and applications to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. The information these cookies collect is usually anonymised which means we can’t identify you personally. They do not gather any information about you that could be used for selling advertising or remembering where you’ve been on the internet, but do help us to serve you with advertising that is more relevant to you.

Targeted Marketing Cookies
We also use cookies to assist in targeted advertising. Without these cookies, online advertisements you encounter will be less relevant to you and your interests. We also use them to measure the effectiveness of our marketing communications, for example by telling us if you have responded to an advert that we have sent you.

If you would like more information on any of these types of Cookies, including how to opt-out, please visit www.youronlinechoices.com/

What do we use Cookies for?

– Used to support Google Analytics for Display Advertising functionality and specifically to implement the following features: Remarketing, Google Display Network Impression Reporting, DoubleClick Campaign Manager integration and Google Analytics Demographics and Interesting reporting.

– If you want to opt-out of Google Analytics for Display Advertising you can do so by changing your preferences here: www.google.com/settings/adsand using the Google Analytics opt-out tool here: https://tools.google.com/dlpage/gaoptout/.

We also use Flashplayer for our video content, Adobe uses Flash Cookies (Local shared objects) to improve the user experience.

Facebook
We use Facebook Cookies for a number of reasons; they allow us to offer you a better user experience by personalising your journey on our website and across your devices.

5. How do I manage cookies?

If you decline cookies, some aspects of the Hope Community Project site may not work on your PC/mobile phone and you may not be able to access areas you want on the website. For this reason, we recommend that you accept cookies.

If you’d like to learn more about cookies in general and how to manage them, visit aboutcookies.org.

All forms and emails are sent are stored on our internal server and is only excusable by authorised personal.

How long we retain your data
We retain all Your personal data will be stored with us with your consent for 1 year after which it will be destroyed.  If you no longer provide your consent.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data