Privacy Notice

Peterborough CVS Privacy Notice                             

At PCVS, we make every effort to comply with our obligations under the 1998 Data Protection Act. We are committed to keeping the trust and confidence of everyone who comes into contact with us. So it is important that you know we record your personal data when you do things like visit our website or use our services. We want you to trust us with that information.

Why do we collect your personal data?

We collect your personal data to improve the way we communicate and work with you. We provide a wide range of support services to both member groups and the wider community. When you use our website or services, you are agreeing for us to store and process your personal data. The ways we do that are explained in this policy – it is a guide for us to follow too, and we take it very seriously.

Want to change the communications you get from us?

To make changes to the type of communications you get from us and how often you get it, or to remove any of the information that PCVS stores about you, please contact us via the contact details provided at the end of the notice.

Changes to this policy

This policy may change, but if there are any major changes, we will add a notice on our website. This policy was last updated in October 2024.

Who we are

Peterborough Council for Voluntary Service (PCVS) is a registered charity set up by local organisations in 1980 as an umbrella and network organisation to the voluntary sector in Peterborough.

Charity Number 299823. Company Number: 02119687.

Within the context of this privacy policy, ‘we’, ‘us’, ‘our’ or ‘PCVS’ refers to Peterborough Council For Voluntary Service.

What types of information do we collect?

This Privacy Policy sets out how your personal (for example name and address) information will be collected, including sensitive (for example ethnic origin or state of health) information.

In order to provide you with the service you require, we may need to collect and process information that will enable us to deliver, manage and shape those services we offer.  Any information you provide will be used and stored in accordance with the Data Protection Act 1998 and other relevant legislation.

In order to provide you with the service you require there may be occasions when your information is shared with those who carry out work on our behalf.  We may also need to ask for or share relevant information with other agencies or organisations to provide services or fulfil our legal responsibilities, for example to enable us to carry out statutory duties or where it is necessary to prevent harm to yourself or other individuals.

Personal information

This means any information that may be used to identify you, such as your name, telephone number, postal and email addresses, and your bank details if you are supporting us financially.

Sensitive information

Sometimes, we may ask you for more sensitive information, such as your personal connection to learning disability or your health condition if you are taking part in a sporting event. We will only collect this information with your permission and will take extra care of it, following the Data Protection Act 1998 and this privacy policy.

How do we collect your information?

There are two main ways that we collect this information: directly and indirectly, including use of third parties. This includes information provided at the time of registering as a member, subscribing to our services, participating in meetings and events, sending us feedback, responding to a survey and/or when you report a problem, complaining about a service or individual, or when you contact us for any other reason.

We may receive information about you from other sources (such as credit reference agencies) and third parties (such as the City Council for contracted services).

We may also collect data from publicly available sources. Examples include information gathered from a news article or on-line media. We may also use publicly available directories and similar information such as the Royal Mail’s National Change of Address database and Companies House.

How we use your information

Rest assured, our intentions are always good. We collect your information because we need it to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you. So, things like:

• providing any information or services you have requested
• activating your registration on charity log. For more information on guidelines about charity log, please contact via the contact details provided at the end of the notice. (or please click a link –on the website, explain what it is)
• keeping a record of any communications between us and you, for example emails and phone calls
• keeping a record of other interactions too, such as requests for leaflets or attending an event
• managing and improve how we communicate with you – how you prefer to be contacted, and what information you want to receive.
• getting more information about you from third parties, such as your age, telephone number, email address, or new address if you move. This helps us keep our records up to date, ensuring we continue to send you the most relevant communications – if you have chosen to receive them
• responding to complaints or queries and look into any legal claims.

How and when we share your information with others

We will not sell or rent your information to third party organisations, and we will not share your personal information for others to use in their marketing or fundraising.

We may use carefully selected companies to provide services on our behalf. We will only provide those companies with the information they need to deliver the relevant service, and we make sure that your data is treated with the same level of care as if we were handling it directly.

Legal reasons for sharing information

We will share personal information with companies, organisations or individuals outside of PCVS if we strongly believe that access, use, storing or sharing of the information is reasonably necessary to:

• meet any relevant law, regulation, legal process or lawful governmental request
• put in force relevant terms of service, including investigation of potential violations
• detect, prevent or otherwise address fraud, security or technical issues
• protect against harm to the rights, property or safety of PCVS, the people we support or the public, as required or permitted by law.

How long we keep your information

We will hold your information for as long as you have an active relationship with PCVS.

How you can access your personal information

You can access the personal information we hold. To get a copy of this, please contact us via the contact details provided at the end of the notice.

We try our best to respond to all enquiries within fifteen working days of receiving them and will offer a full response to all information access requests within one month.

Updating your preferences and unsubscribing

You are in control of how we contact you, for example by post or email. And you can control this by contacting us.

We may send you Memo newsletters via email or newsletters by post. If you want to stop receiving emails, click the ‘unsubscribe’ link at the bottom of any of our emails. We would rather you didn’t miss out, but we respect that it is your decision!

Making changes to your personal information
If your personal details change, please help us to keep this information up to date by getting in touch and telling us via the contact details provided at the end of the notice.

The right to erasure

The 2018 Data Protection Act also includes a right to erasure, also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.

How we store your information

We ensure there are appropriate technical controls in place to protect your personal details, for example our online forms are always encrypted (this prevents other people accessing them) and our network is protected and checked often. We regularly review who has access to information that we hold to ensure it is only accessible by trained staff, volunteers and contractors. We regularly review the information that we hold, and delete anything that is no longer required.

Following links to third party websites

Our website contains links to websites owned by other people. PCVS will not pass on any personal information about you to any other website. You can read other websites’ privacy policies to find out how they may use any personal information that you submit to them.

Cookies and Web Beacons 
Like any other website, PCVS uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information. 

For more general information on cookies, please read “What Are Cookies”. (link) 

Third Party Privacy Policies 
Third-party ad servers or ad networks use technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on PCVS, which are sent directly to users’ browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit. 

Note that PCVS has no access to or control over these cookies that are used by third-party advertisers. 

PCVS’s Privacy Policy does not apply to other advertisers or websites. Thus, we advise you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options. 

You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites. 

Children’s Information: Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity. 

PCVS does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records. 

Consent 
By using our website, you hereby consent to our Privacy Notice and agree to its terms. 

Do you have any questions?

If you have any questions or want to find out more, please contact us

Email: [email protected]

Telephone: 01733 342683