HEAR respects your privacy and considers the security of your personal information extremely importantly, taking all reasonable measures to safeguard any data it collects from you.
HEAR collects personal data on a lawful basis in order to fulfil its charitable objectives and to fulfil its function as a CIO. The following information outlines what information HEAR collects, for what purpose HEAR processes it and where and how long HEAR stores it for.
Information HEAR collects and how it is used:
HEAR collects personal information when you or your organisation enquires about HEAR’s services, joins HEAR’s membership or team, books on training or events, accesses HEAR’s services or subscribes to HEAR’s eNews.
This may typically include your name, email address, job title, address and phone number. HEAR may also collect non personal information such your organisation, client group you support, borough based in.
HEAR only uses this information to process requests, deliver services or to provide you with information about services and any other related services or resources.
HEAR will not share this information with other organisations unless prior consent is gained, or as outlined below, or where required to do so for legal reasons.
Organisational data may sometimes be shared with HEAR’s funders to satisfy reporting requirements, usually as anonymous statistics, but sometimes identifying organisation names and which borough they are based in.
HEAR sometimes may need to collect information on health, age, in order to deliver the appropriate service. HEAR will only collect and retain this information with your consent.
Training & events
HEAR may collect personal data from people booking on HEAR’s training and events so HEAR can administer bookings and e.g. contact attendees with webinar links, update on any session cancellations or send out follow up resources.
HEAR may also ask about any additional support to ensure training and events are accessible, and report back attendance information to funders as outlined above.
Photos, audio & video
HEAR may take photos at training sessions or events and use to post on social media or on HEAR’s other communications such as eNews, website and annual reviews. HEAR will ask for consent before doing so.
HEAR may sometimes take audio or videos from beneficiary organisations to showcase impact, a consent form will be issued for agreement and authorisation.
Monitoring & evaluation
HEAR may use online survey tools to collect feedback about HEAR’s services (or to provide evidence of need).
These are usually completed anonymously, but HEAR may optionally ask for an email address to contact those who have requested follow up e.g. further training.
HEAR may collect some information via web forms or a Voice form, where submission data is securely emailed to HEAR. HEAR uses Google Analytics to track site usage (anonymously) to inform future improvements of the website e.g. making information easier to find.
On joining HEAR’s membership list you will subscribe to HEAR’s eNews, storing email address in the bulk mailing system.
You can subscribe to HEAR’s mailing list by emailing: firstname.lastname@example.org, and if subscribed already, you can unsubscribe at any time by either emailing email@example.com or by clicking the unsubscribe link in the footer of the eNews.
If you fill out HEAR’s volunteer application form the information provided is used to verify your identity and contact you to progress your application. HEAR will keep basic details after you have finished volunteering with us to enable us to act as a reference in future, should this be requested, unless you request us not to do so.
On joining as a trustee personal information such as name, address, date of birth, email are collected to ensure compliance with the charity commission requirements
HEAR collects necessary financial or personal information for payments and expenses where required.
Third party data processors:
As outlined above, HEAR uses a number of 3rd party providers to process data e.g. for booking on training and sending out eNews.
Where data hosting is possible in the UK, HEAR opts for this. But some providers will store your data on our behalf in the EU or United States. We carry out reasonable due diligence checks where data is transferred outside the UK.
HEAR will only retain personal information for as long as necessary for the purposes HEAR collects it, as outlined above.
HEAR uses all reasonable technical, physical and organisational safeguards to maintain security of the personal data it holds about you, to protect against loss, theft or unauthorised access, use, modification or disclosure. HEAR also carry out reasonable due diligence checks on the security notices of any data processors used.
Under GDPR legislation, you have a number of data rights: the right to access; right to rectification; right to erasure; right to object; right to restrict processing and the right to data portability.
If you wish to access or update the personal information HEAR holds about you or to correct any errors in HEAR’s records, please contact firstname.lastname@example.org or phone 0207 832 5817. You also have the right to request removal of your data from HEAR’s systems.