This privacy policy sets out how Community Men2Men Buddying Ltd (CM2M) uses and protects any information that you give to us, as well as when you use our website.
CM2M may update this policy. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 02/10/2018.
CM2M is a registered private company and our registration number is: 11358346
We comply with the Data Protection Act 2018. All electronic communications are made in accordance with The Privacy and Electronic Communications (EC Directive) Regulations 2003.
CM2M 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 website, then you can be assured that it will only be used in accordance with this privacy statement.
Collecting information
We collect the personal data that you volunteer as part of signing up for e-newsletters, as a user of our services/products or becoming a volunteer. Personal information that we collect may include:
- Your full name, title and date of birth/age range
- Your postal address, e-mail address and phone number
- Current interests as volunteered by you
- Diversity monitoring information as volunteered by you
We will also collect and hold information about any contact you have with us as a visitor or client, of CM2M. This is so that we can track services, communicate with you during your engagement, evaluate the impact of our work and report back to the organisations that fund our programmes. We may also use this information to improve our programmes, products and services.
Ways we collect information might include:
- Volunteer hours
- Visits undertaken through our services
- Contact preferences
- Details of correspondence sent to you, or received from you
- Diversity monitoring information
- Any other information provided by you at the request of CM2M
We may also use profiling and screening techniques to analyse your personal data and create a profile of your interests and preferences. We will do this in a transparent and legitimate way and will communicate what we are doing, ensuring that you have the opportunity to opt out. When we ask you to provide your personal information, we will let you know why we are asking and how we will use your data, by directing you towards this notice.
Where we are approaching potential corporate partners, we will follow a Legitimate Interest Assessment to ensure we have legitimate reason to contact an individual, that any direct contact is in a professional context, that the individual concerned knows that we are processing their data and for what purpose, and that they have the option to opt out of further communications if they wish.
Preferences
Depending on your relationship with CM2M, and the preferences you have indicated, data we hold may be used by us for the following purposes:
- To send you promotional, or marketing information by post, telephone or electronic means
- To inform you of other services related to CM2M and volunteering opportunities.
- News and updates about CM2M and marketing e-newsletters
- Other relevant communications based upon your relationship with CM2M, including direct contact during service that you are participating in
Holding data
We understand that your personal information and privacy are important to you. We make every effort to ensure that the information you share with us is recorded accurately, retained securely and used only according to your wishes. We protect your personal information and adhere to all current data protection act legislation with respect to protecting privacy. We do not give out, sell or trade our mailing list data with third parties. The information you provide will be used primarily to protect your purchases of services and also keep you informed about the activities of CM2M. The information we share with funders is always anonymous and enables us to demonstrate the impacts of our work and the difference that the funding has made.
We will hold personal data on our internal systems for as long as necessary, but no longer than 7 years before contacting you to check that you are still happy for us to keep your data for the original reasons that you identified. Automatic database cleansing will also take place through management of our e-communications system.
Processes
You can sign up to e-communications (newsletter emails) on our website, by e-mailing us or by completing a form to keep you in touch with news, services and current opportunities. You can opt out of receiving information at any time by following the unsubscribe link at the bottom of an email you have received from us, by emailing chrishill@cm2m.co.uk or telephone 07840584296.
If you are booking a service over the telephone, we will ask you for your consent to keep the data you give on our internal systems for monitoring. We will also ask you whether you would like to opt in to receive our newsletter by e-mail to keep you in touch with news, services and current opportunities. We will follow this up with an e-mail to confirm your booking and to give you the opportunity to opt out of receiving the newsletter if necessary.
When you receive a CM2M service, you may be asked to complete a registration form or asked for your contact details for a register. Information about opting in will be clearly stated at the top of the registration form and register. By completing the forms and registers, you are giving us permission to hold the personal information given for monitoring and reporting purposes. We may also contact you during that service for administrative reasons e.g. to provide specific information about the service – change of time or a session cancellation.
Market research
From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, or post. We may use the information to customise the website and our services according to your interests.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We use Google Analytics to do this. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
- Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
- If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at chrishill@cm2m.co.uk
- We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you relevant promotional information about third parties which we think you may find interesting.
You have the following rights under the GDPR. Please note not all of these rights apply to all processing.
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights related to automated decision making, including profiling
You may request details of personal information which we hold about you under the Data Protection Act 2018. 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. Before we can respond to your request we require proof of identification e.g. a copy of a valid passport or a valid UK driving licence. Once we have received this along with full details of your request we aim to respond as soon as possible normally one month, unless the request is particularly complex, or you have made a number of requests. If you would like a copy of the information held on you please email chrishill@cm2m.co.uk or call 07840584296.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
The data controller is Community Men2Men Buddying Ltd, and data protection officer for CM2M is Chris Hill – 07840 584296. If you are unhappy with the way that we have handled your data, do contact us to discuss how we could improve our processes. If you still have a concern about our information rights practices, you are entitled to contact the Information Commissioner’s Office (ICO) on 0303 123 1113 or via their website https://ico.org.uk/concerns/.