West Dunbartonshire CVS takes Data Protection seriously and is committed to ensuring that your privacy is protected. Should we ask you to provide personal information when using our website or communicating orally or in writing with our personnel, including volunteers, then you can be assured that it will be used only in accordance with this privacy policy and in line with the provisions of the General Data Protection Regulations 2016.
Information We Collect About You
West Dunbartonshire CVS collects information about you and/or your organisation in order to administer our relationship with you and allow us to contact you regarding WDCVS activities and related purposes. The information collected is likely to include your name, address, telephone number and e-mail address. We may also require information regarding any accessibility requirements you have. If you are involved in networks, focus groups, consultations, events etc, your opinion, feedback and comments may be collected by us.
Using the Information We Hold
West Dunbartonshire CVS collects and holds personal information about you for the following purposes:
- To keep you informed about our work and issues relating to the volunteering and third sector agenda locally including resource opportunities, events and training courses
- To offer you the opportunity to be involved in policy work, campaigns and research
- To send you information about third parties which we think you may find beneficial
- To improve the services we provide to you
Marketing and Sharing
West Dunbartonshire CVS will not sell, distribute or lease personal information to third parties unless we have your written permission or are required by law to do so. Sub-contractors may have access to personal data while maintaining our IT systems, conducting business on our behalf through a partnership or contract agreement, but are bound by the same conditions.
West Dunbartonshire CVS seeks to ensure that information published on our website is up to date and accurate. However, the information on the website does not constitute legal or professional advice and West Dunbartonshire CVS cannot accept liability for actions arising from its use. West Dunbartonshire CVS cannot be held responsible for the contents of any pages referenced by an external link. Any personal data collected through our website will be treated as confidential and in line with the principles of the General Data Protection Regulations 2016.
We will not, without your consent, supply your name and address to any third party except where:
(1) such a transfer is a necessary part of the activities that we undertake, or
(2) we are required to do so by the operation of the law.
Access to your Information and Correction
As an individual, you have a right under the General Data Protection Regulations 2016 to obtain information from us, including a description of the data that we hold on you. Upon such a written request, West Dunbartonshire CVS will provide you with a description of the personal data held about you, the purposes for which the data is or will be processed and to whom the information is disclosed. We will not comply with the request if we cannot do so without disclosing information relating to another individual who can be identified from that information. West Dunbartonshire CVS will respond to a subject access request promptly and within 20 calendar days of receiving it.
Should your details change you should notify us as soon as possible in order that we may update your information accordingly. This can be done by e-mailing West Dunbartonshire CVS at info@wdcvs.com or contacting us by phone on 0141 941 0886 or by postal mail to:
West Dunbartonshire CVS, Arcadia Business Centre, Miller Lane, Clydebank, G81 1UJ
Should you have any queries concerning this right, please contact our Chief Officer.
Security of your Information
West Dunbartonshire CVS is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put into place physical, electronic and managerial procedures to safeguard and secure information we collect from you.
- Physical Controls
All confidential hard copy filing is locked in storage cabinets with limited access.
- Electronic Controls
All accounts are password protected accounts. No information containing personally identifiable information is saved to the hard drives of desktop PCs. Authorised West Dunbartonshire CVS users are able to access their accounts remotely therefore removing the need for information to be saved to removable media or local hard drives. Authorisation to write to removable media is restricted. It is the West Dunbartonshire CVS policy that personal information must not be copied to removable media. Any breaches to this policy would lead to severe disciplinary action.
The WDCVS website and MILO contact database are hosted via the internet and accounts are password protected. Shared computers for volunteer and partner usage have restricted access and cannot access personal information collected by West Dunbartonshire CVS.
It should be noted that the WDCVS e-mail system is not encrypted and anyone sending personally identifiable information via e-mail should be aware of this.
Managerial Controls
West Dunbartonshire CVS staff and volunteers are made aware of the General Data Protection Regulations 2016 and policies and procedures of the organisation at induction.
Cookies
When users enter the WDCVS website their computers will automatically be issued with ‘cookies’. Cookies are text files which identify users’ computers to the WDCVS server. The website then creates “session” cookies to store some of the preferences of users moving around the website, e.g. retaining a text-only preference. Cookies in themselves do not identify individual users but identify only the computer used and they are deleted on departure from the website. Many websites do this to track traffic flows, whenever users visit those websites.
The website uses third-party cookies to measure use of the website including number of visitors, how frequently pages are viewed, and the city and country of origin of users. This helps to determine what is popular and can influence future content and development. For this purpose, West Dunbartonshire CVS uses Google Analytics to measure and analyse usage of the website. The information collected will include IP address, pages visited, browser type and operating system.
Users have the opportunity to set their web browsers to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time; the last of these means that certain personalised services cannot then be provided to that user.
Contact Database
As a condition of Scottish Government grant support, West Dunbartonshire CVS is required to use the MILO customer relationship database to record identifiable information of our members and contacts. The contact database is hosted by SCVO, a third party. The database is accessed by West Dunbartonshire CVS staff and nominated volunteers, with permissions also granted to SCVO for the purpose of maintenance and central data collation; all of whom are bound by GDPR 2016.
Website
Connections to the website are not encrypted. Information about members or partners and how to contact them published on our website is published with permission.
Other Websites
Our website contains links to other sites. Please be aware that West Dunbartonshire CVS is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by WDCVS.
Notice of Breach of Security
If a security breach causes an unauthorised intrusion to our system that materially affects the information we hold about you, we will notify you as soon as possible and later report what action we have taken in response.
Changes to our Privacy Policy
If changes are made to our privacy policy, we will post the updated privacy statement to the website and such other places we deem appropriate.
Contacting Us
If you have any questions or suggestions regarding our privacy policy, please contact us at:
E-mail: info@wdcvs.com
Telephone: 0141 941 0886
Post: West Dunbartonshire CVS, Arcadia Business Centre, Miller Lane
Clydebank, G81 1UJ
Website URL: http://www.wdcvs.com
