Nottinghamshire YMCA takes data protection and the privacy of our visitors very seriously, and it is important to us that all interaction with users is fully compliant with the General Data Protection Regulations (GDPR) laws. The data controller for this website is: Nottinghamshire YMCA, NVAC, 7 Mansfield Road, Nottingham, NG1 3FB.
How we use your information
Nottinghamshire YMCA collects personal information online/via electronic communication for the following areas:
- Visitors to our websites
- Service users: (e.g. subscribe to our newsletter, sign up to a service or request a publication from us etc.)
- Job/volunteer applicants
- Current/former employees
- Users of our charity apps
- Online forms: Information you provide by filling in forms on our website at www.nottsymca.comonly. (Typically, this may include your name, organisation’s name, your position, email address, business address and contact telephone number.) We may also ask you for information when you report a problem with our site.
- Contact: If you contact us, we may keep a record of that correspondence.
- Surveys: We may ask you to complete surveys using a third party platform (e.g. SurveyMonkey) that we use for research purposes, although you do not have to complete them.
- Analytic data: Details of your visits to our site including, but not limited to, web server statistics, traffic data, location data and details of the web pages and resources that you access.
Whilst we use third parties to produce materials/provide services directly to us, these third parties cannot and do not access any information about our service users. We may disclose your personal information to third parties in a very limited number of circumstances:
- Where we engage the business services of a third party to provide services directly. For example:
- Harlands processes payments for YMCA Gym members.
- My Play Service/MagicBooking processes payments and stores personal details for service users of term-time YMCA Childcare.
- We may use a mailing house to email promotional materials such as our email newsletter. Rest assured that any third parties are strictly prohibited from using your personal data for any other purposes.
- In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
When someone visits nottsymca.com, Google Analytics, Google Adgrants. Google Search Console and other analytics apps may be used to collect standard internet log information and details of visitor behaviour patterns. We do this to find out the number of website visitors to pages so we can improve the site for your needs. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website without telling you first. We will make it clear when we are going to collect personal information and will explain what we intend to do with it.
Our website search is powered by Google. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Nottinghamshire YMCA nor any third party and will not be unless we tell you first.
Nottinghamshire YMCA uses a database called Salesforce – alongside the company’s Marketing app called Pardot – to store, profile and evaluate data to ensure we can deliver the best services for you. We promise to only keep essential information that is necessary for the services/Marketing to which you have consented, and we will take measures to safely delete any personal data that is no longer relevant to our relationship with you. If you do not want us to use your data in this way, please contact us.
The analytics mentioned above are gathered using cookies. They can also be used by us when website users are making purchases to remember login and item details. Cookies are never used to store payment details for further use.
As well as our internal methods, we use a third party providers, The Rocket Science group (using MailChimp) and Pardot (Salesforce) to deliver our e-newsletters as well as other communications. We gather statistics based on email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-communications. For more information, please see the mailchimp privacy notice or contact our Marketing team on email@example.com. For those people who register for our newsletter via our websites, we may use Mailmunch to store the data that they provide relating to subscriptions to our mailing lists. For more information, please see the mailmunch privacy notice.
Emails sent to us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with organisational policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law. We use return email addresses to answer the messages we receive. Such addresses are not used for any other purpose and are not shared with outside parties unless directly relevant to your service.
Nottinghamshire YMCA employment
When individuals apply to work at Nottinghamshire YMCA, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a “disclosure” from the Disclosure and Barring Service, we will not do so without informing the individual(s) beforehand unless the disclosure is required by law. Personal information about unsuccessful candidates will be held for 6 months after the recruitment exercise has been completed. It will then be deleted securely. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data. Once a person has taken up employment with Nottinghamshire YMCA, we will create a personnel file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Nottinghamshire YMCA has ended, we will retain the file in accordance with our HR policies and then it will be securely deleted.
Complaints or queries
Nottinghamshire YMCA endeavours to meet the highest standards in everything that we do especially when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Nottinghamshire YMCA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed for a particular aspect or service. Any requests for this should be sent to the address below.
Access to personal information
Nottinghamshire YMCA aims to be as open as it can be in terms of giving people access to their personal information. You can find out if we hold any of your personal information by making a “Subject Access Request” under the Data Protection Act 1998. If we do hold information about you we will:
- Give you a description of it
- Tell you why we are holding it
- Let you have a copy of the information in an appropriate format
To make a request to Nottinghamshire YMCA for any personal information we may hold relating to you, you will need to put the request in writing addressing it to our Data Protection Manager. To help you to do this, the ICO offers guidance on submitting these requests. Foloowinf this guidance will speed up your request. Please find this guidance by clicking here. If we do hold information about you, you can ask us to remove (or correct any mistakes in) this information by, once again, contacting the Data Protection Manager. In accordance with the data Protection Act 2018, we may contact you regarding your Subject Access Request to verify who you are and/or obtain more details about the information you need. Once this has been done, we have 30 days to deliver this information to you. If you would like to be emailed this information, rather than a paper copy, we may be able to speed up this delivery time. However, this is on a case by case basis and depends on the amount of work involved in collating (and printing if needed) the information relating to your Subject Access Request.
Data Protection Manager,Nottinghamshire YMCA, c/o NVAC, 7 Mansfield Road Nottingham, NG1 3FB or firstname.lastname@example.org
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