This policy outlines what data we collect, how we may use it and how we keep your data safe.
‘We’ or ‘us’ means Community Planning Alliance (CPA).
This policy will change from time to time, as we keep up-to-date with legislation and regulation and to remain aligned with any relevant changes in our programmes and operations. If material changes are made, we will notify you by placing a prominent notice on our website. You can keep up to date by visiting this page.
GETTING IN TOUCH
You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. You also have the right to ask us to delete any personal information we hold about you. In some cases, we may not be permitted by law to delete data. In these cases, we will ensure that you are removed from future communications and processing. We are committed to ensuring you receive only those communications you choose.
You can access your personal data held by us or request to receive your information in part, or its entirety, in digital format.
WHY AND HOW WE COLLECT YOUR DATA - WHEN YOU GIVE IT TO US DIRECTLY
The vast majority of personal data we hold is given to us directly by our groups and supporters in the course of them interacting with us by email, via our website, social media or fundraising activities. This could be by filling in the form that we use to add groups to the CPA map, or by direct personal contacts, or it could be via our website www.communityplanningalliance.org
WHY AND HOW WE COLLECT YOUR DATA - WHEN WE ARE WORKING WITH A THIRD PARTY
We work with a number of third party service providers who support us in areas such as the collection and processing of card payments for donations; and in our marketing and communication activities. The privacy policies of any third parties that we work with can be found on their websites.
WHY AND HOW WE COLLECT YOUR DATA - WHEN YOUR INFORMATION IS AVAILABLE PUBLICLY
We may combine information that we already have about you with information available publicly, such as the data you provide through social media (Facebook, Twitter or YouTube for example), in order to provide a better service. We have a Facebook group and a Facebook page, but we do not hold any personal data other than that which is already provided to Facebook by users. Similarly, we have a Twitter account, but we do not hold any data relating to those individuals or groups that we interact with.
You can opt out of your data being used by us in any of the above-mentioned ways at any time by contacting us at firstname.lastname@example.org, and you can view our Social Media and Communications Policy by request.
WHAT DATA WE COLLECT
Personal information is any data that can be used to identify you. It can include, but is not limited to, any of the data listed below.
Data protection law recognises that there are sensitive categories of personal information, such as health information, racial or ethnic origin, or religious beliefs or other beliefs. We would only collect sensitive personal information where there is a clear need to do so such as health information to enable participation in an event. Before we collect any sensitive personal information, we will make it clear what information we are collecting and the purpose we are collecting it for.
Information we collect from you directly or from third parties with whom we work, may include:
- email address
- telephone number
- contact preferences
- information required to process and collect donations
- date of birth and/or age (only if relevant)
We may also collect and process information about your interactions with us, including details about our contacts with you through email, on the phone or in person. This might include the date, time, and method of contact, details about donations you make to us, events or activities that you register for or attend, or any request for support.
We may also collect and record other relevant information you share with us about yourself, such as your interests or your affiliations with other community or campaign groups, charities, your local Council or Planning Team.
We are committed to protecting the privacy of children and young people. At present we do not involve under 18’s in our activities and do not hold their data. Where necessary we will obtain the consent of a parent or guardian to collect and use personal data of children.
HOW WE USE YOUR DATA
Campaigning for a better planning system is something we cannot do without the help of people who share our passion. Running campaigns, raising funds, and involving as wide a range of people as we can in our activities is hugely important to us.
We try to offer diverse ways for people to support us and get involved with our campaigns, and use a range of channels to suit supporter preferences, such as our website and email. We may create profiles and database segmentation to ensure communications are relevant and timely and to provide the best possible experience for our supporters. We will always ensure we have your consent before contacting you by email for marketing purposes.
Under the General Data Protection Regulation (GDPR) the law allows personal data to be legally collected and used by an organisation if it is necessary for a legitimate business interest of the organisation – as long as its use is fair and balanced and does not unduly impact the rights of the individual concerned.
If you feel you would like to reduce the amount of contact you receive from us, or you would like to be deleted from our database, simply contact us by emailing email@example.com
DATA SHARING WITH THIRD PARTIES
We do not share, sell or swap your information with other organisations for their own marketing purposes.
There are a number of legitimate situations where we may share your information with third parties whom we have contracted to fulfil specific services for us. This will include organisations such as Mailchimp who may help manage our email lists and who will send out materials on our behalf, and others mentioned above. In all of these situations we will enter into a clear online data protocol as set out in their terms of service, to ensure that those organisations can only use the data provided for the specific purposes we have directed, and that they have in place strict security requirements in order to protect your personal information.
We may disclose your personal information if we are requested or required to do so by a regulator or law enforcement, or to enforce or apply our rights (including in relation to our website or other applicable terms and conditions), or to protect CPA (such as in cases of suspected fraud or defamation), or to comply with any other applicable legal obligation.
KEEPING YOUR PERSONAL DATA SAFE
We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date.
Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website or by email, so any transmission is at the user’s own risk. However, any payment card details (such as credit or debit cards) we receive on our website are passed securely to our payment processing provider according to the Payment Card Industry Security Standards.
HOW LONG WE WILL KEEP YOUR DATA
We remove personal data from our systems as soon as we no longer require it, or when you request that we delete it. The length of time each category of data will be retained will vary depending on how long we need to process it, the reason it is collected, and in line with any statutory requirements.
After this point the data will either be deleted or rendered anonymous.
SOME OF THE REASONS WHY WE MAY CONTACT YOU
- To notify you of opportunities to get involved in our work (e.g. attending webinars or events)
- To ask you to support a campaign (e.g. signing a petition or lobbying your MP)
- To ask you for a donation to help support our work
- To update you on our work through email newsletters
- To invite you to participate in fundraising events
- To put you in touch with other local volunteer campaign groups
If at any time you wish to change the information you receive from us, or how you are contacted, you can let us know by emailing firstname.lastname@example.org
- the areas of the website you visit
- the amount of time you spend on the site
- whether you are new to the site, or have visited it before
- the geographical area associated with your IP address
- how you came to our website – for example, through an email link or a search engine
- the type of device and browser you use
- any error messages that you receive on the site.
You can set your browser to refuse all or some browser cookies. However, please note that disabling or refusing cookies could mean that some parts of this website may become inaccessible or not function properly.
We work with third parties who may also set cookies on our website, for example Twitter, Facebook, Google etc., which we use to monitor how visitors use our website. These third-party suppliers are responsible for the cookies they set on your device. For further information please visit the website of the relevant third party.
HOW TO COMPLAIN
If you have any complaints about our use of your personal information you can make a complaint to us at email@example.com
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO website can be found at https://www.ico.org.uk
This page was last updated in January 2022