This Privacy Statement sets out how we at BVSC process and protect the data which we hold on individuals. BVSC, the Centre for Voluntary Action, is a charity that supports voluntary action in Birmingham and surrounding areas by providing an environment where organisations and community groups can pursue their aims and thrive. Find out more about our purpose and what we do at https://www.bvsc.org/what-we-do. This Statement also covers our subsiduaries – BVSC Enterprises, BVSC Kickstart  and BVSC Management Services.

We will always make sure that your information is protected and treated securely. Any information that you give will be held in accordance with:

• EU General Data Protection Regulation (GDPR)
• Data Protection Act 2018

In particular we will ensure that data is processed according to the six principles in the GDPR and will:

• be processed fairly, lawfully and transparently;
• be collected and processed only for specified, explicit and legitimate purposes;
• be adequate, relevant and limited to what is necessary for the purposes for which it is processed;
• be accurate and kept up to date. Any inaccurate data must be deleted or rectified without delay;
• not be kept for longer than is necessary for the purposes for which it is processed; and
• be processed securely.
  
  

How we Collect and Use Your Information

a) Database

When you register with our database we will ask you for your consent to provide the following information:

• Name of organisation or of individual
• Name of contact
• Email address
• Phone number
• Postal address

We will use your personal information for the following reasons:

• to send you our newsletter where you have requested it;
• to send you information about training, our events, events in the Third Sector, where you have requested this;
• to respond to any queries you may have;
• to improve the quality of our service.

 

Every 3 years we will ask you if you want to stay on our database. If you don’t say yes, or if we don’t hear from you within 90 days, we will remove you from the database and delete or securely destroy all your records. You may also unsubscribe from the database at any time (see below) in which case we will delete or securely destroy all your personal records.

b)  Training Services

If you attend one of our training sessions we will collect your data for the purposes of managing your booking and in order to monitor, audit and improve our services because of our contract with you or because of legitimate interests in providing these services. We will keep your data for 12 months after the event which you have booked on to in case we need to contact you in relation to the booking or in case you have any complaint. We will only keep your data for longer than this if you sign up to our data base, as detailed above in section a).

c)    Payroll, HR, Finance and Consultancy Services

If you use our Payroll, HR, Finance or Consultancy Services we will collect personal data in relation to these services. If you are using our Payroll or HR Services this may include special data (listed under section b) above. We will process personal data because of our contract with you and because of our legitimate interests in providing these services. If we are processing special data, this will be because it is necessary for carrying out rights and obligations under employment law; for the establishment, exercise or defense of legal claims; or for the purposes of occupational medicine or for the assessment of an employee’s working capacity.

We will keep data in relation to Payroll, HR, Finance and Consultancy Services for up to 6 years after the services have been provided, so that we can respond to any queries or concerns which you may have.

d)   Applying to Work or Volunteer for Us

If you apply to work for us or to be a trustee or a volunteer we will only use the information you supply to process your application and to monitor recruitment statistics. We will collect this information because of our legitimate interests and also, if you are applying to be an employee, because if your application is successful we may enter into an employment contract with you. We may also collect special data on you (for example health data) but only where you consent to this or (in the case of an employee application) in order to carry out our obligations under employment law.

Where we want to disclose information to a third-party, for example where we want to take up a reference or carry out a Disclosure and Barring Service Check, we will not do so without informing applicants beforehand.

Personal Information about unsuccessful candidates will be held for 6 months after the recruitment exercise has been completed; it will then be destroyed or deleted. We retain anonymous statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

We will keep information on volunteers and trustees while they are volunteering for us and for a period of 1 year after this ends. A summary of their volunteering will be kept for a period of 2 years after their volunteering ends in case they ask us to provide a reference for them during this period.

e)  BrumEnergy

If you apply for an advice session from BrumEnergy we will collect your personal information for the purpose of providing home energy efficiency advice, and to monitor the service. We will process personal data because of our contract with you and because of our legitimate interests in providing these services.

We will keep this data for up to 3 years in order to be able to monitor the long term outcomes of the service.

Sharing your information

We may share your information with the following:

• Evaluators appointed to evaluate the projects
• Contractors/Consortium partners delivering services as part of the project
• Marketing and Communications (only with consent)

If we share your information with others we will always make sure that they have appropriate legally compliant systems in place to protect your data.

Retention and disposal of personal data

We will comply with our retention periods stated above under each separate data category, and according to our Retention Schedule.  

Security

We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption.

We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us.

Only authorised employees and contractors under strict controls will have access to your personal information.

We make sure that our data security systems are robust and are reguarly reviewed so that your data is secure.

Information about people who use our website

Please note that this statement does not cover links within this website to other websites.

When you browse through the information on this website, it does not store or capture your personal information. We do log your IP address (as it is automatically recognised by the web server) but this is only so you can download this website onto your device rather than for any tracking purpose; it is not used for any other purpose.

We will only collect personal information provided by you, such as:

• feedback from surveys and online forms
• email addresses
• preferred means of communication.

Cookies

Please be aware that some systems on our website require the use of cookies, but we will always state if this is the case. We will never collect and store information about you without your permission.

Find out more about our use of Cookies https://www.bvsc.org/cookies/policy

Your rights

Unsubscribing from our services

If you want to unsubscribe from our database services at any time, please click on the “unsubscribe” link at the bottom of any newsletter or other email notice from us or alternatively contact [email protected].  If you wish to be removed from our database entirely contact [email protected] and you will be removed from the database.

Withdrawing Consent

If you want to withdraw your consent to our processing your data in connection with our service user programmes, please contact [email protected] or sent by post to: BVSC, Latham House, 33-34 Paradise Street, Birmingham B1 2AJ.

Your right to access information about you

If you think we may hold personal data relating to you and want to see it please write to [email protected] or send by post to: BVSC, Latham House, 33-34 Paradise Street, Birmingham B1 2AJ.

Correcting or deleting your personal data

If you know that we are holding your personal data and believe that it may be wrong, or if you want it to be deleted or for us to stop using it, you have a right to request that it can be deleted or amended.

Please make your objection in writing to [email protected] or send it by post to BVSC, Latham House, 33-34 Paradise Street, Birmingham B1 2AJ.

Complaints about how we look after or use your information

If you have any concerns about how we process your data, please contact our Data Protection Officer at BVSC, Latham House, 33-34 Paradise Street, Birmingham B1 2AJ.  You also have the right to complain to the Information Commissioner. You can do so by calling 0303 123 1113 or online at www.ico.org.uk/concerns.