Voscur Privacy and Cookie Policy
Last Updated: 20/08/2018
Introduction
This privacy and cookie policy (“Policy”) describes how Voscur (“Company,” “we,” and “our”) collects, uses and shares
personal data when using our services, including this website www.voscur.org (the “Site”). Please read the following
information carefully to understand our views and practices regarding your personal data and how we will treat it.
By using our services you agree to Voscur using your data in accordance with the information outlined below. At the
point of entry you agree that all data you provide on behalf of yourself or an organisation is accurate to the best of
your knowledge.
Purposes of Processing
What data do we collect?
Voscur collects detailed information about organisations and individuals that provide and/or have links with
charitable services within Bristol and the South West. If you provide us with information about other people or
organisations, it is your responsibility to obtain their consent regarding us storing and processing their information
in accordance with this policy. Voscur relies on users to say if information is incorrect or out of date and if any
alterations need to be made. If you do not want us to process your information and use it as detailed in this policy,
you can remove or alter your permissions at any time, as described below.
What is personal data?
Some information we collect about you is personal data. As used in this Policy, “personal data” is as defined in
the General Data Protection Regulation 2018, Data Protection act 2018 and any successor legislation. Personal data
includes any information which, either alone or in combination with other information we hold about you, identifies
you as an individual. This includes, your name, postal address, email address and telephone number.
Why do we need your personal data?
We will only process your personal data in accordance with applicable data protection and privacy laws. We need
certain personal data in order to provide you with access to our Site and our Services. If you create a profile or
register with us, you will be asked to give your consent and agree to provide this information to us. Some of our
services require you to provide information in this way. This consent provides us with the legal basis we require
under the applicable laws to process your data. You maintain the right to withdraw such consent at any time. If you
do not agree to our use of your personal data in line with this Policy, please do not use our Site and Services.
This information helps Voscur to:
Collecting Your Personal Data
Provide users with advice and support, including news, information and opportunities;
- Enhance and improve the services provided;
- Provide users with information about activities, plans, events, training and opportunities offered by Voscur
and the sector which might be of use or interest;
- Analyze who accesses our services, where improvements can be made and any trends which might occur –
for monitoring and future planning purposes.
Collecting Your Personal Data
On providing us with information, you will be asked to give your consent to us processing your data in ways stated
within this privacy policy. If you do not consent to your data being processed in this way, we may be unable to
provide the support requested. Users have the right to change their permissions at any point and Voscur wants this
to be as easy as possible. To change permissions and what you are consenting to, please do this here (this link
requires you to be logged in). If you wish to unsubscribe from a mailing, bulletin or newsletter you can click the
unsubscribe button at the bottom of the email.
Information You Give Us.
This includes personal data:
You provide when you register to use our Site, our services or speak to a Voscur member of staff, volunteer,
associate or partner. This information includes your name, email address, telephone number, and
organisation. In some cases you will be asked to provide your postal address, create a username, password
and possibly provide demographic information (such as your gender or title);
- That may be contained in a video, photograph, comment, a job or volunteering opportunity, news article,
or other content or submission you post to our website, send via email or social media, or that you ask a
Voscur member of staff to do so on your behalf;
- That may be contained in a video, photograph or other media, taken by a Voscur member of staff, for
example at one of our events (this will only ever be shared with your consent);
- You provide when signing up to an event or training, such as your name, contact details, and organisation;
- You provide when you ask for support on our Site, over the phone, or directly with a Voscur member of
staff;
- You provide when you sign up to our newsletter through our Site; and
- You provide when you correspond with us by phone, email or otherwise.
- Information from Social Networking Sites
Our Site includes interfaces that allow you to connect with social networking sites (each a “SNS”). We post contenton Twitter, LinkedIn, YouTube and Facebook, and advise you check their privacy policies (which can be found using
the above links). If you connect to a SNS through our Site or other Services, you authorize us to access, use and
store the information that you agreed the SNS could provide to us based on your settings on that SNS. We will
access, use and store that information in accordance with this Policy. You can revoke our access to the information
you provide in this way at any time by amending the appropriate settings from within your account settings on the
applicable SNS.
We use several programs such as dlvr.it and social jukebox to monitor our SNS activity (privacy policies through the
links attached). By interacting with us on the SNS listed in the paragraph above you are agreeing to your social
media account details being logged by these programs. They allow us to monitor individuals interacting with us and
we use this information to improve our services.
Information We Get from Others.
We may also get information about you from other sources, for example, if you have agreed to share information
with one of our partners or commissioners. We may add this to information to our internal CRM database system.
When using these channels to communicate with Voscur, it is the user’s responsibility to read and agree to the other
relevant organisation’s privacy policy.
Information Automatically Collected.
Using Google Analytics, we automatically log information about you and your computer or mobile device when you
access our Site. For example, when visiting our Site, we may log your computer or mobile device operating system
name and version, manufacturer and model, browser type, browser language, pages you viewed on our site, how
long you spent on a page, access times and information about your use of and actions on our Site.
Cookies
What are cookies?
We collect information using Cookies. Cookies are small data files stored on the hard drive of your computer or
mobile device by a website. We use both session cookies (which expire once you close your web browser) and
persistent cookies (which stay on your computer or mobile device until you delete them) to provide you with a more
personal and interactive experience on our Site.
Cookies we use
We use two broad categories of cookies; first party cookies, served directly by us to your computer or mobile device,
which are used only by us to recognize your computer or mobile device when it revisits our Site; and third party
cookies, which are served by service providers on our Site, and can be used by such service providers to recognize
your computer or mobile device when it visits other websites. Some of these cookies are essential to ensure our site
works as expected. Others are non-essential cookies which anonymously track visitors to enhance your experience of
our Site. You are able to disable these cookies (instructions below), but some features of our site may then be
unavailable.
Our Site uses the following types of cookies for the purposes set out below:
TYPE OF
COOKIE
Essential Cookies
PURPOSE
These cookies are essential to provide you with services available through our Site and to enable you to use some of its features. For example, they allow you to carry out tasks and log into secure areas of our Site and help the content of the pages you request load quickly. Without these cookies, you will not be able to use some features of our Site.
Functionality Cookies
These cookies allow our Site to remember choices you make when you use our Site, for example remembering your language preferences or login details. The purpose of
these cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you visit our Site.
Analytics and Performance Cookies
These cookies are used to collect information about traffic to our Site and how users interact
with our Site. This information does not identify any individual visitor, it is aggregated and anonymous. It includes the number of visitors to our Site, the websites that referred them to our Site, the pages they visited on our Site, what time of day they visited our Site, whether they have visited our Site before, and other similar information. We use this information to
help operate our Site and Services more efficiently, to gather broad demographic information and to monitor the level of activity on our Site. We use Google Analytics to monitor this website activity and improve our services. You can find out more about how Google protects your data here. You also have the right to object to Google Analytics processing your data and prevent the use by downloading this browser plugin.
Social Media Cookies
These cookies are used when you share information using a social media sharing button or “like” button on our Site or you link your account or engage with our content on or through a social networking website such as Facebook, Twitter or LinkedIn. The social network will record that you have done this.
Disabling cookies
You can remove or reject cookies via your browser settings. In order to do this, follow the instructions provided by
your browser (usually located within the “settings,” “help” “tools” or “edit” facility). Many browsers are set to
automatically accept cookies until you change your settings.
Further information about cookies, including how to see what cookies have been set on your computer or mobile
device and how to manage and delete them, visit www.allaboutcookies.org and www.youronlinechoices.com.
If you do not accept our cookies, you may experience some inconvenience in your use of our Site. For example, we
may not be able to recognize your computer or mobile device and you may need to log in every time you visit our
Site
Pixel Tags
We may use pixel tags (which are also known as web beacons and clear GIFs) to track mail openings of users who
are signed up to receive information via email. Unlike cookies, which are stored on the hard drive of your computer
or mobile device by a website, pixel tags are embedded invisibly on webpages. The information we collect using
pixel tags is not linked to our users’ personal data.
Using Your Personal Data
We may use your personal data as follows:
To operate, maintain, and improve our Site, products, and services;
- To manage your account, including communicating with you about your account, if you have an account on
our Site;
- To respond to your comments and questions and to provide customer service;
- To send information including technical notices, updates, security alerts, and support and administrative
messages;
- With your consent, to send you promotional emails about upcoming activities and other news, including
information about products and services offered by us and our partners. You may opt-out of receiving such
information at any time – such emails tell you how to “opt-out”;
- To send you administrative information regarding your account with us, training you have signed up to, and
other correspondence regarding our business dealings with you;
- With your consent, to link you with other organisations for the benefit of your organisation;
- To link or combine user information with other personal data;
- As we believe necessary or appropriate to comply with applicable laws, lawful requests and legal process,
including to respond to requests from public and government authorities, to enforce our Policy, and to
protect our rights, privacy, safety or property, and/or that of you or others;
- To analyse our impact and how well we are reaching our aims;
- As described in the “Sharing of your Personal Data” section below.
Sharing Your Personal Data
We may use your personal data as follows:
- We may share your personal data with third parties where you have provided your consent for us to do so;
- We may share your personal data with our third party service providers who provide services such as
payment processing, information technology and related infrastructure provision. These third parties
are Microsoft (who provide our email and office systems, supported by Third Sector Systems), Circle
interactive, Survey Monkey and QuickBooks (privacy policies can be found by clicking the links). They are
only permitted to use your personal data to the extent necessary to enable them to provide their services
to us and are required to follow our express instructions and to comply with appropriate security measures
to protect your personal data;
- When we are required to share your data with third parties on the basis that we are jointly undertaking or
being commissioned to fulfil a contract with them. In many cases this information is anonymized, however
when individuals are identifiable we will tell them prior to providing us with their data or we will seek explicit
permission before sharing with third parties;
- If and when we sell or transfer of all or a part of our business or assets. These deals can include any merger,
financing, acquisition, or bankruptcy transaction or proceeding;
- We may share personal data as we believe necessary or appropriate to comply with applicable laws; to
comply with lawful requests and legal process, including to respond to requests from public and
government authorities to meet national security or law enforcement requirements; to enforce our Policy
and to protect our rights, privacy, safety or property, and/or that of you or others
Anonymous Data
When we use the term “anonymous data,” we are referring to data and information that does not permit you to be
identified or identifiable, either alone or when combined with any other information available to a third party.
We may create anonymous data from the personal data we receive about you and other individuals whose personal
data we collect. Anonymous data might include analytics information and information collected by us using
cookies. We make personal data into anonymous data by excluding information (such as your name) that makes the
data personally identifiable to you.
Third Party Sites
Our Site and services may contain links to third party websites and features. This Policy does not cover the privacy
practices of such third parties. These third parties have their own privacy policies and we do not accept any
responsibility or liability for their websites, features or policies. We recommend you read their privacy policies before
submitting any data to them.
User-Generated Content
You may share personal data with us when you submit user generated content to our Site, such as comment on a
news article or post a message on our noticeboard. Please note that any information you post or disclose on our
Site in this way will become public information, and will be available to other users of our Site and to the general
public. We urge you to be very careful when deciding to disclose your personal data, or any other information, on
our Site in this way. Such personal data and other information will not be private or confidential once it is published
on our Site.
Feedback
If you provide feedback to us, about our Site or services, we may use and disclose such feedback, without your
personal data attached, on our Site.
Location and accessibility of data
Information is stored on our secure servers in the UK and we have implemented the appropriate measures to
protect it from improper access, destruction, tampering and loss. Data held by Voscur is accessible to all our staff
members and contractors so that we can provide thorough and personalised support. Voscur has an internal data
protection policy which requires staff and contractors to not share information outside of Voscur unless required to
do so by law.
Security
We seek to use reasonable organizational, technical and administrative measures to protect personal data within our
organisation. You are responsible for keeping your password for this site safe and secure. If you have reason to
believe that your interaction with us is no longer secure (for example, if you feel that the security of any account you
might have with us has been compromised), please immediately notify us of the problem using our contact details
found at the top of this page.
Data retention
We will only retain your personal data for a maximum of 36 months after your last interaction with our site, access to
services or other contact with Voscur, unless a longer retention period is required or permitted by law (for example
for regulatory purposes). However, it is common for service contracts to require data relating to their delivery to be
retained by the provider for a number of years after the contract has been completed. Therefore Voscur may retain
some information for archival purposes and historical analysis for more than 36 months in order to comply with such
requirements.
Accuracy of advice
Advice is given to the best of Voscur’s knowledge, however, it should not be taken as a substitute for relevant legal
advice and users of our services should always check any advice and information provided for themselves and/or
with other advisors whenever relevant. Voscur cannot be responsible for inaccuracies provided. This applies to
information provided via the site regardless of the method or format of communication, including from a web page,
email, the support inquiry service, or other methods.
This website, information and resources contained in it are, unless explicitly stated otherwise, protected by
intellectual property rights and either belong to or are licensed to Voscur to use or are shared and attributed
accordingly. This includes, but is not limited to, the design, layout, graphics, documents, and information on the
website.
You may print, download or link to information provided by Voscur for non-commercial or individual use as long as
materials are not modified and Voscur is acknowledged as the source, preventing any damage to Voscur’s
reputation, and that association is not inferred where none exists.
Our Policy on Children
Our Site and Services are not directed to individuals under 16, and as such individuals under 16 should not submit
information to our site or otherwise use our site and services. If a parent or guardian becomes aware that their child
has provided us with information without their consent, they should contact us and we will delete any information
from our files as soon as is reasonably practicable.
Sensitive Personal Data
In some instances we may request sensitive personal data from you. This is to monitor our Site and services and
ensure they are accessible to all demographics. Sensitive personal data includes information related to racial or
ethnic origin, political opinions, religion or other beliefs, health, and criminal background (not gender, sexuality,
ability/disability etc?). Providing sensitive personal data is never a requirement to use our Site or services, and by
providing us with this information you are consenting to us utilising it in accordance with this policy. If you do not
consent to our processing and use of such sensitive personal data, you must not submit such information to our Site
or services.
Your Rights
Object
You have the right to object to any processing of your data at any time.
Opt-out
You may contact us anytime to opt-out of:
- Direct marketing communications;
- Automated decision-making and/or profiling;
- Our collection of your sensitive personal data; and
- Any other processing we undertake.
Access
You may access the information we hold about you at any time via your profile/account or by contacting us directly
using the contact details at the bottom of this page.
Amend
You can contact us to update or correct any inaccuracies in your personal data, or do so yourself through your
profile/account. We remind users to review and correct information on an annual basis, and it is their responsibility
to maintain the accuracy of information we hold about them or tell us of any issues. We are not liable for any
damages caused by information you get from our site or any connections made to it.
Move
Your personal data is portable, and you have the right and flexibility to move your data to another service provider if
you wish. To do this please contact us, stating what information you would like to transport and who to.
Erase and forget
You have the right to request we erase any information you no longer want us to hold. This erasure will mean you
may no longer able to access our services and may impact your use of our Site.
If you wish to exercise any of the rights detailed above, please take the required action yourself via your
profile/account/dashboard or contact us using the details in the “contact us” section below. In your request, please
make clear the following:
- What personal data is concerned;
- Which of the above rights you would like to enforce.
We may need to verify your identity before implementing your request and will try to comply with your request
within 30 days of your request. If you wish to enforce any of your rights listed above, please contact us
at info@voscur.org. Please note that we may need to retain certain information for recordkeeping purposes and/or
to complete any transactions that you began prior to requesting such change or deletion. We reserve the right to
withhold releasing information if in doing so it makes detecting crime more difficult or relates to national security.
Complaints
We are committed to resolve any complaints about our collection or use of your personal data. If you would like to
make a complaint regarding this Policy or our practices in relation to your personal data, please contact us using the
details below. Our customer charter gives further details on our complaints procedure. We will respond to your
complaint within 30 days, and within accordance with our complaints procedure. We hope to resolve any complaint
brought to our attention, however if you feel that your complaint (about our use of your data) has not been
adequately resolved, you have the right to contact the Information Commissioner’s Office.
Contact Us
We welcome your comments or questions about this Policy.
You may contact us at:
Address: Royal Oak House, Royal Oak Avenue, Bristol, BS1 4GB
Email: info@voscur.org
Telephone: 0117 909 9949
