Privacy notice

Last updated: 29 May 2018

The Get Involved Hub is part of the First for Wellbeing CIC (FfW) providing services on behalf of Northamptonshire County Council (NCC). With new rules, as part of General Data Protection Regulations (GDPR) now in force, we want to remind all our users of our privacy policy and be even more transparent in how this affects you and the personal information you share with us.

We are committed to protecting the privacy of the personal information you share with us and the preferences you have given us regarding our marketing services. Being able to use your personal information and information about how you use our services helps us monitor, develop and enhance the services we provide for all users of The Get Involved Hub.

The Get Involved Hub is committed to protecting your personal information, while maintaining the trust and confidence of every one of our customers and this Privacy Notice provides detailed information on when and why we collect your personal information and how we use it.

Please note: Although it is not compulsory to provide all of the personal information listed below, should you choose not to do so, then we may not be able to provide you with the full range of services that the Get involved Hub has to offer.

What service is being provided?

We collect your information when you decide to interact with us. This would either be when you register as an individual, or if you wish to apply for one of the many volunteering opportunities published on the site.

All registrations for the Get Involved Hub are undertaken online via the website.

When you create an account (register) with The Get Involved Hub, it will enable you to do the following:

  • apply for volunteering opportunities with Northamptonshire County Council, First for Wellbeing or with third parties that are registered with and published on the site
  • manage and update your personal information
  • review your user history

You can register with us at any time by clicking on the ‘Register’ link on our homepage.

What information do we need from you?

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed. You may choose not to give us certain information, but this may limit the level of service we offer e.g. you will still be able to access the site, but you will not be able to register or apply for opportunities online.

Information we obtain directly from you

When you register and apply for opportunities with us online, we need to collect information from you in order to provide the service you are requesting. We may collect the following:

  • prefix and name
  • gender
  • email address
  • date of birth
  • contact phone number(s)
  • emergency contact details
  • access to a car
  • availability
  • reasons why you may want to volunteer
  • referees information
  • demographic information (optional and anonymised)

It is not compulsory to provide all of the personal information listed above, should you choose not to do so, we may not be able to provide you with the full range of services that the Get Involved Hub has to offer.

When visiting our website we may also collect the following information:

Automatically populated IP address: a public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.

Cookies: we use cookies to help make the experience of using our website better and to personalise the service you receive from us – this means we will remember your previous visits and track the pages on our website that you visit. For further information about cookies and how Northamptonshire County Council uses them, please read the FFW Cookie Policy.

Who will be using your personal data?

The Data Controller for the Get Involved Hub is First for Wellbeing until September 2018 when it will be Northamptonshire County Council.

The Data Protection Officer is the same for First for Wellbeing and Northamptonshire County Council and can be contacted at DPO@northamptonshire.gov.uk.

Please use this email address for all your Data Protection queries relating to The Get Involved Hub.

To enable us to offer the widest range of services available on the Get Involved Hub, we may have to share some of your personal information with other data processors such as 3rd party organisations who are registered with and publish their volunteering opportunities on the site.

What will it be used for and what gives us the right to ask for it and use it?

The information we hold on you will be used in a number of ways. These are to provide a service you have requested, offer you a personalized experience and understand your needs better, inform you of other related information you have asked for or to contact you if we need to obtain or provide additional information.

Specifically, we use the personal information we collect in the following ways:

  • To carry out our business and to provide a service or carry out a contract with you, namely:
    • to enable you to search and apply for volunteering opportunities and manage those opportunities accordingly
    • to enable us to contact you with important information relating to your account, such as confirming receipt of an application or changes that you have made to your personal information
    • to provide the best possible customer services and to help us with internal administration
    • to prevent or detect fraud or crime
    • to monitor and research service delivery using anonymised personal

Where we have your consent, the data you provide may be used in the following ways:

  • to send you further related information via email about volunteering
  • to share your details with 3rd Party organisations enabling you to apply for the widest range of volunteering opportunities available on the Get Involved Hub

Please note: Third party organisations will be required to confirmed compliance with GDPR legislation before being granted permission to promote their volunteering roles on the Get Involved Hub, but Northamptonshire County Council does not accept liability for any breaches of data protection regulation by such parties.

Where we have justifiable reason (including legal obligation and legitimate interest) the data may be used in the following ways:

  • to help us target our marketing communications and adverts so that they’re more relevant to you
  • to classify our audience into groups or segments (these segments help us to understand our audience better and ensure we’re sending relevant messages to each group)
  • to analyse and continually improve the services we offer on our website and other products
  • to undertake due diligence in managing inappropriate use of the website

If we wish to use your identifiable personal data we will seek your permission.

If we cannot use your data we would not be able to provide you with the full range of services that the Get Involved Hub has to offer.

Who else might we share your data with?

The Get Involved Hub will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent. We will ask for your consent to share personal information with volunteering organisations with whom you have expressed an interest in volunteering.  

Some of our service providers may have access to your data in order to perform services on our behalf – they will not use your data for anything other than the clearly defined purpose relating to the service without seeking your prior consent.

The Get involved Hub is not responsible for the privacy notices and practices of other websites even if accessed using links from The Get Involved Hub and recommends that you check the notices of each website you visit and contact its owner or Data Protection Officer if you have any concerns or questions.

Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

Anonymised and number based data may be shared with national organisations, other local authorities, other council services and partners.

Our use of your data will be subject to the following legal rights:

  • your right to be informed
  • your right to access your personal data
  • your right for us to rectify your personal data
  • your right to restrict our processing of your personal data

You will find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.   

If you have an online account with us, you can amend your personal details and email contact preferences at any time. Simply sign in on the website and access your account information by selecting ‘Edit Profile’ on your Dashboard.

Or, if you prefer, you can contact us by clicking on the 'Contact us' tab on the site.

If you would like to amend any of your information, you can access this from your online account and make any changes required. You can also request full details of personal information we hold about you under the The General Data Protection Regulation by contacting the Data Protection Officer as detailed below. Please send a description of the information you would like to see, together with proof of your identity to the email address listed.

At any time, you have the right to ask the Get Involved Hub to amend or stop how it uses your personal information. You can do this by contacting us via the contact details below.

You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using the contact details below.

If you would like us to remove the personal information we hold about you, please contact us using the below contact details.

Further information and contact details

Further information about GDPR please visit www.ico.org.uk

If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:

Postal address

Data Protection Officer
BI&PM
Northamptonshire County Council
One Angel Square
Northampton
NN1 1ED

Email

DPO@northamptonshire.gov.uk