Privacy Policy

Who we are

We are an informal group of volunteers in Ringwood and its environs who have decided to club together to help others during the Coronavirus outbreak.

Our website address is: https://www.ringwood-coronavirus.org.uk.

We are incorporated as Ringwood Coronavirus Assistance Ltd., a company limited by guarantee without share capital registered in England and Wales, company number 12547798.

What personal data we collect and why we collect it

We only ever collect the minimum of personal data required to process your request for assistance, your offer to volunteer, or to meet any legal requirements placed on us. 

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

If you decide to utilise our assistance or decide to volunteer, we use web contact forms to capture your contact data and store it in our internal databases. We will only use the data for the purposes of arranging your assistance or for managing your voluntary activities for us, or for associated purposes e.g. meeting legal requirements. We will not use it for any other purpose without your express permission.  

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Details passed to our telephone handlers or by email

If you pass any of your personal details to us by telephone or by email to request assistance or for administrative purposes, we will store those details in our internal databases.  We will only every store the minimum of information necessary to manage your request for assistance or to process your administrative request.

Who we share your data with

This site is managed on our behalf by https://www.ionos.co.uk/.

We use http://www.mailchimp.com/ to manage our mailing lists.

We use http://www.tamartelecommunications.co.uk/ to manage our phone system.

We use https://squareup.com/gb/en to allow us to take credit and debit card payments. 

Acconomy Ltd. are assisting us with our accounts.

In all cases we will only share the absolute minimum of your personal data with these organisations consistent with managing volunteers, managing requests for assistance, the specific purpose that we use these organisations for, and any other legal requirements.  These third party organisations do not have permission to use your data for other purposes.

From time to time we might ask volunteers if they are happy to have their personal details passed to other voluntary organisations for the purposes of volunteering for them.  We will always request your specific permission for this, identifying the organisation that we are passing your details to.

How long we retain your data

Except where there is a specific legal requirement, we will delete all information held within 7 years from the date it was created.  We will usually delete data well within 7 years, where we have no need to retain that data any longer.

What rights you have over your data

If you have provided your details on this site, have an account, have left comments, or have passed your details to us by telephone or email, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we correct or erase any personal data we hold about you. This does not include any data we are obliged by law to keep, which is subject to the relevant legal requirements.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Your contact information

Please contact gdpr@ringwood-coronavirus.org.uk in the first instance for all requests regarding personal data and GDPR, or contact by phone on 01425 542031.

Additional information

How we protect your data

We use off the shelf software and industry standard encryption to protect your data. Our website is managed by a hosting organisation that provides similar services to many other organisations and companies.  We also use other organisations to provide services to us to assist with our administration (e.g. email, card payment processing, accountancy services) – we always use providers that provide similar services to many other organisations and companies and thus have robust privacy policies and systems in place.  These organisations are listed in the “who we share your data with” section above.

What data breach procedures we have in place

Please contact gdpr@ringwood-coronavirus.org.uk in the first instance.

What third parties we receive data from

Ringwood Foodbank share personal data with us to allow us to deliver food to people in need.  This is kept to an absolute minimum necessary to facilitate delivery.

What automated decision making and/or profiling we do with user data

None.

Industry regulatory disclosure requirements

None.