This privacy statement sets out how Chelmsford Council for Voluntary Service (CVS) uses and protects any information that you give us.
Who we are
Chelmsford CVS is a registered charity and company limited by guarantee; we work to raise awareness of and support local charities, community and voluntary groups (VCS) and with local people who have an interest in the VCS or wish to access one of our projects. Chelmsford CVS is registered with the Information Commissioners Office and with the Funding Regulator.
Generally the information we hold relates to our legitimate and charitable interests and we collect, control and process information about the VCS. We do this on receipt of a written request to add an organisation to our mailing list or on completion of a Registration Form. The form clearly sets out information which organisations wish to be shared to our public facing directory at: www.essexconnects.org.uk
Chelmsford CVS utilises a Customer Relationship Management (CRM) System provided by registered charity Voluntary Action Sheffield, called VC Connect. VC Connect is compliant with its responsibilities in relation to Data Protection Legislation enabling recording of consent and we have a licensing agreement with them that clearly sets out the obligations of all parties. You can view their Privacy Statement at: www.vcconnect.org.uk. Our public facing directory EssexConnects is populated with information held on the CRM.
Chelmsford CVS hosts a number of projects, including the Volunteering Centre, Connect Well Essex, Chelmsford Men’s Shed, Chelmsford4Good, Chelmsford Timebank and Rayleigh Timebank. All of these projects collect personal data and you will find Privacy Notices relating to that data on the project websites, on their web-pages within the main Chelmsford CVS website and contained within Registration Forms for each service or activity.
Chelmsford CVS is committed to ensuring that your privacy is protected. When we ask you to provide information by which you can be identified it will only be used in accordance with this privacy statement.
Chelmsford CVS may change this policy from time to time by updating this page. You should occasionally check this page to ensure that you are happy with any changes. This policy is effective from 24 May 2018.
What we collect
We may collect the following information:
• name and job title
• email address
• contact and demographic information including postcode
• social media contact information
• records of your interactions with the CVS for example: attendance at training, forums and events
• access or dietary requirements
• public information about organisations that we would like to connect with
What we do with the information we gather
We will process your personal information for our legitimate business and charitable interests, which include some or all of the following:
• Internal record keeping
• To claim Gift Aid on your donations
• To undertake statistical analysis
• To improve our communication and services
• To contact you about the work of the CVS or its projects via posted newsletter or electronic bulletin
• To find out what you think about our activities and how you would like us to deliver services in the future
• To contact you about the work of the VCS, its interests and activities
• To invite you to events and other activities that we think may be of interest to you.
Each communication will offer up the options to decline further contact.
We store information electronically on encrypted servers and on paper and all data is kept securely. To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. Only staff with password protected log ins can access electronically stored data; paper records which contain personal information are locked away and only key staff have access.
We use Mailchimp,, an online platform that enables organisations to manage mailing lists, to send out our group electronic communications. Although Mailchimp is based in the USA we are assured that it has a Privacy Shield Framework which is recognised as providing adequate protection for personal data and complies with the regulations set out in General Data Protection Regulation (GDPR). We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice here: https://mailchimp.com/legal/privacy/
You can unsubscribe to mailings at any time by clicking the unsubscribe link at the bottom of any of our e-bulletins. Please note that once you unsubscribe we will no longer be able to contact you about our services although you will remain in Membership of the CVS unless you request a removal from Membership.
We will not retain your information for longer than is necessary. This will normally be for a maximum of six years after our relationship with you has ceased although we are occasionally required to hold data for longer periods for specific purposes such as to comply with funder agreements.
Links to other Websites
Our website may contain links to other websites of interest. Once you have used these links to leave our site, please note that we do not have any control over that website and therefore we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.
Controlling your Personal Information
You may choose to restrict use of your personal information in the following ways:
• Whenever you are asked to fill in a form look for the boxes that you can click or tick to indicate how you would like us to contact you.
• Electronic communications will contain an ‘unsubscribe’ link.
• If you would like to change your communication preferences or be removed from our database you can ask us at any time by emailing firstname.lastname@example.org with the subject header ‘Data Request’ or by writing to us at the address below.
• We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you. Depending on the complexity of the request a small fee may be payable. If you would like a copy of the information held about you please write to:
Chelmsford CVS, Centre Supporting Voluntary Action, Burgess Well House, Coval Lane, Chelmsford CM1 1FW
If you believe that any information we are holding on you is incorrect or incomplete, please write to us or email us as soon as possible. We will promptly correct any information found to be incorrect.
The services we use
Our website is built on a WordPress platform and hosted by 1&1.
We don’t collect personal data via our website, however, when someone visits www.chelmsfordcvs.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. If you wish to find out how Google may collect and use data you can access their Privacy Statement here: https://support.google.com/analytics/answer/6004245?hl=en
We may use Eventbrite to manage bookings for our events. Eventbrite is an online booking platform which collects personal data and processes it for the event holder.
Data submitted through Eventbrite is subject to their data protection processes.
More details on their compliance with UK data protection legislation can be found at: https://www.eventbrite.co.uk/support/articles/en_GB/Troubleshooting/eventbrite-eu-data-protection?lg=en_GB
Our Eventbrite account is password protected and only Chelmsford CVS staff have access to the account. Data will be used to communicate with you in relation to the event which will include sending confirmations, joining instructions and post event feedback. We will not share your data with a third party without your prior written consent.
When you use WiFi at our premises please note that you are responsible for safeguarding the security of your devices. We do not collect any information about your usage of our WiFi and you access it at your own risk. Our public WiFi system is completely independent of our organisational IT systems.
Photographs are categorised as a “special category of personal data” under the General Data Protection Regulation. Generally we use photographs as evidence to demonstrate delivery of our legitimate charitable activities and to promote our work. Photographs taken in a public setting or at our events generally fall into legitimate business category of the GDPR and do not require consent. If you do not want to be included in images or video footage in this way you should make this known to the event organiser; there will be some form of reminder given at the event (announcement and/or poster).
When your specific image on photograph or video is taken for use by Chelmsford CVS we will ask you to sign an image release form which gives consent for your image to be used: for any promotional purposes or for the purposes of illustrating reports, in promotional material including, but not limited to, posters, flyers, website (ours and Volunteer Essex), pop up advertising banners, social media including YouTube,Twitter and FaceBook.
When you sign an image release form you provide us with personal data in order to contact you about the use of your image, and or voice. You can see a copy of the release form here.
Photographs are stored on Chelmsford CVS camera, the camera or phone of our Communications Assistant, the phone of our Volunteering Co-ordinator and Connect Well Programme Manager for a short time before being uploaded onto our server which is password protected and accessible only to Chelmsford CVS staff. Once photographs are uploaded they will be deleted from phones but may stay on the camera memory card as back up. The camera is kept in a secure place when not in use.
When we are at events or in public places photographs may by uploaded directly to our Facebook or Twitter accounts: Chelmsford Volunteering Centre, @chelmsfordcvs, @chelmsford_VC, @chelmsford4Good, @ConnectWellME. You can asked for your photograph to be removed at any time.
Data provided on the image release forms is stored in a way that links your image to your contact details so that we can identify your image easily if you wish to withdraw consent. Photographs may be printed and hard copies of the image release form are stored in a locked filing cabinet. We will retain your image and associated form whilst your consent to use your image is in place or while the image is in use on our promotional material whichever is the longer.