COG is committed to protecting any information that we may hold.
If we ask you for any personal information please be assured that we will only use it in accordance with this privacy notice.
What personal information does COG hold?
The information COG will hold about you may include:
contact details (telephone and / or email), postal address.
DBS reference number if applicable
Bank details if applicable
Professional qualifications or skills if applicable
We do not collect the personal details of anyone under 18 years old.
You will be asked to agree to COG holding this information about you and you will be told the reason why we will hold this information.
We will document how we obtained personal information
We will review the personal information that we hold annually.
We also collect information when you voluntarily complete customer surveys, and provide feedback to us. Website usage information is collected using cookies and Google Analytics.
Why might we hold this information?
To keep you up to date with COGs projects, appeals and fundraisers
To send newsletters
To offer grants
To safeguard volunteers or recipients of services
To facilitate projects
To ask for your support or advice within a particular area
To liaise with COG reps
To process orders for fundraising materials or publications
To book events
To thank our donors
We would like to send you information about the COG; our newsletter and invitations to our events. If you have consented to receive marketing, you may opt out at a later date.
You have a right at any time to stop us from contacting you and if you no longer wish to be contacted for marketing purposes, please contact us at the following address – email@example.com
Does COG share this with anyone?
COG would share information with third parties on a strictly on a “need to know basis”. This is usually with consent from the individual (unless this is required for safeguarding / legal reasons). COG will record what information is shared, who we share it with and for what purpose.
COG may share information with third parties if
required to by law
In connection with any legal proceedings.
In order to establish, exercise or defend our legal rights.
COG will only use data for research purposes with your permission.
How long do you hold this information for?
We only hold this data for as long as is necessary in accordance with regulations from the ICO – while complying with the Data protection act (1998) and GDPR (from May 2018
Where do you hold this information? How do you keep it safe?
COG may hold this information on paper – securely locked in a filing cabinet
Or on a storage device (encrypted) or on a computer (password protected and using security software)
COG have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect
For information regarding our website and the information this may gather please see – website privacy notice. (NEED TO add privacy notice onto website and INSERT LINK)
How will COG detect, report and investigate a personal data breach?
A data breach is prevented by
Using only an encrypted storage device
A password protected computer
Updated computer antivirus protection
Sending personal information via password protected file via email.
Transporting only locked information.
Secure website hosting
Secure cloud storage
Secure shared drives
Storing in a secure location
We will detect a data breach via regular scans of computers, checking any unusual activity online (email, passwords and log ins), checking of locked storage, checking of equipment.
If a data breach is suspected we will check all files that this may involve.
We will inform all individuals that this may include within a reasonable time period.
We will notify the ICO of any data breach that is likely to result in a risk to the rights and freedoms of individuals. (e.g. discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage)
Can I see the information COG holds on me? Can I have a copy?
You can find out specifically what information COG holds on you by making a “subject access request”.
A subject access request should be made to the COG in writing.
COG will respond to this within one calendar month.
If the request is felt to be excessive then it maybe refused or a fee charged for time taken to locate and provide the information.
COG will provide a reason for any refusal or fee.
You can appeal if COG refuse to provide a subject access request. Appeals should be addressed to:
How do I ask COG to remove all information about me?
You can ask COG to remove information about yourself by sending this request in writing at firstname.lastname@example.org
COG will comply with this unless the information is required for
for a legal / criminal investigation
or to establish, exercise or defend COGs legal rights.
You can ask also COG to correct any errors or remove any inaccuracies.
You can complain to the ICO if you think there is a problem with the way COG is handling your data