What is a privacy notice?

The EU General Data Protection Regulation (GDPR) requires that data controllers provide certain information to people whose information (personal data) they hold and use. A privacy notice is one way of providing this information. This is sometimes referred to as a fair processing notice.

This privacy notice tells you what to expect us to do with your personal data when you make contact with us or we interact with each other.

What is in this privacy notice?

In this privacy notice we tell you

• Who we are and how you can make contact with us

• What personal data is collected and used

• The legal basis for processing your personal data

• How we use your personal data including when we disclose your personal data to others

• How long we keep your personal data

Our contact details

Name: The Phone Co-op Foundation for Co-operative Innovation Limited

A Community Benefit Society, registered with the Financial Conduct Authority, registration number 7670

Address: 32 West End, Chipping Norton, OX7 5EX

Why we have your information, what it is, how we collect it and store it

There are different reasons why we collect and process information about you.

You make an inquiry about our organisation and the work we do.

• How collected: you provide us with your contact details via email, a form on our website, or in-person if we meet you (e.g. you give us your business card).

• Data: your name, email and accompanying information.

• Legal basis:  we have a legitimate interest - it is necessary for us to read and store your information so we can respond in the way that you would expect.

• How we store this data: Your information is securely stored in our email system, hosted by a class leading email solutions provider.

You browse our website

• How collected: Information about you is generated when you use our website

• Data: Website activity collected through cookies

• Legal basis:  We have a legitimate interest - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering actions on the website.

• How we store your information: Cookies are small text files stored on your computer when you visit our website. These are managed by our website host, Squarespace. You can find out more about the cookies Squarespace uses to host our website here.

You subscribe to email updates about our work

• How collected: You provide your details when you subscribe to our newsletter.

• Data: Name, email.

• Legal basis: Consent – you have given your active consent

• How we store your information: We do not currently maintain an email list. We will update this section if and when we start a newsletter mailing list.

What we do with the information we have

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out earlier in this policy.

For example, we may use your personal information to:

• reply to enquiries you send to us;

• handle donations or other transactions that you initiate;

• where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.

When we share your data

We will only pass your data to third parties in the following circumstances:

• you have provided your explicit consent for us to pass data to a named third party;

• we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or

• we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.

• Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

• Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.

• Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us if you wish to make a request.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113