Privacy Statement
This policy sets out the basis on which any personal information we collect from you, or that you provide to us, through this website or otherwise in relation to our projects will be processed by us. Please read the policy carefully to understand our practices regarding your personal information and how we will treat it. By visiting and continuing to use this website you are consenting to the practices described in this policy.
For the purposes of data protection law, the data controller in respect of personal information collected through this website, or that we otherwise collect in relation to our projects, is Bristol Volunteers for Development Abroad (BVDA, registered CIO 1173282). We may share the information with other persons as described below.
At BVDA we are committed to protecting your privacy and security. This policy explains the types of personal information we collect from you, how and why we use your personal data and who we may disclose it to, to ensure you remain informed and in control of your information.
We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this privacy policy.
You can decide not to receive communications, or change how we contact you at any time. If you wish to do so please contact us by emailing trustees@bvda.org.uk or writing to Bristol Volunteers for Development Abroad, 6 Cavendish Road, Henleaze, Bristol, BS9 4DZ.
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
For the purposes of data protection law, the data controller in respect of personal information collected through this website, or that we otherwise collect in relation to our projects, is Bristol Volunteers for Development Abroad (BVDA, registered CIO 1173282). We may share the information with other persons as described below.
At BVDA we are committed to protecting your privacy and security. This policy explains the types of personal information we collect from you, how and why we use your personal data and who we may disclose it to, to ensure you remain informed and in control of your information.
We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this privacy policy.
You can decide not to receive communications, or change how we contact you at any time. If you wish to do so please contact us by emailing trustees@bvda.org.uk or writing to Bristol Volunteers for Development Abroad, 6 Cavendish Road, Henleaze, Bristol, BS9 4DZ.
We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.
Who are we?
Bristol Volunteers for Development Abroad, (BVDA), registered Charitable Incorporated Organisation (CIO) number 1173282, formerly registered charitable trust, of the same name, number 1093476.
BVDA is the data controller of the personal information you provide us with.
BVDA is the data controller of the personal information you provide us with.
What information we collect
Personal data you provide
We collect data you provide to us. This includes information you give when applying to volunteer with us, signing up for our newsletters, or communicating with us. For example:
Information created by your involvement with BVDA
Your activities and involvement with BVDA will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our projects.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident at one of our events). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs at one of our events or involving one of our volunteers then we’ll keep a record of this (which may include personal data and sensitive personal data).
Volunteers
If you are a volunteer (whether specifically for BVDA, or if you are helping us for other reasons - for example you work/volunteer for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Occasionally we may share medical information with our partner NGOs if necessary to support and keep our volunteers safe whilst on project, but only if consent is provided. To withdraw consent please email trustees@bvda.org.uk
We collect data you provide to us. This includes information you give when applying to volunteer with us, signing up for our newsletters, or communicating with us. For example:
- personal data (name, date of birth, email, telephone number etc.) when you become a volunteer;
- demographic data (gender, ethnicity, disability, socio-economic background indicators etc.) provided with consent, when you become a volunteer;
- details of your interests and preferences (such as for particular projects when you sign up to our mailing lists)
- photos of you taking part in our activities (if consent is provided)
Information created by your involvement with BVDA
Your activities and involvement with BVDA will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our projects.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident at one of our events). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
Accidents or incidents
If an accident or incident occurs at one of our events or involving one of our volunteers then we’ll keep a record of this (which may include personal data and sensitive personal data).
Volunteers
If you are a volunteer (whether specifically for BVDA, or if you are helping us for other reasons - for example you work/volunteer for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Occasionally we may share medical information with our partner NGOs if necessary to support and keep our volunteers safe whilst on project, but only if consent is provided. To withdraw consent please email trustees@bvda.org.uk
How we use your information
We only ever use your personal data with your consent, or where it is necessary in order to:
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
Marketing
We use personal data to communicate with people, to promote BVDA and to help with fundraising. This includes keeping you up to date with our news, projects, and fundraising information.
Marketing includes news and information about:
Administration
We use personal data for administrative purposes (i.e. to carry out our charity work). This includes:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):
Marketing
We use personal data to communicate with people, to promote BVDA and to help with fundraising. This includes keeping you up to date with our news, projects, and fundraising information.
Marketing includes news and information about:
- our charity work in the UK and overseas;
- volunteering opportunities and how you can get involved;
- appeals and fundraising (including donations and also competitions, raffles etc.);
- our events and activities (or those of other Bristol student societies that are closely related to our own work).
Administration
We use personal data for administrative purposes (i.e. to carry out our charity work). This includes:
- receiving donations (e.g. gift-aid instructions);
- maintaining databases of our volunteers, and supporters;
- project development and administration (e.g. group creation and cohesion and for ongoing support to our volunteers)
- helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).
- auditing, evaluation, data analysis and research to improve your experience with us (e.g. we may use your information to enhance the service that we provide)
How we protect data
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our volunteer committee also receive data protection training.
Storage
BVDA’s operations are based in the UK and we store our data within the European Economic Area (EEA). Some organisations which provide services to us (particularly IT providers and our partner NGOs overseas) may transfer personal data outside of the EEA but we’ll only allow them to do if your data is adequately protected.
For example, some of our systems use Google products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected.
Who might we share your personal data with?
Where necessary, your personal information may be shared with other organisations to deliver, support or evaluate all or part of our projects such as the University of Bristol, Bristol SU, charity partners (our NGOs overseas) and IT providers.
However, we disclose only the personal information that is necessary to enable them to perform their funding, management, delivery or support role and we will not allow them to email you with any unconnected marketing.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed). We also would like to keep volunteer information beyond the length of a project so we can keep in touch about our work, continue our relationship together and give volunteers the opportunity to get involved in other ways in the future.
We want to ensure that the personal information we collect from you is used to appropriately support our work together and considers any future dealings that you would like to have with us. For example, many people ask to receive references for their volunteer work. In these cases it is important we have the correct personal information on file. You can contact us at any time to ask us to remove or amend your personal information.
We continually review what information we hold and delete what is no longer required.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our volunteer committee also receive data protection training.
Storage
BVDA’s operations are based in the UK and we store our data within the European Economic Area (EEA). Some organisations which provide services to us (particularly IT providers and our partner NGOs overseas) may transfer personal data outside of the EEA but we’ll only allow them to do if your data is adequately protected.
For example, some of our systems use Google products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected.
Who might we share your personal data with?
Where necessary, your personal information may be shared with other organisations to deliver, support or evaluate all or part of our projects such as the University of Bristol, Bristol SU, charity partners (our NGOs overseas) and IT providers.
However, we disclose only the personal information that is necessary to enable them to perform their funding, management, delivery or support role and we will not allow them to email you with any unconnected marketing.
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed). We also would like to keep volunteer information beyond the length of a project so we can keep in touch about our work, continue our relationship together and give volunteers the opportunity to get involved in other ways in the future.
We want to ensure that the personal information we collect from you is used to appropriately support our work together and considers any future dealings that you would like to have with us. For example, many people ask to receive references for their volunteer work. In these cases it is important we have the correct personal information on file. You can contact us at any time to ask us to remove or amend your personal information.
We continually review what information we hold and delete what is no longer required.
Keeping you in control
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you wish to exercise any of these rights, please email trustees@bvda.org.uk
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to object to your data being used for marketing or profiling, the right to object to our use of your personal information, for example, if the information being used is for one of our legitimate interests like collection for evidence, research, statistics;
- where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract.
- the right to have the personal information provided to us to be transferred to another organisatio
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you wish to exercise any of these rights, please email trustees@bvda.org.uk
Use of 'cookies'
Please see our Cookie Policy.
Changes to this privacy statement
We reserve the right to change our privacy policy without prior notice however we will endeavour to update this page as regularly as feasibly possible. We therefore urge you to review this statement from time to time to ensure you are up-to-date with how we are using and protecting your information.
How to contact us
If you have a query or concern about this privacy policy or our use of personal information or want to exercise any of the above rights regarding your personal information please contact trustees@bvda.org.uk.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
You can complain to BVDA directly by using the contact details set out above. If wish to make a complaint, which does not directly relate to your data protection and privacy rights, you can do so in accordance with our charity’s complaints policy.
Last updated: 23.09.18
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk
You can complain to BVDA directly by using the contact details set out above. If wish to make a complaint, which does not directly relate to your data protection and privacy rights, you can do so in accordance with our charity’s complaints policy.
Last updated: 23.09.18