Privacy Policy


Our Promise To You

Paces Sheffield (Paces) are committed to looking after the information you provide to us and ensuring you are always informed of your rights. This privacy policy will be regularly updated in the future we recommend that you return to this website often to check for updates. If you have any questions regarding the use of your information, please contact us using the details found below.

The types of information we collect

Depending on how you have interacted with us, we may collect the following types of information:

  • Name
  • Contact information such as your email address and phone number
  • Information about your website visit
  • Donation information
  • Employment Information
  • CVs
  • Pre-employment vetting
  • Demographic information such as postcode, preferences and interests
  • Next of kin information
  • Technical information such as website usage data and cookie storage
  • We don’t collect special category data through this website
How Do We Collect Your Data?

Paces Sheffield only collects your information where necessary to provide our services to you and where we have a legal basis to do so. Depending on how you use our website, we will process your information in different ways.

Provided below is a chart explaining why we use your information and the lawful basis that we meet.

Use of information Type of information Lawful basis for processing Legitimate Interests (if applicable)

Managing donations and other financial transactions with us. E.g. Gift Aid

·         Name

·         Contact information

·         Transaction data

·         Demographic information

 

·         Contract

·         Legitimate Interests

·         To process your donation and send you a thank you note if you wish to receive one

When you make a donation, we may send you a message of thanks

·         Name

·         Contact information

·         Donation information

·         Legitimate Interests

·         To manage and thank you for a donation

Receiving and processing employment applications

·         Name

·         Contact information

·         Employment information

·         Your CV

·         Reference information

·         Employment vetting information

·         Contract

·         Legal obligation

 

When you leave us a Legacy

·         Name

·         Contact information

·         Next of kin information

·         Contract

·         Legitimate Interests

 

·         We want to share your act of kindness with all of our charity supporters

To analyse and adminster marketing and funraising information

·         Name

·         Contact information

·         Demographic information

·         Technical data

·         Consent

·         Legitimate interests

 

·         To manage our fundraising and events.

·         To ensure we maximise our fundriaing potential by analysing website use and fundraising information

To receive fundraising and sponsership proposals

·         Name

·         Contact information

 

·         Legitimate Interests

·         To explore ways we can collaborate to fundraise

Where you have provided us with your consent, you can withdraw this consent at any time using the contact details provided in this privacy policy.

Your Rights

At Paces, we do our upmost to uphold your data protection and privacy rights These rights include:

  • The right to be informed– you have the right to be told about how we look after your information;
  • The right of access– You have the right to ask for a copy of the personal data we process that relates to you;
  • The right of erasure– you have the right to ask to have your data erased from our records in the following situations:
  • Where the information is no longer necessary in relation to the purpose for which it was originally collected or processed
  • When you withdraw consent
  • When you object to the processing and there is no overriding legitimate interest for continuing the processing
  • When the information was unlawfully processed
  • When the information has to be erased in order to comply with a legal obligation
  • The right to object– you have the right to object to personal data being processed in the following circumstances:
  • You no longer wish to receive fundraising or marketing information
  • Our processing of you personal data is based on our ‘Legitimate Interests’
  • The right to rectification– We want to make sure that the personal data we hold about you is accurate and up to date. If any of your details are incorrect, please let us know and we will amend them.
  • Right to data portability: You may ask us to transfer your personal data to a third party. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • The right to restrict processing– you have the right to ask us to limit the processing of your personal data.

If you would like to ask us to action one of these rights, please use the contact details in this privacy policy.

How long do we keep your information

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. When assessing what retention period is appropriate for your personal data, we take into consideration:

  • The requirements of our organisation and the services provided;
  • Any statutory or legal obligations;
  • The purposes for which we originally collected the personal data;
  • The lawful grounds on which we based our processing;
  • The types of personal data we have collected;
  • The amount and categories of your personal data; and
  • Whether the purpose of the processing could reasonably be fulfilled by other means.
  • After such time, we will securely delete or destroy your personal data.
How do we share your information

In order to provide you with our services and meet our legal obligations, we only share your data with third parties in the following circumstances:

  • To fulfil the services, we have been engaged to perform;
  • To authorise debit/credit card payments and any other transactions authorised by the supporter/donor;
  • To manage and maintain the accuracy of your records;
  • To maintain and improve our fundraising record keeping; and
  • To meet legal obligations, for example, for the purposes of national security, taxation and criminal investigations.
Third Party Links

Our website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice or policy of every website you visit.

How Do We Look After Your Information

We have put in place appropriate security measures to prevent your information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a legitimate need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator (including the ICO) of a breach where we are legally required to do so.

Shortened Links

We may, through our social media platform accounts, share web links to relevant web pages. By default some social media platforms shorten lengthy url’s.

Users are advised to take caution and good judgement before clicking any shortened url’s published on social media platforms by this website and it’s owners. Despite the best efforts to ensure only genuine url’s are published many social media platforms are prone to spam and hacking and therefore this website and it’s owners cannot be held liable for any damages or ramifications caused by visiting any shortened links.

Contact Us

If you have any questions or complaint regarding the information provided within this privacy policy, please contact our Data Protection Officer by using the following contact details:

Phone us: 0114 284 4488

Email our Data Protection Officer: dpo@paces-school.org.uk

Write to us

Paces Sheffield, Paces Campus, Pack Horse Lane, High Green, Sheffield S35 3HY

You also have the right to complain to the Information Commissioner’s Office. You can find their contact details at www.ico.org.uk. We would be grateful for the chance to deal with your concerns before you approach the ICO so please contact the Data Protection Officer in the first instance.

How we use your personal information

We use any information submitted to provide you with further information about the services we offer or to assist you in answering any questions or queries you may have submitted.

This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process.

We may share your enquiry data with our marketing agency for statistical purposes only.

Your information will not be sold to third parties for marketing purposes.

The Website

This website is GDPR compliant; we take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience.

Use of Cookies

Cookies are small files saved to the user’s computer / device hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

The cookies we use allow us to recognise and count the number of visitors to the site. It also allows us to see how visitors move around when using the site which helps us to improve the way the website works. This website uses a cookie notification system informing the user on their first visit to the website about the use of cookies on their computer / device. This complies with recent legislation requirements for website’s to notify users before leaving behind or reading files such as cookies on a user’s computer / device.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive/device they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

Website Visitor Tracking

We use tracking software to monitor website visitors to better understand how they use our website. This software is provided by Google Analytics, Hotjar or similar which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website but will not store, save or collect personal information. You can read Google’s privacy policy here for further information [http://www.google.com/privacy.html]

No personal information is stored, saved or collected.

Your Rights

You have the right to ask us not to process personal data for marketing purposes. Or request that your data details be removed from newsletters, email or telephone contacts. You have the right to request or change:

Details on what personal, business data we hold

Your personal data, if inaccurate or incomplete

Your personal data to be deleted or to request we stop using it

To contact us please email dpo@paces-school.org.uk

Resources & Further Information

Overview of GDPR – General Data Protection Regulation

Data Protection Act 1998

Privacy and Electronic Communications Regulations 2003

Privacy and Electronic Communications Regulations 2003 – The Guide

Twitter Privacy Policy

Facebook Privacy Policy

Google Privacy Policy

Linkedin Privacy Policy

If you require any further information please do not hesitate to contact us

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