Centre For Innovation In Voluntary Action

As an organisation the Centre For Innovation In Voluntary Action (CIVA) must meet its contractual, statutory and administrative obligations.  This policy describes how and why CIVA uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding this information.  It applies to participants in any of our programmes.  However the information we will process about you will vary depending on the programme you are engaged with, your personal circumstances and what information you choose to disclose to us.

We promise to respect any of your personal information which is under our control and to keep it safe.  We aim to be clear when we collect your information about what we will do with it.  CIVA is the data controller for this information.

Our use of personal information allows us to make better decisions, operate more efficiently and, ultimately, helps us to develop and deliver innovative solutions to society’s problems.

This policy may be updated from time to time. We will make reasonable efforts to provide you with a revised policy if we make any substantial updates.

This policy was last updated on 1st October 2020.

Our contact details

Name:	Centre For Innovation In Voluntary Action
Address:	9 Mansfield Place, London NW3 1HS
Phone Number:	020 7431 1412
E-mail:	makemymark@civa.org.uk
Charity Number:	1122095
Website:	civa.org.uk

The type of personal information we collect

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details, and date of birth)
• Employment or education status (for example, whether you have a job, are attending an education or training course, or none of these)
• Financial data (for example, your bank account details)

We may also collect and process the following sensitive personal information, should it be disclosed to us:

• Previous involvement in criminal activities
• A disability
• Your physical and mental well-being
• Whether you have previously been or are currently in care
• A history of abuse

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You have applied to be or are a participant in a CIVA programme

We may also receive personal information indirectly, from the following sources in the following scenarios:

• From a partner organisation, where they have introduced you to one of our programmes

We use the information that that we collect in order to:

• Assess any application you make to be considered for one of our programmes,
• Communicate with you,
• Respond to your enquiries,
• Provide updates in respect of our services,
• Provide you with information in connection with your engagement with us from time to time
• Benchmark any progress you make through one of our programmes, and
• Provide you with a grant so that you can undertake agreed activities

We may share this information with other organisations or individuals associated with the programme for which you have applied, so that they can use it to:

• Assess any application you make to be considered for one of our programmes,
• Communicate with you,
• Respond to your enquiries,
• Provide updates in respect of our services,
• Provide you with information in connection with your engagement with us from time to time
• Benchmark any progress you make through one of our programmes, and
• Provide you with a grant so that you can undertake agreed activities

We may also share this information with courts and law enforcement agencies, should we be required to do so, to comply with a legal obligation, to enforce a contract or to protect your rights (or those of a third party).In the event of a change of structure of CIVA, such as a merger with another organisation, we may also share this information with third parties in order to implement such a change of structure.Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• Article 6(1)(b) which relates to processing necessary for the performance of a contract

Special category data

Where the information we process is special category data, for example your health data or your previous involvement in criminal activities, the additional bases for processing that we rely on are:

• Article 9(2)(d) which relates to not for profit bodies carrying out their legitimate activities

How we store your personal information

We take reasonable technical and organisational measures to safeguard your personal information.  Your information is securely stored on computers used by our trustees, associates and employees, and may be held in paper files at our registered address.
We keep all your personal information for the duration of your relationship with CIVA and for a period of up to five years afterwards or longer if required where there is a dispute or court proceedings. We will then dispose of your information by deleting it from our computers and shredding any paper files.

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 personal 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 personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal 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 at makemymark@civa.org.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at makemymark@civa.org.uk.

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
ICO website: https://www.ico.org.uk