Privacy Policy

Last updated on 8th June 2020

We ask that you read this website privacy policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

This website privacy policy is divided into the following sections:

  • Who we are
  • Our website
  • Our collection and use of your personal information
  • Cookies and similar technologies
  • Marketing
  • Your rights
  • Keeping your personal information secure
  • How to complain
  • Changes to this website privacy policy
  • How to contact us
  • Do you need extra help?

Who we are

This website is operated by Ashford Volunteer Centre. For more information about us, see Who Are We page.

We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union as well as United Kingdom and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

Our website

This privacy policy relates to your use of our website.

Throughout our website we may link to other websites owned and operated by certain trusted third parties. These other third party websites may also gather information about you in accordance with their own separate privacy polices. For privacy information relating to these other third party websites, please consult their privacy policies as appropriate.

Our collection and use of your personal information

We collect personal information about you when you register with us (either through our sign-up form or via phone) or contact us.

The personal information we collect about you depends on the particular activities carried out through our website. Such information includes:

  • your name, address and contact details
  • age group
  • details of any feedback you give us by phone, email, or post
  • your account details, such login details

We use this personal information to:

  • create and manage your account with us
  • verify your identity
  • provide services to you
  • customise our website and its content to your particular preferences
  • notify you of any changes to our website or to our services that may affect you
  • improve our services

This website is not intended for use by children under the age of 13 and we do not knowingly collect or use personal information relating to children.

Our legal basis for processing your personal information

When we use your personal information we are required to have a legal basis for doing so. There are various different legal bases upon which we may rely, depending on what personal information we process and why.

The legal bases we may rely on include:

  • consent: where you have given us clear consent for us to process your personal information for a specific purpose
  • contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract
  • legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations)
  • public task: where our use of your personal information is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
  • legitimate interests: where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third party (unless there is a good reason to protect your personal information which overrides our legitimate interests)

Further information—the personal information we collect, when and how we use it

For further details on when we collect personal information, what we collect as well as how we use it, please read the following sections:

When information is collected What information we ask for How and why we use your information
When you fill in our contact-us form First name, last name, email and phone number We ask for this:
  • to be able to contact you and resolve your concerns if you have any or help you with you question(s)
We rely on consent as the lawful basis for collecting and using your personal information.
We will keep this information until:
  • we resolve your concern or help with question(s)
When you sign up though our sign-up form Title, first name, last name, email, home number, phone number, address, age group We ask for this:
  • to create and manage your account with us
  • to communicate with you about your account
We rely on consent as the lawful basis for collecting and using your personal information.
We will keep this information until:
  • you close your account with us
  • we close your account
When you sign up as a Client in our transporting service Title, first name, last name, email, home number, phone number, address, age group, health condition, alternative contact information We ask for this:
  • to create and manage your account with us
  • to communicate with you about your account
  • to make sure the car completes the transport is fit your requirements
We rely on consent as the lawful basis for collecting and using your personal information.
We will keep this information until:
  • you close your account with us
  • we close your account
When you sign up as a Driver in our transporting service Title, first name, last name, email, home number, phone number, address, age group, vehicle information, availability information We ask for this:
  • to create and manage your account with us
  • to communicate with you about your account
  • to make sure your car completes the transport is fit the client's requirements
We rely on consent as the lawful basis for collecting and using your personal information.
We will keep this information until:
  • you close your account with us
  • we close your account

Who we share your personal information with

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with other third party.

Whether information has to be provided by you, and if so why

We will inform you at the point of collecting information from you, whether you are required to provide the information to us and for what purpose.

Cookies and similar technologies

A cookie is a small text file which is placed onto your device (computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

For further information on our use of cookies, please see our Cookie Policy.

For further information on cookies generally visit www.aboutcookies.org or www.allaboutcookies.org.

Marketing

We would like to send you information about services, which may be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by post, email, telephone, text message (SMS) or automated call.

We will only ask whether you would like us to send you marketing messages when you tick the relevant boxes in your account settings.

If you have previously agreed to being contacted in this way, you can unsubscribe at any time by:

  • contacting us via our Contact Us form
  • using the ‘unsubscribe’ link in emails
  • updating your marketing preferences on your profile page

It may take up to 48 hours for this to take place.

For more information on your rights in relation to marketing, see 'Your rights’ below.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • require us to correct any mistakes in your information which we hold
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • object at any time to processing of personal information concerning you for direct marketing
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances
  • claim compensation for damages caused by our breach of any data protection laws

If you would like to exercise any of those rights, please:

  • email, call or write to us
  • let us have enough information to identify you (membership ID, registration details)
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • let us know the information to which your request relates (including any account or reference numbers, if you have them)

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

We offer HTTPS secure access to most areas on our Services; the transmission of sensitive personal information through any of our forms is protected by an industry standard SSL/TLS encrypted connection. We also regularly monitor our systems for possible vulnerabilities and attacks, and regularly seek new ways and third party services for further enhancing the security of our Services and protection of our Visitors’ and Users’ privacy

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

Changes to this website privacy policy

We may change this website privacy policy from time to time, when we do we will ask you to review the updated document at your next visit.

How to contact us

Please contact us, if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us, please fill in our Contact Us form, send an email to contact@ashfordvc.org.uk, write to our postal address or call 01233 66 55 35.

Our postal address is;

Ashford Volunteer Centre
Berwick House
8 Elwick Road
Ashford
Kent
TN23 1PF

© 2020 - ashfordvc.org.uk
Valuing volunteers & providing essential services to the community of Ashford Borough since 1978.
Registered Charity No. 1066765
Company Limited by Guarantee No. 3464057
ICO registration number ZA056009
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