Privacy Notice for Website Visitors 

Signpost is committed to respecting the privacy rights of all visitors to our website. We comply with data protection laws at all times and have set out this Privacy Notice to explain what personal data we collect, why we collect it, how we protect it, and to explain your rights. 

Personal data we collect 

We collect the following data about you: 

  • your name, e-mail address, contact details and communication preferences when you complete forms on our website; 
  • your online browsing activities, your IP address (computer internet address) and your approximate location (as determined by your IP address) in conjunction with Google Analytics (more details below) 
  • your financial details if you engage with our donations pages or wish to pay for events/training 

Our website is not intended for use by children and as such we do not knowingly collect data relating to children. 

How we protect your data 

We are committed to keeping your data secure. We use encryption for web traffic to and from our website and we store any data provided through our website in secure computer systems that only authorised staff and volunteers have access to. Our data is backed up and we have secure systems in place to prevent hackers, viruses and similar from accessing our systems and data. We also have a range of policies and procedures for our staff and volunteers, with ongoing training, to ensure your data is kept safe and only used in accordance with this Privacy Notice. 

How we use your data 

We use your data for four reasons: 

  • to provide information, support and services to you; 
  • to manage customer service interactions with you; 
  • to subscribe you to our mailing list and send you relevant information by e-mail; 
  • to analyse how our website is used, so that we can improve it and report anonymised visitor numbers and analysis for performance reporting and to funders. 

When and how we might share your data 

We will never sell your personal data. We share limited data for limited purposes. There arfour different sets of data sharing involving personal data collected through our website: 

Cookie/visitor behaviour – we share this information with Google Analytics (see further details below); 

Contact information you provide for our mailing list – we share this information with MailChimp, the third party mailing list software we use. 

Contact information you provide to seek help/support/information/provide feedback/make a complaint – we store this in computer systems provided by third parties for processing, storage and archive purposes. The agreement we have in place with them prevents them from using or sharing your personal data for any purpose. 

Financial information you provide for purchases or donations will be shared with our payment services providers, Stripe & GoCardless. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at: 

Your data may also be made available to our website provider to enable us and them to deliver their service to us, carry out analysis and research on demographics, interests and behavior of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the following will apply: 

  1. Your data will be made available to our website provider  
  2. The data that may be available to them include any of the data we collect as described in this policy. 
  3. Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA. 
  4. They will store your data for a maximum of 7 years. 
  5. This processing does not affect your rights as detailed in this privacy policy. 

In addition to the specific disclosures of personal data set out above, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. 

How long we keep your data 

We only keep your data for as long as we need to. More specifically: 

  • website visitor data (Google Analytics) – we will retain your data for 26 months 
  • mailing list subscription – we will retain this data until you unsubscribe from our mailing list (every mailing list e-mail you receive from us will have a link allowing you to easily unsubscribe); 
  • customer enquiry information – we will retain this information for up to seven years, unless instructed otherwise by you. 

Transferring data outside of the European Economic Area (EEA) 

We are required to tell you if we transfer data outside of the EEA. As Mailchimp is based in the USA, data shared with Mailchimp may be transferred outside the EEA. However,. Mailchimp participates in and has certified its compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework.  

Legal basis for using your data 

We generally rely on your consent to use your personal data in relation to monitoring website usage and sending you direct e-mails through our mailing list, or providing customer care, information or support should you choose to contact us directly through our website. 

We also process your data because it is in our legitimate interests that we do so, namely: 

  • promoting, marketing and advertising our services; 
  • sending information to you by e-mail or text message about our or services; 
  • collating website usage figures and analysis (which are entirely anonymised) for performance reporting and reporting to our funders; 
  • understanding the behaviour of visitors to our website so that we can improve our website and/or the services we provide; 
  • protecting Signpost, our employees, volunteers, funders, partners and clients/customers/service users by taking appropriate legal action against third parties who have committed criminal acts; 
  • fulfilling our duties to our customers/clients/service users. 

Cookies 

We use cookies on our website to collect information from visitors. We collect information on pages viewed. 

We use Google Analytics, so Google Inc. processes data on our behalf so that we can understand how visitors access and use our website.  Click here for full details on Google’s Privacy Policy. 

Your legal rights 

You have the following rights: 

  • the right to ask what personal data we hold about you; 
  • the right to ask us to update and correct or delete any out-of-date or incorrect personal data that we hold about you; 
  • the right to opt out of any marketing communications that we may send you. 

To exercise any of the above rights please contact: 

Signpost, Beatlie Campus, Craigshill, Livingston, EH54 5EJ 

01506 431123| Email: [email protected] 

You have the right to lodge a complaint with the Information Commissioner’s Office (the supervising authority for data protection in the UK). To do that please visit their website at ICO Make a Complaint 

Reviewing and changing how we use data 

This Privacy Notice was last updated on 10th March 2020. 

We regularly review our use of personal data to ensure that what we do continues to be fair, transparent, safe and legal. Signpost sometimes changes software or technologies, or how we work, and this may result in us changing what data we collect and/or how we use it. We will only use your data for the purposes set out above. If we want to use your data for any other purpose we will contact you and seek your express permission before we conduct any such processing. 

We will always seek to minimise the amount of data we collect and use, and to only keep it for as long as we need to. 

Whenever any change is made to how we collect or use personal data we will update this Privacy Notice and any other relevant policies. You should check this page from time to time to ensure that you are content with the ways in which your data is being processed.

 

How to find out more or to make a complaint 

We’ve endeavoured to make this Privacy Notice clear, informative and understandable, but if it is not then please contact us and we will provide further information as required. We will also look to improve the wording of this Privacy Notice, based on feedback. 

To provide feedback, ask for more details or to make a complaint about our collection or use of your personal data then please contact: 

Signpost, Beatlie Campus, Craigshill, Livingston, EH54 5 EJ 

01506 431123| Email: [email protected]