Privacy Policy

Upbeat Communities (“Upbeat Communities”, “we”, “us” or “our”) are committed to data protection and privacy, and ensuring we are transparent about how we collect, use and store data.

Our privacy policy outlines how we do this.

Our privacy policy covers all our work including Derby Language School, a social enterprise which is part of Upbeat Communities.

If you have any queries about the information in our privacy policy, find out what data we hold about you, or wish to change any data we hold, please email us at hello@upbeatcommunities.org call us on 01332 916150 or write to us at:

Upbeat Communities / Overdale House / 96 Whitaker Road / Derby / DE23 6AP

What data do we collect?

Upbeat Communities collects personal and statistical data from you when you take part in our activities or services, request information from us and look at our website or social med profiles.

This data includes (but is not limited to):

-       Title

-       Name

-       Address

-       Email address

-       Phone number

-       Date of birth, age, nationality, gender, immigration status, etc (when relevant for accessing our services or activities)

-       Contact consents for email/ direct mail

-       Credit/Debit card information when making a donation or payment for services

-       Bank account details when setting up a direct debit

-       Taxpayer status for Gift Aid

The type of data we will collect will vary depending on how you engage with us.

For example:

As a participant in our activities we may need to collect personal data such as date of birth, nationality, and other personal data as part of our monitoring requirements.

As a donor we may need to collect your bank details and taxpayer status in order to process your donation and claim Gift Aid.

We are likely to collect data from you in the following instances:

-       When you have been referred to us by another organisation to access our support

-       When you attend one of our activities, classes or events

-       When you access our services

-       When you attend training we provide

-       When you sign up to our mailing list (for either emails and/or printed newsletters)

-       When you make a financial donation to support us

-       When you sign up as a fundraiser to raise money for us

-       When you apply to work or volunteer with us

-       When you register to attend an event we have organised

-       When you complete a survey or evaluation about our activities, events, services or training

We may also collect data about how you have previously engaged with us including through donating, fundraising, accessing our services/activities, and attending training.

We collect statistical data about how you’ve engaged with us via our website, social media channels and email. This data is anonymised and accessed via Google Analytics, Facebook Insights and Twitter Analytics and other analytics services provided by any online platforms we utilise.

We may also collect data about existing or potential supporters via surveys or through information available publicly, including Companies House, the Electoral Register and the media and online sources. The data we collect may also include details of demographics relating to your address, as well as estimates of your age, interests and lifestyle. We will use this information to better understand those who might want to support our work and in order to tailor our communications.

Why do we collect this data?

Personal Data:

We collect personal data in order to process:

-      Referrals to our services and activities

-      Sales enquiries

-      Payments for our services

-      Donations (including processing Gift Aid)

-      Information about people who have signed up for training or events

-      Job applications

-      Volunteer applications

-      Monitoring and evaluation of our services and activities

-      Information provided in surveys about our activities, events and services

We collect personal data in order to contact:

-      Individuals who have opted-in to hear from us by email and/or post (CONSENT)

-      Individuals who are accessing our services and have provided a phone number to be contacted on (CONSENT)

-      Individuals who have applied to work with us (LEGITIMATE INTEREST)

-      Individuals who have applied to volunteer with us (LEGITIMATE INTEREST)

-      Individuals who are fundraising for us (LEGITIMATE INTEREST)

Statistical Data:

We collect statistical data relating to how our website, social media and emails are being used. This helps us improve the services and information we offer and what content, activities and communications styles are best utilised.

We use a number of third parties including Google Analytics, Facebook Insights, Twitter Analytics and Mailchimp Analytics to collect this anonymised data.

Special Category (Sensitive) Data:

Data protection law categorises certain types of personal information as special category (sensitive) data, including race, ethnic origin, politics, religion, trade union membership, genetics, biometrics, health, sex life and sexual orientation.

We collect this data in certain circumstances:

-       Where it is necessary as part of the service or activity we are providing you

-       Where this data is relevant as part of the recruitment and selection process for staff in order to accommodate their needs during interview or as part of their job role

-       Where this data is relevant as part of the recruitment and selection process for volunteers in order to accommodate their needs during the recruitment process or as part of their volunteer role

How do we use the data we collect?

We use the data you provide us in the following ways:

Participants/ Service Users

-       Support you in accessing our services, activities and events

-       Promote our other services, activities and events that may be of interest to you

-       Refer you to other services and organisations that may be able to support you

-       Promote our work through photographs, stories, quotes and testimonies you have consented to share with us

-       Process any change in personal details you provide to us

-       For record keeping and administrative purposes relating to monitoring, feedback or complaints

Customers

-       Contact you if you have expressed an interest in our services

-       Provide you with the appropriate services

-       Completing contracts and terms of service

-       Promote our other services, activities and events that may be of interest to you

-       Administer any training we provide to you

-       Process any change in personal details you provide to us

-       For record keeping and administrative purposes relating to payments, feedback or complaints

Supporters

-       Keep you updated with news and information about our work by email or post, where we have consent

-       Process any donations you have made to us

-       Claim Gift Aid on your donation

-       Keep a record of your relationship with us

-       Process any change in personal details you provide to us

-       For record keeping and administrative purposes relating to donations, feedback or complaints

Job applicants

-       Process and consider your application for employment with us

-       Share specific and appropriate elements of your personal data where relevant including taking up references

-       Contact you regarding the outcome of any interview decision

-       For record keeping and administrative purposes relating to monitoring, feedback or complaints

Volunteers

-       Process and consider your application for volunteering with us

-       Share specific and appropriate elements of your personal data where relevant including taking up references

-       Contact you regarding the outcome of any volunteer application you have made

-       Keep you informed about our work if you are volunteering with us

-       For record keeping and administrative purposes relating to monitoring, feedback or complaints

Statistical Data

-       Develop and tailor what information and content we provide

-       Analyse the impact of our communications

-       Prioritise what channels of communication we use

How do we store the data we collect?

We take appropriate steps to ensure your personal information is managed securely.

We use physical, electronic and procedural safeguards to protect personal data. These include password protection, encryption, secure cloud storage, and locked filing cabinets. Where appropriate we restrict access to online and paper documents to relevant staff members and volunteers.

We haven taken every appropriate measure to secure any data we hold, however the transmission of information over the internet is never 100% secure, therefore we can’t guarantee the security of any information you submit via our website, and is submitted at the individual’s own risk.

How long do we store the data we collect?

The length of time we hold your personal data varies depending on the type of data and its use. We will only keep personal data for as long as necessary, in line with any legal obligations and in order to resolve any disputes, investigate disciplinary matters or enforce agreements. We may also retain data in accordance with statutory requirements.

Use of Cookies

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, for example remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

You can find more information about cookies here (https://ico.org.uk/your-data-matters/online/cookies/). Most browsers allow you to turn off the use of cookies function, should you wish to.

We may collect and use this data for the following reasons:

-      To understand the interests and needs of those who visit our website

-      To estimate our audience size and patterns

-      To support the processing of forms, applications or requests you send to us

-      To help us improve and update our website

Changes to our Privacy Policy

We keep this privacy policy under regular review. This policy was last updated in May 2018.