Citizens Online data protection policy
Citizens Online will deal with your personal data in accordance with the principles set out in the Data Protection Act 1998. Where you are involved in the One Digital programme, this data protection statement applies as well.
Any personal information which you provide to us will only be used by Citizens Online, its service providers and partners and will not be distributed to any other person unless we have your permission or are required to do so by law. For Digital Champions and Partners, we may share information with organisations to whom you are affiliated (for example the relevant partner organisation in the One Digital programme), or who are your umbrella organisation, and we may provide summary statistical information to such organisations and our partner organisations as well.
Under the Act, Citizens Online is the Data Controller, which means that we determine for what purposes the personal information we hold will be used for. We are also responsible for notifying the Information Commissioner, if so required, of the data we hold or are likely to hold, and the general purposes that this data will be used for.
Citizens Online processes personal information to enable us to provide a voluntary service for the benefit of the national public as specified in our constitution; administer membership records, to fundraise and promote the interests of the charity; manage our employees and volunteers; maintain our own accounts and records. Our processing also includes the use of CCTV systems for the prevention of crime.
Citizens Online will, through appropriate management, strict application of criteria and controls, observe fully conditions regarding the fair collection and use of information, meet our legal obligations to specify the purposes for which information is used, collect and process appropriate information, and ensure the quality of information we use. We will also ensure that the rights of people about whom information is held, can be fully exercised under the Act.
There are circumstances where the law allows Citizens Online to disclose data without a person’s consent. These are:
- Carrying out a legal duty or as authorised by the Secretary of State
- Protecting vital interests of an Learner or other person
- The person has already made the information public
- Conducting any legal proceedings, obtaining legal advice or defending any legal rights
- Monitoring for equal opportunities purposes – i.e. race, disability or religion
- Providing a confidential service where the Learner’s consent cannot be obtained or where it is reasonable to proceed without consent.
What we collect
We may collect the following information:
- Personal details e.g. Name, address, job title, organisation, contact information, demographic information such as gender, date of birth, post code,
- Family details
- Lifestyle and social circumstances
- Membership details
- Goods and services
- Financial details
- Education and employment details
- Visual images, personal appearance and behaviour
- Other information relevant to digital skills
We process information about:
- Members and learners
- Staff, volunteers
- Complainants, enquirers
- Representatives of other organisations
- Individuals captured by CCTV images
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping, monitoring and evaluation
- To facilitate digital skills sessions and volunteering opportunities
- We may use the information to improve our products and services.
- We may periodically send promotional email about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
- From time to time, we may also use your information to contact you for market research and evaluation purposes. We may contact you by email, phone or letter.
- We may use the information to customise the websites according to your interests.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Information and records will only be accessible to authorised staff of Citizens Online or our key partners. Information will only be stored for as long as it is needed (or the required statute) and will be disposed of appropriately. It is the responsibility of Citizens Online to ensure all personal and company data is non recoverable from any computer system previously used within the organisation, which has been passed on or sold to a third party.
Communications and opt-out
When you sign up to a newsletter or register information on any of our websites, we may send you email communications from time to time as described above. You have the right to unsubscribe from such communications at any time.
We sometimes need to share the personal information we process with the individual themselves, and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act. What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.
Where necessary or required we share information with:
- Family, associates or representatives of the person whose personal data we are processing
- Current, past and prospective employers
- Healthcare, social and welfare organisations
- Providers of goods and services
- Educator and examining bodies
- Financial organisations
- Employment and recruitment agencies
- Survey and research organisations
- Business associates and professional advisors
- Police Forces
- Local and Central Government
- Other companies in the same group as the data controller
- Other voluntary and charitable organisations.
Data access and accuracy
All subjects have the right to access the information we hold about them. We will also take reasonable steps ensure that this information is kept up to date by asking subjects if there have been any changes to their data and reviewing the data regularly.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please contact Citizens Online by emailing firstname.lastname@example.org
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.
As a participant in the One Digital overall programme, you will be asked to provide information about yourself and your activities which will be held by Digital Unite. This data will be held in accordance with the Data Protection Act. Details of how it will be processed are available in the Data Protection section of the DCN terms and conditions page. Please contact Digital Unite with any queries about One Digital using one of the following methods:
- a) email to email@example.com
b) telephone on 0800 228 9272
c) online Contact Us form at http://digitalunite.com
d) letter to Digital Unite Limited, 18 Hundred Acres Wickham Fareham Hampshire PO17 6JB UK