Data Protection

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:

Data collection

What we collect
We may collect the following information:

We process information about:

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:

Data storage

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.

Data sharing

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:

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

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.

One Digital

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:

  1. a) email to
    b) telephone on 0800 228 9272
    c) online Contact Us form at
    d) letter to Digital Unite Limited, 18 Hundred Acres Wickham Fareham Hampshire PO17 6JB UK

March 2016



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