This privacy policy sets out how The Cohesion and Integration Network (Belong) uses and protects any information that you give us via this toolkit.
The Cohesion and Integration Network (Belong) is a charity registered in England and Wales with the registered charity number: 1180761. Our mission is to fundamentally transform policy and practice in the cohesion and integration field through connecting and supporting members and advocating on their behalf. Our vision is a more integrated and less divided society.
To fulfill our work in support of its mission and aims, The Cohesion and Integration Network (Belong) may collect, store and process personal data about our members, contacts, advisors, contractors, and other third parties, and we are committed to handling personal data in accordance with data protection law. You can be assured that we will only request and retain personal information if we have a lawful basis to do so, as outlined by the General Data Protection Regulation (GDPR) (EU 2016/679) 2018, and by the Data Protection Act 1998.
The Cohesion and Integration Network (Belong) is the ‘data controller’ of the personal data provided to and stored and processed by The Cohesion and Integration Network (Belong).
1. What do we collect?
This microsite hosts a dedicated toolkit, which requires member login to be able to save your entries and allow you to return to them at a later date. To do this, we require your Name, Email, and Organisation Name.
You are responsible for making sure you give us accurate and up to date information. If you provide information on behalf of another person, you will need to tell them how to find this privacy statement and make sure they agree to us using their information for the purposes set out in it.
• Newsletter sign-up – full name, work email address.
• Website Viewing and Usage – anonymous browsing information is collected to enable us to understand how people are using the toolkit
• Feedback – We also store your feedback information, should you choose to submit this at the end of the toolkit
In all instances where we collect the data from individuals it’s in order to deliver our charitable services.
2. How will we use your data?
We use your personal information to process and manage your toolkit account and to provide services you have requested from us. We do not share your information with third parties, unless it is necessary to deliver the service you have requested from us. Primary examples of this include, but are not limited, to:
• Sharing quotes from your submitted action plans to highlight the work being completed in response to using the toolkit.
From time-to-time, we may use your feedback and attribute it to you (e.g. by quoting a name and organisation alongside the feedback). We take this information from the feedback form you are asked to complete and we do so to talk about our services publicly or demonstrate the impact of the charity to key stakeholders e.g. funders. We never share your information without asking for specific, unambiguous consent. This will be very clear on the relevant forms you complete. If in any case, this consent is not received then your data will not be shared.
3. Marketing and communications
3.1 Marketing
We would like to send you information about our events, products and services which may be of interest to you. If you have consented to receive marketing (by signing up to our newsletter or opting-in to receive a newsletter when signing up as a member), you may opt out at a later date by emailing us at: admin@belongnetwork.co.uk to let us know your change of preference.
You have the right at any time to stop us from contacting you for marketing purposes.
3.2 Newsletters
We use third party provider MailChimp, to deliver our newsletters. Mailchimp collects information on the device and applications you use to access emails sent through their Services, and collects usage data when you interact with emails sent through the Services. Please see Mailchimp’s Privacy Policy to further understand how your data is processed.
4. Member data use
4.1 Toolkit communications
As a user of the Toolkit, you may receive communications relating to updates to this toolkit that are relevant to you. You may opt out of this by removing your account
5. How do we store your data?
Your data is currently held by us on the password-protected cloud-based server that hosts this website, which is based within the EEA.
Where we use third party providers for some services (e.g. Eventbrite, MailChimp, Slack and Box) your data may be held outside of the EEA and usually in the USA. We make sure that we use reputable third parties. Please see below for further details.
5.1 How long we keep your data
We retain your personal data for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation, typically seven years). In addition, personal data may be securely archived with restricted access (and other appropriate safeguards) where there is a need to continue to retain it.
5.2 Newsletters
We use third party Mailchimp to deliver our newsletters. Mailchimp retains your Personal Information until it has no on-going business need to do so in which case it is deleted or anonymised. If this is not possible (for example it has been stored in back-up archives) they will store and data and isolate it from further processing until deletion is possible. See: mailchimp.com.
6. Your data protection rights
6.1 Right to access or update your data
If you wish to access or rectify personal data that has been collected or if you wish to receive any personal data we hold on you, please contact admin@belongnetwork.co.uk and we will respond to your request within one calendar month.
6.2 Right to delete your data
If you wish to have your data removed entirely from our records, please contact admin@belongnetwork.co.uk and we will respond to your request within one calendar month.
6.3 Right to move your data
If you wish to have your data transferred from the Cohesion and Integration Network (Belong) to another organisation, please contact admin@belongnetwork.co.uk and we will respond to your request within one calendar month.
6.4 Right to withdraw your consent
If you wish to withdraw your consent from receiving our email communications, this can be done by clicking ‘unsubscribe’ at the bottom of an email you receive from us.
Please note that this does not apply to emails sent by our team which relate directly to the service you have requested or purchased, these emails may not have an unsubscribe function. However you can reply to these emails at any time with any concern or questions about your personal data.
6.5 Right to object to, or restrict data processing
If you object to the processing of your personal data, or wish to restrict the way in which it is processed by us, please contact admin@belongnetwork.co.uk and we will respond as soon as possible. Please note that this may affect our ability to deliver our services to you.
7. Privacy policies of other websites
Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.
8. Changes to our privacy policy
Updates to this privacy statement will appear on this website. This privacy statement was last updated on 21/06/2023.
9. How to contact us
Please contact us if you have any questions about our privacy notice or information we hold about you:
• By Email: subject Access Requests, complaints about data usage and all other enquiries: admin@belongnetwork.co.uk
10. How to contact the appropriate authorities?
If you wish to take your complaint further, you can contact the Information Commissioner’s Office (ICO), which is the independent regulatory authority who exist to uphold information rights in the UK. For more information, visit the ICO website or call their helpline on 0303 123 1113.