CMPP Policies

 Data Privacy Notice

  1. INTRODUCTION

This Privacy Notice sets out how CMPP uses and protects any information that you give when you interact with us. Our Privacy Notice explains in detail the types of data we may collect about you and how we will use and store your personal data. 

CMPP is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified by when using our website and or services we offer then you can be assured that your data will only be used in accordance with this Privacy Notice. 

CMPP may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from November 2019.

  1. WHO ARE CMPP?

CMPP was established in 2010 to provide helping hands for charities and not-for-profits. We bring together a variety of large organisations, SMEs, public sector and micro businesses to work in collaboration to support the needs of the local community through a variety of corporate volunteering opportunities and events. CMPP became a registered charity in May 2019. Charity number: 1183467, Registered Office:

The Sixth Form College Farnborough, Prospect Avenue

Farnborough

Hampshire 

GU14 8JX

Tel: 01252 688 257

E: hello@cmpp.org.uk

https://cmpp.org.uk 

  1. WHEN DO WE COLLECT YOUR PERSONAL DATA?

We will collect your personal data in a number of ways including, but not limited to:

  • When you sign up for a newsletter.
  • When you join us as members.
  • When you attend any of our networking events
  • When you engage with us on social media.
  • When you visit our website.
  • When you contact us by any means with questions, information requests
  • When you’ve given a third party permission to share with us the information they hold about you
  • When you sign up to one of our fundraising events

We will ensure that this information is processed in a lawful manner and is only used for relevant and necessary purposes.

  1. WHAT PERSONAL DATA DO WE COLLECT?

The type of personal information that we may collect from you includes:

Members: 

  • Name
  • Organisational address
  • Job title 
  • Email addresses
  • Telephone number
  • Payment information
  • Areas of operation 
  • Submitted member profile
  • IP Address
  • Photos

Non-members 

  • Name
  • Organisational address
  • Job title 
  • Email addresses
  • Telephone number
  • IP Address
  • Photos

We only collect your personal information that you have voluntarily chosen to provide to us and we will only collect personal information that we need.

  1. HOW DO WE USE THE PERSONAL INFORMATION WE COLLECT?
 

What We Use Your Personal Information For

How Do We Use Your Personal Information

What is the Legal Basis That We Use to Process Your Information

1. 

To keep our members updated about relevant activities to promote community cohesion and help to raise the aspirations of the younger members of our society. These activities can act as brand building opportunities and as a staff engagement tool.

We use your personal information to send you details about relevant activities promoting such endeavours and can include:

  • Business Challenge days
  • Volunteering opportunities
  • Networking events
  • Fundraising events

We are performing our contractual obligations.

2.

To keep non members informed of our activities

We use your personal information as a non member to send you details about relevant activities that we offer.

Consent, you have requested that we do this.

3.

To send you a copy of our current newsletter.

We use your personal information (email) to send the current copy of our newsletter to your inbox.

Consent, you have requested that we do this.

4. 

To send you survey and feedback requests to help guide and improve our work in the community

We use your personal information to send you the results of surveys that we have carried out with our members.

For members: We are performing our contractual obligations


For non-members: We ask for your consent.

5.

To develop our products and services and to ensure that the website content is up to date, relevant and appealing.

We use your personal information to determine your likes, dislikes and needs, this may come from the comments and requests that have appeared on the site.

It is in our & your legitimate interests to develop and enhance the products and services that we offer to you and to keep our website up to data with relevant information.

6.

To respond to you when you contact us via our website with a request to apply for a community action day for your project.

We use your personal data to call text or email you with regards to your community action data request.

It is your and our legitimate interests to use your information to reply to you. We know you are expecting a reply to your request.

7. 

To manage your member account on the site.

We use your personal information to ensure that you receive the benefits and services that are on offer and that they are of interest to you.

It is our and your legitimate interests to develop, enhance, provide and market suitable products to you. 

8.

For marketing products, events and services to you. 

We use your personal information (email, post or social media) to ensure that you know about the products, events and services that we offer. 


You have the right to object and or opt out of any of these marketing channels at any time.

It is within our and your legitimate interest to ensure that you know everything that is going on within the site and the community; this will mean that you have the best experience. By doing this we are able to market and develop products and services that we know are of interest to you.

9.

To send you communications as required by law.

We may need to inform you about any changes to the services that we provide to you.

These service messages do not include any promotional content and do not require your consent.

To comply with a legal obligation

10.

To carry out fraud / credit checks.

We use your personal information to ensure that there is no involvement in fraudulent activities  

To comply with a legal obligation

 

  1. HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?

Your data is retained by CMPP for as long as is necessary for the purpose that it was collected for. If you are a member, you will continue to receive information from us for the duration of your membership. If you are a non member but have signed up to receive communications from us then you will continue to receive them until you actively unsubscribe. If you tell us that you do not wish to receive emails from us by using the ‘unsubscribe’ link then marketing emails will cease.

We will retain your details on a suppression list within our marketing platform ‘Mailchimp’; this will ensure that you are not contacted by us again unless you request us to do so. The Mailchimp Privacy Notice can be accessed here.

We are obliged to keep certain data to fulfil certain legal obligations and matters of record keeping e.g. financial records which we are required to keep for 6 years. Any data that is retained is minimised to ensure that we are only keeping only that which is required. We will securely delete all data when it is no longer required. 

  1. SHARING YOUR PERSONAL DATA

We will sometimes share your personal data with trusted third parties, if we have your permission to do so. We will tell you who these third parties are if we are sharing personal data with them. These may include, for example, event partners, contractors working with CMPP to deliver our services.  Unfortunately, the transmission of data across the internet is not completely secure and whilst We do Our best to try to protect the security of your information We cannot ensure or guarantee that loss, misuse or alteration of data will not occur when data is being transferred.

At CMPP, we have strict due diligence procedures and measures in place and review, assess and background check all potential personal data processors prior to agreeing a business relationship with CMPP. We obtain and review relevant company documents, certifications, references and operating processes to ensure that the data processor is adequate, appropriate and effective for the tasks we are seeking to employ them for, and that they can demonstrate how they will maintain the security of all personal data which they process on our behalf.

CMPP regularly audits its data processors, specifically the ongoing suitability of their operating processes and data processing activities. Such assessments are conducted prior to and during the entire contract period by qualified Data Protection Officers, in order to assess the supplier's compliance with current data protection regulations, any relevant codes of conduct that they are obligated to adhere to, and the contractual clauses which they have with CMPP.

At all times we keep your data safe and protect your privacy:

  • We provide only the information they need to perform their specific services.
  • They will only use your data for the exact purposes we specify in our contract with them.
  • We work closely with them to ensure that your privacy is respected and protected at all times.
  • If we stop using their services, any of your data held by them will either be deleted or returned to us. 

Examples of the kind of third party processors we work with are:

  • IT companies who support our website and other business systems: 
  • Farnborough 6th Form College
  • Mark Embling Web design
  • Stripe - to process debit/credit card payments. If you complete a sign-up form it will collect the required banking details and personal information to process the request.
  • Operational companies for such activities as event management EG. Eventbrite which we use for the collection of information relating to events that we run, you can find their Privacy Notice here.
  • Branston Adams accountants
  • mailchimp for email communications.  See “sharing your personal data” above.
  • For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
  • We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our members into consideration.
  • Freelance consultants

 YOUR RIGHTS

Under GDPR you have rights over your data. 

You have the right to:

  1. Request access to your personal data we hold about you, this will be free of charge in most cases. If you want to access your personal data, please let us have details of the personal data you want to see by email: hello@cmpp.org.uk. Please note that we may require further proof of your identity
  2. Correction of your personal data if it is out of date, or is incorrect.
  3. Erasure of your personal data from our records in certain circumstances.
  4. Restrict processing in certain circumstances as outlined in the ICO guidance. You have a right to require us to stop processing your personal data in a particular way.
  5. Object to the processing of your data in a certain way 
  6. Portability of your data, you wish to request a copy of your data and take it elsewhere. 
  7. Withdraw your consent

If you wish to withdraw your consent to the collection and processing of your data, or exercise your rights as outlined above please contact us using the details in section 14. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. If we are unable or choose not to action your request we will explain to you the reasons for our refusal.

You are responsible for the accuracy of your personal data, please let us know if needs to be updated.

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

If you feel that your data is not being managed in an appropriate manner you can raise a concern with the ICO, Tel: 0303 123 1113. You can also find general information from the ICO.

  1. MARKETING & COMMUNICATIONS

We could use your information to inform you about the services that we offer including business challenge days, volunteering opportunities, networking events & fundraising events, we would do this as part of our legitimate interest. You are free to opt out or unsubscribe of any marketing communication at any time or you may withdraw your consent. Contact CMPP by email to let us know you no longer want us to contact you or hold your data and we will ensure your data is erased from our system(s) (assuming that we do not have a legal obligation to keep it. All emails that we send you contain an ‘unsubscribe’ link. We use Mailchimp as our marketing platform you can view their Privacy Notice here.

  1. COOKIES

A cookie is a small file of letters and numbers that is downloaded to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, analyse traffic to our website, to help with the security of our website, to allow you to log in to the site and to gain consent where appropriate.

Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall, cookies help us provide you with a better website service, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. 

  1. SECURITY

We are committed to ensuring that your information is safe and 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.

  1. LINKS TO OTHER WEBSITES

Our website contains links to our partner websites which may be of interest to you. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Notice. You should exercise caution and look at the Privacy Notice applicable to the website in question.

  1. SOCIAL MEDIA SITES

We operate a number of social media pages (including Facebook, Twitter, LinkedIn, YouTube and Instagram). Although this policy covers how We will use any data collected from those pages it does not cover how the providers of social media websites themselves will use your information. Please ensure you read the applicable privacy policy of the social media website before sharing data and make informed use of the privacy settings and reporting mechanisms to control how your data is used and its visibility.

  1. CHILDREN

When your child takes part in one of our events, we will ask you to provide their name and the email address of a parent or the responsible person. We do not store the data belonging to children for longer than is necessary. We delete the data of the child after the event that they entered has taken place. 

  1. HOW TO CONTACT US

If you have any questions or queries about how we collect and use your data, please feel free to contact us:

By email: 

hello@cmpp.org.uk

By mail:

The Data Manager, CMPP, The Sixth Form College Farnborough, Prospect Avenue, Farnborough, Hampshire GU14 8JX

By tel:

01252 688 257

Our commitment to the environment

As a socially responsible company we also take our commitment to protecting the environment seriously and will take the following steps:

  • Use energy-saving lightbulbs where possible.
  • Turn off electrical appliances when not in use.
  • Minimise our use of single-use plastic as much as possible.
  • Only print resources when vital to do so.
  • Recycle materials where possible
  • Avoid excess business travel 

Equalities Policy

Aim:

CMPP is committed to promoting equal opportunities and challenging discrimination, both in employment, the work we carry out and the services we deliver.

Valuing cultural diversity

Our belief in cultural diversity and respect for those with additional needs, beliefs, values and abilities will help:

  • build trust and confidence between varied communities
  • provide a richer mix of ideas and talents to draw from
  • create more efficient and effective decision-making.

Promoting participation

We will endeavour to work with groups that are traditionally under-represented, to provide them with a more active role in shaping the work that we do. In this way we are able to encourage participation, openness and honesty.

Promoting equality of opportunity

We will work with groups who commonly experience poorer access to employment, have fewer training opportunities and are under-represented in the workforce.   

Promoting inclusive communities

Our work will strive to build a cohesive community where people feel they belong, where their lives are appreciated and valued, and where people with similar life opportunities develop strong, positive relationships with people who are from different backgrounds.

Reducing disadvantage and exclusion

Where possible our projects will work to eliminate the causes of disadvantage and exclusion, and target projects that help include groups at greatest risk.

 

Health and Safety

CMPP have adopted the Health and Safety Policy of our landlords, Farnborough Sixth Form College. 

In addition risk assessments will be carried out for any activity which takes place off-site.   A Lone Worker risk assessment must be completed in partnership with any personnel required to undertake Lone Working.

All new staff induction will cover Health and Safety requirements

Join us

Want to be a part of something amazing?

Think we can help you?

Apply for a Community Action Day