How we use your information

RedbridgeCVS keeps information about many different people as part of the work we do. We take your privacy very seriously, and have detailed procedures regarding how that data is used. We run various different services and projects, and the details of how we use data vary between them. This document describes our procedures in detail for all the different projects and services.

RedbridgeCVS employs paid staff, but some of our work is done by volunteers, and a volunteer may process your information. We check that volunteers have the skills to do their work properly, and every volunteer is trained in how to handle information when they start working with us.

Our details and contacting us

Our organisation is called RedbridgeCVS. The person here responsible for our information systems is Colin Wilson, the Information Officer. You can contact him by phone on 020 3874 4135, by email at colin@redbridgecvs.net, or by post at RedbridgeCVS, 103 Cranbrook Road, Ilford IG1 4PU.

If you have a question or complaint

You have the right to know what information we hold about you, and to have it corrected if it is inaccurate. If you don’t want us to hold your information any more, we may be able to delete it. If you want us to change how we use your information – for example, if you want us to stop sending you mailings – please let us know. Contact Colin Wilson, Information Officer, RedbridgeCVS by phone on 020 3874 4135, by email at colin@redbridgecvs.net, or by post at RedbridgeCVS, 103 Cranbrook Road, Ilford IG1 4PU.

RedbridgeCVS has to obey laws about how we use your information. The government body which implements these laws is called the Information Commissioner’s Office. You have a right to complain to them if you feel that we have not complied with the law. You can contact the Information Commissioner’s Office by phone on 0303 123 1113, by email at casework@ico.org.uk or by post at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Details of the information we hold for each of our projects and services

The rest of this page includes details of the different information we hold for our various projects and services. These are:

Staff and job applicants

Staff

RedbridgeCVS holds information about our current staff. We do this so as to fulfil the contract of employment we have with our staff. We keep this information for six years after the end of a staff member’s employment.

  • We hold information for payroll purposes including contact details, bank details, pension details, tax details, details of County Court Judgements and students loans. Payroll is processed for us by the Payroll Service Company, and we share this information with them. Only finance staff have access to payroll information.
  • We hold personnel management information including contact details, details of an emergency contact person and personnel records. This information is protected by passwords on our computer system, and only available to the staff who need to see it. Paper documents are kept in locked filing cabinets.

Job applicants
We hold information about people who apply for jobs with us, including their contact details, and information about their employment history and skills. We do this because it is in our legitimate interests to fairly and accurately assess candidates. This information is protected by passwords on our computer system, and only available to the staff who need to see it. Paper documents are kept in locked filing cabinets.

After the closing date for applications, we shortlist candidates for interview.

  • If an applicant is not shortlisted, we hold their information for two weeks after the shortlisting meeting.
  • If an applicant is shortlisted but not appointed, we hold their information for six months after their interview.

Volunteers

RedbridgeCVS holds information about our volunteers, including their contact details, details of an emergency contact and details about their work with us. We do this because it is in our legitimate interests to manage them and their work. We keep this information for six years after a person stops volunteering for us.

This information is protected by passwords on our computer system, and only available to the staff who need to see it. Paper documents are kept in locked filing cabinets in our office.

People associated with member organisations, individual members and people associated with supporter organisations

RedbridgeCVS holds contact details about these individuals. We do this as part of our contractual relationship with them, as part of which we provide people with information and services associated with their or their organisation’s membership, or its role as a supporter, of RedbridgeCVS. These services including sending individuals our eNews bulletin, information about Voluntary Sector Network meetings and about our AGM.

The information is held in our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers.

Any individual can opt out of receiving mailings at any point by using the Unsubscribe link included at the end of all mass email messages.

If an organisation or individual leaves membership or stops being a RedbridgeCVS supporter, we will remove the data of the people associated with them after two years.

Fit for Fun

We hold data about three groups of people associated with Fit for Fun, our community exercise project:

People Taking Exercise as Part of the Project

We keep the contact details of some people taking part in Fit for Fun. We do this so as to send you information about the project: it is in our legitimate interests to do this. The information is held on our computer system, where only appropriate staff have access to it, and is also held in our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers. We keep this information for six years after we last contact you.

Instructors

We keep contact details, details of your insurance, details of DBS checks, details of activities for which you are qualified and financial details of invoices you have sent us and payments we have made. Some of this information is held on our computer system, and only staff working on Fit for Fun and their Managers can access it; some is held in our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers. Paper documents are stored securely in our office. Financial information is processed by our finance team.

We hold this information so that we can carry out our contract with you. We will delete the information six years after we last make a payment to you.

Contacts at venues

We keep your contact details on our computer system, and only staff working on Fit for Fun and their Managers can access it. We hold this information so that we can carry out our agreement with you. We will delete the information six years after we last make a payment to you.

Redbridge Children and Young People's Network (RCYPN)

We keep contact details for people associated with organisations which are members of RCYPN, and for people who have asked to go on the RYCPN mailing list. We process this data so that we can carry out our contractual agreement with you. This information is currently held on our office computer system: access is restricted to staff who need it. In the future we will use our CiviCRM database to store this information: the system is managed for us by Circle Interactive, who hold the data on their servers.

If your organisation has ceased being a member of RCYPN, we will remove your data from our systems after 2 years.

Employment and Skills Team (EaST)

The team holds data about people who are looking for work, about people working for prospective employers, and about colleagues in other organisations such as the DWP, other providers of employment services and funders including Big Lottery and London Councils Grants Committee .

People looking for work

We keep information including your contact details, your employment history and the kind of work you are looking for: we do this with your consent, which you can withdraw at any time. We also keep information about sensitive topics (what the law calls “special category data”) such as health issues, including mental health issues, because these can make it harder for people to find a job. We also record data about topics like your ethnicity so we can be sure that we are providing a good service to people from different sections of the community. We use this data with your consent, which you can withdraw at any time. We may share this information with funders, prospective employers and colleagues, so as to ensure that we are working effectively, and so as to help you find appropriate work.

We keep this information held on our office computer system: access is restricted to staff who need it. In the future we will use our CiviCRM database to store this information: the system is managed for us by Circle Interactive, who hold the data on their servers.

We will hold your information for ten years after we finish working with you, as stipulated by our primary funder, the European Social Fund.

Staff of prospective employers

We hold your contact details, and details of the jobs you have available. We keep this information held on our office computer system: access is restricted to staff who need it. We will hold your information for ten years after we finish working with you, as stipulated by our primary funder, the European Social Fund.

Colleagues in other organisations

We hold your contact details. We keep this information held on our office computer system: access is restricted to staff who need it. We will hold your information for ten years after we finish working with you, as stipulated by our primary funder, the European Social Fund.

Training

We hold data about people who have booked on our training courses, and about people who have told us that they are interested in getting information from us about our training services.

Information about training bookings is held by SurveyMonkey, Zapier, IT systems based in our office and using CiviCRM, which is managed for us by Circle Interactive, who hold the data on their servers. We are processing this data in order to carry out the contract between us. Information about people interested in training services is held on IT systems based in our office. We are processing this data to send you information you have asked for: it is in our and your legitimate interests to do this.

If you book for training, we hold this information for six years after the date of the training session. If you ask us to stop sending information about our training courses, we will stop immediately and delete your data from our systems after two years.

Volunteer Centre Redbridge

We keep information about people interested in volunteering, and about our contacts at organisations that work with volunteers.

People interested in volunteering

We keep information about your contact details and your preferences as regards volunteering. We do this so as to match you with an appropriate volunteering opportunity: it is in our legitimate interests to do this. We may record information on sensitive topics such as your ethnicity to ensure that we provide a service equally to all parts of the community. We may record information on sensitive topics such as your health, including mental health – but only if you tell us about this, and if it is relevant to helping you find a volunteering opportunity. We hold information on sensitive topics with your consent, which you can withdraw at any time.

Information is held on the computer system in our office, where it is only available to the staff who need to see it, and on our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers. We keep this information for six years after we last have contact with you.

Organisations that work with volunteers

We keep information about your contact details on our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers. We keep this information for six years after we last have contact with you.

We do this so that we can carry out the contractual agreement we have with you. These agreements are stored on the computer system in our office, where it is only available to the staff who need to see it, and in the case of older agreements are stored securely in our office.

Social prescribing

We hold information about you and the support we give you. This will include sensitive information on issues including your health and your mental health. We do this so as to provide you with health and social care services. Information is held on the computer system in our office, where it is only available to the staff who need to see it, and on our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers. Access to the database is restricted to staff working on the Social Prescribing project. We keep this information for six years after we last have contact with you.

Health partnerships

We work with some charities and community groups to help people access health services. The groups we work with are RedbridgeCVS members, and we work with you in accordance with the contractual arrangement that was made when you applied for membership.

Information is held on the computer system in our office, where it is only available to the staff who need to see it, and on our CiviCRM database, which is managed for us by Circle Interactive, who hold the data on their servers. We keep this information for six years after we last have contact with you.

 

 

London Borough of RedbridgeNHS Redbridge Clinical Commissioing GroupLondon CouncilsMayor of LondonEuropean Social FundSkills Funding Agency  Big Lottery