Salford CVS Full Privacy Notice (last Amended 4th May 2023)
About Us
Salford CVS is the city-wide infrastructure organisation providing support for the voluntary, community and social enterprise sector (VCSE). Our support services include providing specialist information, advice and development support.
We are incorporated as a Company Limited by Guarantee (registration number 1948293) and registered as a Charity (registration number 519361).
Salford CVS is registered with the Information Commissioners Officer (registration number Z6689753) and you can find out more about work through the about us section of our website
Further information about our work can be found in the about us section of our website.
What data do we collect?
A large majority of our work is supporting VCSE organisations but we do also support individuals and volunteers through the work of our development team, the volunteer centre and specific projects. This means we hold a range of personal data including:-
- personal information (such as name, employee or teacher number, national insurance number)
- characteristics information (such as gender, age, ethnic group)
- contract information (such as start date, hours worked, post, roles and salary information)
- Employment-related information (such as job applications and Human Resources Information e.g. qualifications, sickness absence, working hours)
- Payment Details ( including individual payroll details as well as individual payment and donation information)
How do we collect your information?
Salford CVS collect your personal information from a range of contact points including paper-based forms, telephone and the Salford CVS website. Each collection point contains a brief privacy notice relating to its specific use and signposting to this overall statement.
What do we do with your information?
The data we collect and how we use it depend on which of our services you have accessed. These sections will be made available to individuals when they sign up to use those services. Further details on each service can be accessed below or by clicking the link to the appropriate service.
- Salford CVS Membership
- Development Team Support
- Salford CVS Volunteer Centre
- Salford CVS Administered Grants Programmes
- Little Hulton Big Local
- Salford CVS Training and Events
- Salford CVS Projects and Programmes
- Venue directory
- Disclosure and Barring Service (DBS)
- Salford CVS Payroll Services
- Salford CVS Mailing Lists
- Salford CVS Website
- Research and Monitoring
- Photography
- Closed Circuit Television (CCTV)
- Staff and Volunteers
Lawful Processing
Data protection law requires us to rely on one or more lawful grounds to process your personal information. Depending on the service you are accessing these will change. We consider the following grounds to be relevant:
- Specific Consent - Where you have provided specific consent to us using your personal information in a certain way, such as to send you an email or newsletter
- Performance of a contract – To enable us to provide products or services to you such as our development team support or receiving a grant.
- Legal obligation - Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example as part of the payroll services we have to legally provide information to HMRC.
- Vital interests - Where it is necessary to protect life or health (for example in the case of a medical emergency suffered by an individual at one of our events) or a safeguarding issue that requires us to share your information with the emergency services.
- Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights). Examples of this include:
- Sending you specific related opportunities or events such as new funding or training opportunities.
- Letting you know about research we conducting to help us improve our services or the lives of people in Salford.
When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our own interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).
When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route that is lawfully available (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
Who do we share your information with?
Salford CVS will only share information with those that need to know it. Further information on who we share information with is within each service area.
We do share anonymised statistical information and case studies with our funders and commissioners including Salford City Council and Greater Manchester Integrated Care System – no personal individual can be identified from this data.
Personal information will only be shared with those that need to know it in order to complete our service to you. Examples of this include processing DBS applications, our payroll services and specific projects and services.
Where your information is being shared it will be stated clearly at the point of collection whether that is in a paper-based form or through our website.
If you have any queries regarding if your data is shared and the sharing processes we undertake please speak to the member of staff you are working with or alternatively contact Kirsten Robinson data@salfordcvs.co.uk
Additional Information sharing
Your information may also be shared with other people and organisations where the organisations are required by law to do so or with appropriate justification under the Data Protection Act (2018), for example where the disclosure is necessary to a public body or another organisation to exercise its statutory functions. Examples of this include the sharing of data with HMRC regarding payroll functions or where we have a duty of care such as a safeguarding concern.
Detection and prevention of fraud or crime
By law, we are required to protect public funds that we are responsible for (e.g. our grants programme). This means we may also use any of the information you provide to prevent and detect fraud. This may involve sharing this information with organisations responsible for auditing or administering public funds including the local authority and the clinical care commission.
When necessary and appropriate information held will be shared with organisations such as the Police to prevent or detect crime, apprehend or prosecute offenders or prevent the risk of harm to an individual e.g. safeguarding.
What do we do to make sure your information is secure?
We take our obligations to look after your data very seriously and abide by the principle of data protection. We have put in place appropriate technical and organisational measures to meet the requirements of accountability. These include:
- The appointment of a data protection lead who reports directly to the board
- Taking a ‘data protection by design and default approach to our activities.
- Maintaining documentation of our processing activities.
- Adopting and implementing data protection policies and ensuring we have written contracts in place with our data processors.
- Implementing appropriate security measures in relation to the personal data we process.
- Carrying out data protection impact assessments for our high-risk processing
- Staff that can see your information have undergone specific training around how to handle information properly
- We have relevant policies and procedures which set how your information is handled and protected.
- Relevant paper-based information is processed only by the relevant members of the Salford CVS team and kept securely within our Salford office
- Our electronic systems and physical storage have appropriate access control applied. This means if they are not the appropriate person they will not be able to see your information.
- Electronic information is processed within our secure network and systems.
- The systems we use to process personal data allow us to erase or update personal data at any point in time where appropriate.
Transfer of data outside of the European Union
Salford CVS main database and server systems are hosted in the UK and technical our main support contracts are provided by a UK-based organisation. However, on occasion, it may be necessary to transfer personal data outside of the EAA. If we transfer your information beyond the EU, we will make sure that it’s protected in the same way as if it was being used in the EAA.
To keep your information safe we will either:
- transfer it to a non-EAA country with privacy laws that give the same protection as the EAA
- put in place a contract with the recipient which means they must protect it to the same standards as the EAA
- Where the transfer is to the US we will ensure that the transfer is lawful and undertake an additional risk assessment to protect your personal rights and data
How long will you hold onto my information?
Information has to be kept for different lengths of time that is often dictated either by law or funding terms and conditions. This can vary from 1 year up to 75 years. Your information will be held for the minimum length of time that these various laws and legal regulations state they must be held for. Where laws do not specify how long information must be kept for the organisation will use recommendations from legal advisors and how long other specialists in the organisations decide it is necessary to keep it for. All decision that is not based on legal requirement has to be explained.
Due to the many different types of information that are used by Salford CVS, we have included how long we keep the data under each project or service notice. If you wish to know the length of time particular information regarding yourself or your organisation is held please contact Salford CVS for further information.
Automated decision making
Automated decision-making occurs when an electronic system uses your personal information to make a decision without human intervention. No decisions with Salford CVS are taken about you based solely on automated decision-making, including profiling.
What are my rights of access to my information?
You have the right to ask for access to any of the personal information that Salford CVS hold about you. If you want to ask for this information please contact our data protection lead – Kirsten Blackwood data@salfordcvs.co.uk
Your Right to Complain / Object
You have the right to complain if you feel your information is not being used in the right way. To begin with, it may be better to speak with the member of staff that is working with you to talk through your concerns.
If you do not want to do this details of our complaints procedure can be found here
Alternatively, you can simply contact our data protection lead – Kirsten Robinson data@salfordcvs.co.uk / 0161 787 7795
If you are still not satisfied with your response from Salford CVS you also have the right to raise a complaint with the Information Commissioner’s Office. For further details on this and your information rights please visit the Information Commissioner’s Office Website HERE
Changes to policy
Salford CVS will review this statement on a regular basis and the updated document will be made available on our website.
What do we do with your information? (Services)
We collect your information to:
administer our membership service offer including processing their membership applications as well as keeping organisations and groups informed about our services as well as news, events and activity that affects them and their work.
What type(s) of information do we use?
- Contact details
- Information about your organisation
What is the legal basis for using your information?
- Performance of a contract – To enable us to provide products or services to you
- Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests. Examples of this include:
- Sending you specific related opportunities or events such as new funding or training opportunities.
- Letting you know about research we conducting to help us improve our services or the lives of people in Salford.
Where do we get your information?
- Submitted by yourself / the organisation
Who do we share your information with?
- Your organisational contact details may be shared/added to the Salford CVS group directory if you gave permission / requested to be added as part of your membership application
- Statistical Data regarding our membership may be provided to our funders and commissioner. However, this data is anonymous and no individuals can be identified from these reports.
How long will we keep your information?
- Information is kept for the duration of your membership with Salford CVS. Personal data is currently kept for 12 months after the end of your membership.
We do record details of the support we give through our referrals process including the nature of the support, how we have helped, what the outcome was etc. Although the majority of this information is about the organisation we may also be occasionally given personal information. Our case files are kept securely on our CRM system. The system is password protected and access to that section is limited only to staff involved in providing development support. Our files are kept for a minimum of seven years to meet our legal and funding obligations.
We collect your information to:
administer our membership service offer including processing their membership applications as well as keeping organisations and groups informed about our services as well as news, events and activity that affects them and their work.
What type(s) of information do we use?
- Contact details
- Information about your organisation
What is the legal basis for using your information?
- Performance of a contract – To enable us to provide products or services to you
- Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests. Example of this include:
- Sending you specific related opportunities or events such as new funding or training opportunities.
- Letting you know about research we conducting to help us improve our services or the lives of people in Salford.
- Legal obligation - Where necessary so that we can comply with a legal or regulatory obligation
- Vital interests - Where it is necessary to protect life or health for example a safeguarding issue which requires us to share your information with the emergency services.
Where do we get your information?
- Submitted by yourself / the organisation
- A referral from a third party e.g. local authority
Who do we share your information with?
- Your organisational contact details may be shared with other organisations in order for us to support your work. This will not be done without your permission unless we have a legal reason for doing so e.g. safeguarding, charity fraud etc
- Our core development work is funded through Salford City Council and we provide statistical information and case studies to them regarding the delivery our services. This information is anonymous and no individuals can be identified from it.
How long will we keep your information?
- Our development support case files are kept for a minimum of seven years to meet our legal and funding obligations.
- Any records regarding safeguarding support are not kept as electronic records. Our hard copies are currently kept securely within our office with only the relevant staff able to access them. At present these records are kept indefinitely in line with professional advice and guidance given from the Salford Safeguarding Board
For Organisations / Volunteer Managers
In order to use our volunteer centre services (including our online portal) organisations are required to register for an account with the volunteer centre and provide a named lead/volunteer manager. The information provided enables us to deliver and monitor our volunteer services (including training, support and brokerage) to groups and the information is handled in the same way as our development support to groups
Volunteers
We collect a range of information to enable us to provide the best possible service and volunteering experience for you. Personal information collected includes:
- Personal contact information (such as name, address, telephone and email address)
- Demographic characteristics information (such as gender, age, ethnic group)
Demographic data is classed as “special categories of personal data “and this is optional to complete.
We use your data in four key ways:-
- Brokerage service - Your contact details will be used to communicate with you about volunteering opportunities, particularly those that you have expressed an interest in or chosen to pursue. Information is recorded and retained in order to fulfil the organisational and contractual objective of matching local people with volunteering roles.
- Monitoring our service - Special Categories of personal data are collected in order for us to understand the demography of people who are interested in volunteering in the local area. This information is collated into an anonymised report which may also be shared with our funders (Salford City Council). This data is optional and you can choose not provide this data when registering.
- Information relating to the work we carry out with you including content of emails, volunteering roles you enquire about and are placed with is also stored to help us to monitor our service.
- As mentioned above you have the right to access any information we hold you (hyper link back to the policy section) and if you have provided this information but would like it to be removed, please let us know.
- Sharing data - Individual contact details may be shared with a third party namely a local volunteer involving organisation in order to facilitate the brokerage of a volunteering role. This will only happen once you have given consent for your information to be shared. The information that is shared will be no more than the information provided on your original registration. Consent is obtained when you sign up with the Volunteer Centre and information is only shared with organisations you have actively expressed an interest in either in person or via our volunteer portal.
As mentioned above Statistical Data regarding the volunteer centres services is also provided to our main funder Salford City Council. This data is anonymous and no individuals can be identified from these reports.
Staying in touch - From time to time we send out information on the Volunteer Centre, this includes new opportunities, events and volunteering news. To receive this information you must opt into our mailing lists when you register with us or you can let us know subsequently by email or phone.
Emergency Response Volunteers
We have developed our volunteer centre processes to support the local response to covid-19. The emergency response to Coronavirus (COVID-19) is a partnership between Salford CVS, voluntary organisations working within Salford, Salford Council and the NHS.
In order to support the Emergency Volunteer Response, we are collecting a range of personal data from you including :
- Personal contact information (such as name, address, telephone and email address)
- Contact Details for personal references (including name, telephone and email address)
- Details of relevant skills and experiences (generic terms)
- Ability to Driving (inc vehicle registration, last 8 characters of their driving licence number and license check number)
We use your data in four key ways:-
- To provide initial checks for volunteer organisations e.g. reference checks and your ability to undertaking driving roles. This will involve utilising government web portals and sharing your data with the relevant government agency e.g. driving licenses and MOT
- To communicate with you about opportunities – We will use your details to contact with you about volunteer opportunities.
- To place you with other organisations – not all the opportunities to volunteer will be based within Salford CVS we will share your details and data with our partners including other volunteer organisations, local authorities and the NHS
- Monitoring our service – We will use your data to monitor the work we have done as part of our response to covid-19.
In order to provide our services to you will also utilise TextMagic as a data processor to support our text messaging / alerts. By providing your mobile phone you are giving your permission to be texted. For more details on their security and privacy details you can visit their website.
Salford CVS Administered Grant Programmes
Online Grant Portal - Organisations
In order to apply for our organisational grants, online organisations are required to register for an account with Salford CVS and provide key organisational details including contact details. The above is considered by Salford CVS to be business Contacts and not personal information. But we are committed to ensuring your data is treated with the same processes and security as we do personal information. The information provided enables us to deliver and monitor our grants programme.
Grant Applications – Organisations
In order to apply for a grant via Salford CVS we are required to ask for key contact information. We appreciate that this may be on occasion personal information.
We require this information to provide this service and to meet our legal and contractual obligation as a funder. We will also use this information to communicate with you about your grant with us and related funding opportunities. How long we keep this information depends on our funder but this is usually for a minimum of seven years.
We will share information about your organisation and its activities to the funder of the programme (e.g. NHS Salford CCG). However, no personal information will be shared. The details of the funder are advertised with each programme and in the grant terms and conditions.
We will share information about the organisation and the grant to be published online (on our website) and shared with 360 Giving. www.threesixtygiving.org No personal or contact information is shared through this process.
As part of our grants terms and conditions, you are required to assist in the evaluation of the programme. A selection of applicants are selected annually to support this process. This means that is selected your contact details provided will be shared with programme evaluation – currently CLES (https://cles.org.uk/). For further information about the grants evaluation process please do not hesitate to contact us.
Salford CVS was the local trusted organisation for Little Hulton Big Local prior to it becoming CommUuity Little Hulton. During this time although it made its own decision as an organisation its staff are employed by us and it forms part of our broader work as a charity and its staff follow the information within this privacy notice.
Big Local Grants (closed)
In order to apply for a grant, we are required to ask for key contact information for groups and organisations.
We require this information to provide this service to you and to meet our legal and contractual obligation as a funder. We will also use this information to communicate with you about your grant with us and related funding opportunities. Due to financial and legal obligation, we will keep your information for a minimum of seven years.
We will share information about your organisation and its activities to the funder of the programme (i.e. Big Local). However, no personal information will be shared.
We will share information about the organisation and the grant to be published in our annual reports and online (on our website) and shared with 360 Giving. www.threesixtygiving.org No personal or contact information is shared through this process.
Salford CVS Training and Events
We collect your information to:
administer our training offer including enabling you to attend an accessible high-quality event or training experience
What type(s) of information do we use?
- Contact details
- Information about your organisation
- Any access or mobility issues
- Any dietary requirements
What is the legal basis for using your information?
- Performance of a contract – To enable us to provide products or services to you
- Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests. Example of this include:
- Sending you specific related opportunities or events such as new funding or training opportunities.
- Letting you know about the research we conducting to help us improve our services or the lives of people in Salford.
Where do we get your information?
- Submitted by yourself / the organisation
Who do we share your information with?
- Your details may be shared in advance with the trainer/facilitator of the event to ensure the best possible course delivery.
- Our Safeguarding training forms part of the Salford Council Multi-Agency Working Together Safeguarding Programme. As a result, your contact details will be shared with Salford City Council for monitoring and to enable you to be invited to additional professional development training.
- Statistical Data regarding our training may be provided to our funders and commissioner. However, this data is anonymous and no individuals can be identified from these reports.
How long will we keep your information?
- Any hard copy booking forms are securely disposed of once data has been transferred onto our database system. Data relating to our training and events programme is kept for 12 months to enable event administration and to enable the competition of annual reports.
Tech for Good Life Initiative (no longer active as a programme)
Tech for Good Live is a community of people with a mix of digital skills and an interest in using technology to make the world a better place. They want to help the local community do good things. They are working with 10GM members and other local infrastructure organisations across Greater Manchester to find out what local charities need help with in relation to tech or digital
In order to support this, we are collecting a range of personal data from you including:
- Personal contact information (such as name, address, telephone and email address)
We use your data:
- To contact you regarding any potential follow-up information that may be needed regarding your request.
- To identify potential tech partners who may be able to support you and to put you in contact with them
- To monitor this service including request details and organisations/volunteers participating
- To support the evaluation of this service and contacting you about your experience.
As part of this project, your data will be shared with the 10GM infrastructure partners (including Salford CVS), the Tech for Good Network and the relevant organisation volunteering to do your project.
Your data will never be sold or used for commercial purposes.
Answer Cancer is a programme of work, funded by NHS England, which is being delivered by a partnership of four organisations. Salford CVS is the accountable body for the Answer Cancer programme. For full detail of the privacy notice related to this programme click here.
Wellbeing Matters is a programme covering two work strands. Our Social Prescribing Programme and Our Volunteer Development Work.
Wellbeing Matters Social Prescribing
We collect your information to:
Administer our social prescribing service and monitor the effectiveness and quality of service that we provide.
What type(s) of information do we use?
- Contact details
- Date of Birth
- NHS Number
- Details of your GP – so that we can provide feedback to them on the support you have received,
- Reason for Referral – This information is banded into groups to limit the information we receive
- Demographic Information- including gender and ethnicity
- Wellbeing Measurements – provided by you via questionnaires and sessions with your community connector.
We also collate non-identifiable information regarding your referral point and satisfaction with the service
What is the legal basis for using your information?
- Performance of a contract – To enable us to provide products or services to you
- Consent – Some of the data is provided to us only with your consent
- Legal obligation - Where necessary so that we can comply with a legal or regulatory obligation
- Vital interests - Where it is necessary to protect life or health for example a safeguarding issue which requires us to share your information with the emergency services.
Where do we get your information?
- Submitted by yourself
- A referral from your GP – given with your permission
Who do we share your information with?
- Your GP – Information will be shared back to your GP about your engagement with the service and any outcomes that you achieve
- Salford University – Evaluate the programme on our behalf. They do not receive your personal information only statistical reports.
- Commissioners – This work is funded via the Salford Clinical Commissioning Group. We provide regular statistical reports to them about this work. They do not receive your personal information.
- Huggg - If required we will use Huggg to provide vouchers to individuals. This will include sharing your name and email or phone number. Their Privacy Notice can be found here
How long will we keep your information?
- Our records on this programme are kept for a minimum of seven years to meet our legal and funding obligations.
- Any records regarding safeguarding support are kept indefinitely in line with professional advice and guidance given by the Salford Safeguarding Board
VCSE Learning, Skills and Work Programme
A programme led by Salford CVS in partnership with five core delivery partners (Broughton Trust, Groundwork GM, Mustard Tree, Salford Foundation, Salford Loaves and Fishes)
We collect your information to:
Enable the delivery of our services to you and to enable the successful monitoring and evaluation of the programme
What type(s) of information do we use?
- Contact Details
- Date of Birth
- Information about what activity you have done as part of the programme
- Demographic Information
- Monitoring Information – Outcome Star Scores
What is the legal basis for using your information?
- Performance of a contract – To enable us to provide products or services to you
- Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests.
- Substantial Public Interest – To ensure the equality of opportunity or treatment
- Vital Interest – Where it is necessary to protect life or health e.g. a safeguarding situation that requires to share your information with the emergency services
Where do we get your information?
- Submitted by yourself / the organisation
- Via the programme delivery partners (VCSE organisations helping to deliver the service)
Who do we share your information with?
- Your details will be shared with ourselves Salford CVS as the lead body of the programme. It may also be shared to other delivery partners within the programme in order for you to access their services and support
- Statistical Data regarding our service will be provided to our funders and commissioner. However, this data is anonymous and no individuals can be identified from these reports.
How long will we keep your information?
- Our records on this programme are kept for a minimum of seven years to meet our legal and funding obligations.
- Any records regarding safeguarding support are kept indefinitely in line with professional advice and guidance given by the Salford Safeguarding Board
We collect your information to:
To support and promote your venue and the booking opportunities available to interested groups and organisations.
What type(s) of information do we use?
- Contact details
- Information about your organisation/venue
What is the legal basis for using your information?
- Performance of a contract – To enable us to provide products or services to you
- Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests. Examples of this include:
- Sending you specific related opportunities or events such as new funding or training opportunities.
- Letting you know about the research we are conducting to help us improve our services or the lives of people in Salford.
Where do we get your information?
- Submitted by yourself / the organisation
Who do we share your information with?
- Your organisational contact details will be shared/added to the Salford CVS venue directory if you gave permission / requested to be added as part of your membership application
- Statistical Data regarding your organisation may be provided to our funders and commissioner. However, this data is anonymous and no individuals can be identified from these reports.
How long will we keep your information?
- Information will be renewed annually
Disclosure and Barring Service (DBS)
For Organisations
Data about organisations using our DBS service includes named people within the organisation who carry out the role of evidence checker. This data is collected when organisations sign up to use our services. The above is considered by Salford CVS to be business contacts and not personal information. But we are committed to ensuring your data is treated with the same processes and security as we do personal information.
For Applicants
In our role as a DBS Umbrella body, personal data about individuals is processed on behalf of the Disclosure and Barring Service. As a registered umbrella body with the DBS we follow the DBS code of practice which outlines and ensures the safe and effective processing of data including its collection, retention and storage.
The only information Salford CVS keeps regarding your application is your name, date of birth, your organisation, job title and the tracking details of your application – DBS form number and postal services reference. This information is required for us to provide an effective service to you and to enable us to track your application as it is processed by the Disclosure and Barring Service. We do not keep copies of your application or supporting information.
If you are an applicant who we have processed a DBS check for and you have a query about how the data submitted to the Disclosure and Barring Service is used please visit the DBS directly for more information (https://www.gov.uk/government/collections/your-data-and-how-we-use-it)
For Organisations
Data about organisations using our Payroll service includes named people within the organisation who act as the lead within the organisation and provide the relevant information for the competition of this service. This data is collected when organisations sign up to use our services. The above is considered by Salford CVS to be business contacts and not personal information. But we are committed to ensure your data is treated with the same processes and security as we do personal information. Through the process of signing up to use our service organisations sign a Data Processing Contract with us outlining our commitment to our obligations as a data processor.
For Individuals
In order to complete our role as a payroll service we are required to process personal data about individuals on behalf of customers (organisations). Collection, retention and storage of this data are covered under the Data Processing Contract in place with each customer / organisation.
If you are an employee/data subject we have processed personal data on for an organisation (processed payroll for) and you have a query about how this data is used please contact the organisation directly. Salford CVS will comply with any requests from your organisation in relation to your individual rights but can only act on the written request from your organisation.
Salford CVS holds personal data on payroll services employees in order to process payroll, its obligation in relation to paying National Insurance, PAYE and Pension and keep relevant employment records. Payroll information is stored electronically and has restricted access to the staff delivering the service and Salford CVS Senior Management. All records are retained for at least the minimum period required by law.
Information to process Payroll is shared with our Payroll provider (Aqilla) with whom we have aa data processing contract in place with
We collect your information to:
Enable to provide you with relevant information and updates for your group or organisation via our weekly bulletin / thematic mailing lists
What type(s) of information do we use?
- Contact details
- Information about your organisation / Your role
- Details of Salford CVS events you’ve attended (if relevant)
What is the legal basis for using your information?
- Consent– We process your personal information for the purposes above based on your consent. You will be able to withdraw consent and unsubscribe to the communication you receive at any point by following the instruction provided in each communication we send you.
Where do we get your information?
- Submitted by yourself
Who do we share your information with?
Our mailing lists are never shared or sold with any third party and we make sure that everything we send is relevant to our work including our support offer to organisations.
How long will we keep your information?
We will continue to keep your data until you withdraw your consent or unsubscribe from receiving a specific communication. We will delete your details if we become aware that your contact details are out of date or incorrect.
Like many organisations, our website is a key tool in providing services to you and as a result, it does process a range of personal identification in order to provide you with a positive experience and service. For further details of the information, our website collects please visit our specific website privacy notice
We will use the information you provide to:
- analyse statistical data so we can plan how we provide services;
- create anonymised data to help improve services and to be published in various reports that will also be publically available.
- create anonymised reports for our funder and commissioners to demonstrate effective delivery and to enable us to continue service delivery.
By anonymising the data that is used in this way it means that it will not contain any personal information. So you, your family or any individual person cannot be identified from this information.
As Salford CVS we also periodically conduct a range of research programmes and projects – the full details of how this information will be used will be included in specific project privacy notices.
Salford CVS recognises that a photograph where an individual is uniquely identifiable is categorized as a “special category of personal data”. Photographic consent is collected during both event registration and event sign in processes. We also have processes are in place to ensure your photograph is not taken if you object/don’t want it to
Photographs/video taken and any reproductions may be used by Salford CVS for any advertising purposes or for the purposes of illustrating wording. The photographs/video may be used in promotional material including, but not limited to, promotional flyers, website, posters, social media and display boards, with any reasonable retouching or alteration.
If you wish to withdraw your consent you may do so at any time by contacting Salford CVS.
Photographs are stored on the Salford CVS server and IT systems and access is restricted to only relevant Salford CVS staff and volunteers.
Closed Circuit Television (CCTV)
We collect your information to:
CCTV recordings at our offices are used for the safety interests of both staff, volunteers and members of the public. It is also for the prevention and detection of crime. Recordings can also provide enforcement agencies with evidence of criminal activity, for formal actions including prosecutions in court and identification of offenders in investigations. These recordings contain images of the public going about their daily business as well as offenders, persons wanted and missing.
What type(s) of information do we use?
CCTV captures visual images of persons in or around our buildings and facilities.
What is the legal basis for using your information?
Processing is necessary for the performance of a task carried out in the public interest in particular for the interest of public safety, the prevention and detection of crime, apprehension and prosecution of offenders and for legal proceedings. In particular relevant law and legislation includes the Crime and Disorder Act 1998 and the Health and Safety at Work Act 1974.
Where do we get your information?
CCTV Cameras situated in our building feed live video images into the CCTV monitors. CCTV video images are recorded in real-time onto a secure CCTV-locked system which is stand-alone and not connected to any internal or external network.
Who do we share your information with?
We do not standardly share CCTV images to any third party (other than our third-party CCTV maintenance service providers), without express permission being given by the Deputy Chief Executive. Images will only be disclosed to a third party in accordance with Data Protection Laws. Additionally, in appropriate circumstances, we may allow law enforcement agencies to view or remove CCTV footage where this is required in the detection or prosecution of crime.
How long will we keep your information?
CCTV images are held for 30 days (non-requested footage). Where images are being used for a specific purpose e.g. investigation or a crime or where we are using the CCTV Data for staff disciplinary purposes, the images will be kept at least until the process is completed. At the end of its useful life and in any event within 7 years all Data stored in whatever format will be erased permanently and securely.
Salford CVS values its Staff and Volunteers (including its Trustees). Our Volunteer records are kept and retained in the same manner as our employee records. We have created a specific privacy notice for our Staff and Volunteers which can be downloaded here.
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