Vesta – Specialist Family Support CIC (Vesta) is committed to protecting any personal information you provide to us. Your privacy is very important to us and we ensure that personal information held by us is held securely and in accordance with the Data Protection Act and the General Data Protection Regulations. This policy explains how we collect information, what we do with it and what rights you have over it.

 

1. Who are we?

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Vesta – Specialist Family Support CIC is a company limited by guarantee (reg. no. 11569097).

Address: 105 Witton Street, Northwich, Cheshire, CW9 5DR

Phone number: 07545075093

E-mail: info@vestasfs.org

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Vesta is the controller for the personal information we process.

 

2. How we collect information about you

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When you interact with us directly: This could be if you ask us about our activities, register with us for an event, make a donation to us, access our support services, purchase something, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, get in touch through the post, or in person.

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When you interact with us through third parties: This could be if you are referred to us by another agency or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.

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When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us.  We also use “cookies” to help our site run effectively. There are more details below – see ‘Use of cookies’. We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. We use anonymous information which does not identify individual visitors to our website.

 

3. Information we collect about you

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In connection with the purposes set out in paragraph 4 below we collect some or all of the following information, as applicable to the relevant purpose:

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• your name;

• your contact details (including postal address, telephone number, e-mail address and/or social media identity);

• your date of birth;

• your gender;

• your bank or credit card details where you provide these to make a payment;

• if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have);

• information about your activities on our website(s) and about the device you use to access these, for instance your geographical location;

• information about events, activities and products which we consider to be of interest to you;

• information relating to your health (for example if you are taking part in or attending an event for health and safety purposes);

• information as to whether you are a taxpayer to enable us to claim Gift Aid;

• age, nationality and ethnicity information for monitoring purposes; and

• any other personal information you provide to us.

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Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive.  Examples of this type of sensitive data would be information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information.  We only collect this type of information about our clients to the extent that there is a clear reason for us to do so.

Wherever it is practical for us to do so, we will make it clear why we are collecting this type of information and what it will be used for.

 

4. How your information is used

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Vesta uses the information you provide to us for one or more of the following purposes:

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• to provide you with the services, products or information you asked for;

• to administer your donation or support your fundraising, including processing Gift Aid;

• to keep a record of your relationship with us;

• to respond to or fulfil any requests, complaints or queries you make to us;

• to understand how we can improve our services, products or information by conducting analysis and market research;

• to manage our events;

• to check for updated contact details against third party sources so that we can stay in touch if you move (see “Keeping your information up to date” below);

• to send you correspondence and communicate with you;

• to administer our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems;

• for testing our technical systems to make sure they are working as expected;

• to display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer);

• to generate reports on our work, services and events;

• to safeguard our staff and volunteers;

• to monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you;

• to process your application for a job or volunteering position;

• to conduct training and quality control;

• to audit and administer our accounts;

• to meet our legal obligations, for instance to perform contracts between you and us, or our obligations to regulators, government and/or law enforcement bodies;

• to establish, defend or enforce legal claims.

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We may occasionally send you information about news and events we feel may be of interest to you. This will only come from us. You can ask to receive information from us at the point you provide information to us and you can also tell us later if you do not wish to hear further from us using info@vestasfs.org.

 

5. Who your information is shared with

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If you have made a Gift Aid declaration, we will disclose the information you have provided as part of the declaration to HMRC for the purpose of reclaiming gift aid on your donation(s).

Vesta may analyse and disclose aggregate statistics about our site visitors, and donations in order to describe our services to prospective partners, other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.

Vesta may disclose personal information if required to do so by law or if it believes in good faith that such action is required by law.

This site contains links to other sites.  Vesta is not responsible for the privacy policies or the content of such sites.

 

6. How long we keep your information for

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We will only keep your information for a long as is reasonable and necessary for the relevant activity, which may be to fulfil our statutory obligations (for example the collection of Gift Aid).

 

7. How we keep your information safe

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Vesta places a great importance on the security of your information.  We have physical, technical and organisational security measures in place to attempt to protect against the improper access, loss, misuse and alteration of personal data under our control (for example only authorised personnel have access to personal information). 

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If you have given us the relevant permission to do so, we may send communications to you via email. Email is not a fully secure means of communications and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this. If you prefer not to receive emails from us you are under no obligation to do so.

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Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

 

8. Legal basis for using your information

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According to data protection laws each use we make of personal information must have a “legal basis”.  The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. For the data processing activities described in this policy we rely on the following bases:

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Consent
Consent is given where we ask you for permission to use your information in a specific way, and you agree to this (for example when we send you marketing material via post).  Where we use your information for a purpose based on consent, you have the right to withdraw consent for this purpose at any time.

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Legal obligation
We have a basis to use your personal information where we need to do so to comply with one of our legal or regulatory obligations.  For example, in some cases we may need to share your information with our various regulators such as the Companies House or Information Commissioner.

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Performance of a contract 
We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract.  Examples of this would be if you are buying something from us, or applying to work/volunteer with us, or providing a service to us.

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Vital interests
We have a basis to use your personal information where it is necessary for us to protect life or health.   For instance, if there were to be an emergency impacting individuals using our services, or a safeguarding issue which required us to contact people unexpectedly or share their information with emergency services.

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Legitimate interests
We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights).

Vesta considers our legitimate interests to include all of the day-to-day activities carried out with personal information for the purposes of the running of the organisation.

 

9. Your rights

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Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

 

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. 

 

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. 

 

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances. 

 

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances. 

 

Your right to object to processing

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. 

 

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. 

You are not required to pay any charge for exercising your rights, however we reserve the right to charge £20 dependent on the amount of information requested. We would expect to process many requests instantly as part of our normal business e.g. updating your email address, changing phone numbers.  When responding to formal requests we will aim to respond to all requests within 10 working days but have one month to respond to you;  if a fee is applicable or the request is deemed to be complex or numerous then we may extend this period by a further 2 months. Please contact us at info@vestasfs.org if you wish to make a request, or contact us on 07545075093.

 

When responding to a formal request we may require:

- Information to be sure of the applicant’s identity. If we have cause to doubt the identity of the applicant additional reasonable evidence will be requested.

- Any additional information to enable us to find the relevant records. If additional information is needed from you this will be done promptly.

 

10. Use of cookies

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When you visit our websites, the pages you view, along with small text files called ‘cookies', are downloaded onto your computer.

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Each time you visit the website your computer will download a session cookie.  This cookie only remains on your computer until you close your browser.  This cookie is not used to identify you personally in any way.  We use session cookies to compile anonymous, aggregated statistics that allow us to understand how visitors use the site.  This information helps us improve the sites structure and functionality.

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You may opt to view the site without cookies by adjusting your browser's settings.  See your browser's 'Help' menu for information on how to do this.  If you disable cookies some functions of the site may no longer work correctly.

For more data on Cookies visit https://www.allaboutcookies.org/ In addition to detailing extensive information on cookies this site also provides explanations on how to disable cookies on your computer.

 

Cookie Definitions

Vestasfs.org inhabits both Google Analytics cookies and those set in the site build which are used to gain information to improve end-users’ experiences and interactions with the Vesta site.

Google Analytics use cookies to distinguish between user sessions and to acquire information needed to form our Google Analytics reports.

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