How we collect information about you
The Paddington Partnership collect personal data in a number of ways:
Signing up to our Newsletter
When you sign up to receive our electronic newsletter we collect the personal information (name, email address and business or organisation) required to distribute the newsletter.
Participating in Volunteering
If you contact us to enquire about a volunteering role or team challenge event or participate in a volunteering activity through The Paddington Partnership, personal data will be collected.
If you participate in a voluntary activity we will keep a register of volunteer names and contact details to keep you safe whilst participating in a voluntary activity (for fire evacuation purposes etc). We will ask for your consent when you volunteer to take photographs and only photograph you if you have given specific permission. We will notify you in advance if we need to share your contact details with the charitable organisation you are volunteering for and will be very clear when you register for a voluntary activity what will happen to your data.
We will keep a record of your participation in volunteering so that we can report your involvement to your employer as part of our annual reporting on the impact of the community programme. The lawful reason for doing this is performance of contract. We will record details of the organisation you supported and the nature of the voluntary activity undertaken. This helps us to understand which opportunities may be of interest to you in the future.
If you make an enquiry about volunteering or participate in a voluntary activity you will be invited to sign up to the community newsletter (if you are not already a subscriber), so that we can keep you up to date with details of volunteering opportunities in the Paddington community. There is no obligation for you to sign up to receive the newsletter.
As a matter of course we do not collect or store sensitive data (e.g. allergies and medical information), however there are some situations where this will occur, including:
If we are going to collect this data we will communicate with you about the reasons for storing the data and how we will store it to ensure your privacy is maintained and gain your consent and permission to do this.
The Paddington Partnership does not undertake DBS (safeguarding) checks on behalf of organisations it sends volunteers to and does not have access to the personal data you provide on these forms. The schools and charities we work with that require volunteers to complete DBS checks all have their own privacy policies and measures in place to keep your personal information safe.
As a charity or school promoting a volunteering activity
If you are an organisation looking to promote a volunteering role via The Paddington Partnership, we will collect your contact details so that we can keep in touch with you about potential volunteers. You will be invited to sign up to the community newsletter (if you are not already a subscriber) so that we can keep you up to date with information about the Paddington Community Programme.
Using our Website
Like many websites, The Paddington Partnership website uses ‘cookies’ to help us make our website – and the way you use them – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
In addition, the type of device you’re using to access our websites or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us. We use Google Analytics to track visits to our website (e.g. which pages are visited the most), but this is not linked with personal information collected in Mailchimp.
The lawful bases for processing the data you provide us with are consent, performance of contract and legitimate interest.
What we do with the information you provide
We will use the data we collect to undertake the following actions:
Day to day operations
How we look after your personal information and keep it safe
The Paddington Partnership has measures in place to protect information you provide us with.
Only employees who need information to perform a specific job (e.g. distributing the newsletter) have access to your personal information. Our staff receive training and support on how to keep online and paper-based records safe from cyber-attack, misplacement, loss or breach both in and out of our office premises.
The computers and servers on which your personal information is stored are password protected with firewall controls and kept in a secure environment.
Any personal information stored on paper is locked away when not in use and disposed after use securely using document shredders or confidential waste.
Any personal information you send to us in writing or by email may be insecure during transit and The Paddington Partnership cannot guarantee its delivery.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
How long will we keep your information?
We only hold your information for as long as is necessary for the purpose we are holding it and regularly review the information we hold and delete what is no longer required.
How to access the information we store about you
The Paddington Partnership may require a copy of appropriate evidence such as a passport, driving licence, recent bank statement or utility bill prior to responding to a subject access request, in order to vertify your identity. The Paddington Partnership will respond to all requests related to your personal information within 1 month of receipt.
Our contact details
The Paddington Partnership is registered in England under company number 4193693.
The registered office is The Paddington Partnership, 7 Praed Street, London W2 1NJ.
Last updated 17 May 2018