How we use your information
This privacy notice was updated and reviewed on May 10th 2021 and tells you what to expect when Devon Freewheelers collects personal information. It applies to information we collect about:
- visitors to our websites;
- complainants and other individuals in relation to a data protection complaint or enquiry;
- people who use our services, eg who subscribe to our newsletter or request a information from us;
- people who notify under the Data Protection Act;
- job applicants and our current and former employees & Volunteers
Visitors to our websites
When someone visits https://www.devonfreewheelers.org.uk; we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Our website search and is powered by Web Server. Search queries and results are not logged. No user-specific data is collected by either Devon Freewheelers or any third party.
We use our own system to deliver our monthly e-newsletter. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.
Security and performance
The Devon Freewheelers website uses a third party service to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the Devon Freewheelers website.
People who email us
Our email system is outsourced. Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle. During the review of this policy (May 10th 2021) a check was made to ensure all out of date data has been removed from our secure servers and compliance with this policy checked.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide. Once the enquiry has been completed no data is retained.
People who use Devon Freewheelers services
Devon Freewheelers offers various services to the public. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.
Job applicants, current and former Devon Freewheelers employees & Volunteers
When individuals apply to work at Devon Freewheelers, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure & Barring Service, we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data. A check of our servers on May 10th 2021 with regards to this policy has confirmed compliance.
Once a person has taken up employment with Devon Freewheelers, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Devon Freewheelers has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Complaints or queries
Devon Freewheelers tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Devon Freewheelers collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on May 10th 2021
How to contact us
Unit 1 Gloucester Court,
Heathpark Industrial Estate, Honiton