Thank you for trusting us with some information about you. We take that trust seriously and we want you to know how we use your information and why.
If you have queries about how we use your data, or comments or questions about this Policy, please do contact us.
Who are we
Return for Change is a campaign led by VOICE Ireland
|Organisation||Voice of Irish Concern for the Environment|
|Trading Name||VOICE Ireland|
|Email Address for official firstname.lastname@example.org|
|Data Retention Periods||Ordinarily your details may be held for up to 10 years after last point of contact, but for newsletter databases, email address will be held until you ask to be removed.|
Additionally, we will hold onto employee and donor details for up to 7 years for legal, accounts, insurance or taxation purposes, but we will endeavour to maintain only those aspects of the data that are required to fulfil our legal obligations.
|Date this policy was|
We keep this Policy under regular review, and this page may be updated from time to time.
Words with specific meanings
In this Policy, there are words and phrases that have a specific meaning or that we are using in a special way. They are:
- “personal data” – any information about an identifiable living human being.
- “process” – we “process” your personal data when we do anything with it, which might include: collecting, recording, organising, storing, adapting, altering, retrieving, using, combining, disclosing, or deleting it.
- “special category data” – personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, sex life or sexual orientation, health, genetic or bio metric data.
What this policy describes
This policy describes how we will collect and use personal data about you.
We process information about:
- “Prospects” – potential supporters or donors;
- “Subscribers” – who have taken out an annual membership either through standing orders or through annual membership;
- “Newsletter Subscribers” – individuals who have signed up to receive our newsletter or calls to actions;
- “Affiliates” – who have signed up to our affiliate scheme (if we have one).
What information do we process, and WHY?
Most of the information we process comes from you. We process it so we can reply to you, and when you contact us again we know what you asked before, what you were sent, and what you told us.
We are collecting names, organisations, email, website, social media and phone details, how we came across you or published by you on social media or freely accessible on the internet, on why you might be interested in us.
If you sign up to a newsletter list, you will be sent what you asked for. We normally operate ‘double opt-in’ lists and you will need to reconfirm your subscription before anything is sent. You can unsubscribe at any time by clicking the unsubscribe button on any email.
You are not automatically subscribed to any other lists, but may be invited to join an appropriate one.
If we email you individually using our own email system, or respond to an email sent to us at any of our business email addresses, a copy of that email will also be stored.
If you make an enquiry via our website, we will keep details of that enquiry and response for our data retention period (section 2, Table, above).
We do not routinely keep special category data. To the extent we hold this, it was supplied or made publicly available by you.
If you become a newsletter subscriber, we keep your contact details, which includes your name, email address and other information you gave us at the time, stored in a secure data management system. As a newsletter subscriber, we will send you periodic e-newsletters and calls to action. You have the ability to unsubscribe at any time and we will remove you from our e-newsletter mailing list. .
Newsletters and automated emails
We monitor who opens what information in our newsletter lists. We do this, so we can see if content is popular and generate more of it, or if it is not read.
Existing subscribers may receive emails about specific issues relating to areas of interest you have already shown interest in. You can unsubscribe from these at any time.
From time to time, we contact individual email newsletter subscribers but it is extremely rare. This would normally be if something odd were going on and we wanted to check you could see and use the content or find out what was causing a problem.
Data sharing – 3rd parties
We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.
We keep a list of the software platforms we use to run our business.
We have an outsourced support team for our own business which may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more. They have access to your data where they need it to provide the essential service.
For example, if we invoice you, our Accountant needs to process the information in the invoice.
Your information/advice is held in the strictest confidence. Our team are all contracted to strict confidentiality clauses.
Where is your data located?
Like most small organisations, we do not have any tailor-made software – we use mainstream packages for everything from our customer records, to email, to accounting.
This means that some of your data may be held in the EEA, and some may be held in services in the USA (with suitable data privacy shields) or elsewhere. We have picked mainstream suppliers with appropriate security standards.
Your information will be kept for the length of time set out in our retention period (see section 2, Table, above).
We need to keep customer information long enough to satisfy Irish Revenue and our insurers.
If you subscribed to a newsletter or updates list, you will remain on the list(s) you joined until you unsubscribe from that list.
You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.
If you feel for some reason we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.
If you want to know what information we have about you (if any) email us at the email address set out above and give us your name, email address(es) and, according to our data subject access policy, we will happily do a search and let you know what information we hold on you and how we are using it/have used it.
You have a “right to be forgotten” – but that does have some legal limits to it. If you want us to remove information about you, let us know. If you have been a subscriber, we may not be able to remove all data as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.
If you have a complaint about the way we are handling your information or how we have responded to a request for information or removal, you can take this up in the first instance by emailing us email@example.com.
If we can’t sort it out, the relevant supervisory authority for us is The Office of the Data Protection Commissioner. You can contact them here.