Privacy Statement - Ealing and Hounslow CVS

Introduction

At Ealing and Hounslow CVS, we take your privacy and the security of your information very seriously. This privacy policy outlines how we collect, process, store, and safeguard your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Ealing and Hounslow CVS is the data controller (registration number: Z7305419) and is registered with the Information Commissioner’s Office (ICO).

Scope

This privacy statement applies to all personal information collected by Ealing and Hounslow CVS, including information gathered by our subsidiaries, partners, and contractors acting on our behalf.
Our Approach to Collecting, Storing and Using Personal Information

We collect personal data under the lawful basis of Legitimate Interest, in accordance with ICO guidance, to fulfil our organisational aims and deliver services effectively. Your data is stored securely, with encryption and access controls in place to ensure confidentiality and protection.

We will not share your personal information with third parties unless you have explicitly agreed to this, or where we are legally required to do so. Data retention periods vary depending on the project; typically, we retain data for 12 months unless otherwise specified. You will be informed of any differences at the time of data collection.

What Information We Collect

We may collect, but are not limited to, the following types of personal information:

Name
Date of birth
Address
Contact details (phone number, mobile, email)
Racial or ethnic origin
Religious or similar beliefs
Physical or mental health conditions
Criminal convictions or offences
Photographs and CCTV images

We only collect data that is relevant and necessary. We ensure your information is kept accurate and up to date. In some cases, we may apply markers to your record (e.g. health status or vulnerability) to tailor services appropriately.

How We Use Your Information

We use your personal information to:

Respond to your enquiries
Deliver services
Maintain records and manage your relationship with us
Support administration, research, service improvements, and development
Fulfil contractual and legal obligations

We regularly review and update how we manage personal data in line with legal requirements and ICO guidance.

Visiting Our Websites

We collect standard internet log information for statistical analysis. Cookies are used to gather anonymous data such as visitor numbers, page visits and traffic sources.

We do not attempt to identify users personally and do not link cookie data to any personal information. Where personal information is collected via online forms, we will clearly explain the purpose and use of the data.

Please note: We are not responsible for the privacy practices of any third-party websites linked from our site.

Recruitment and Employment

If you apply for a role with us, we will use your personal data to process your application and monitor recruitment outcomes. We will not contact referees or share your data without your prior consent.

Data related to unsuccessful applicants is retained for no more than 12 months. Where applicable, we carry out Disclosure and Barring Service (DBS) checks in compliance with legal requirements and your rights.

Sharing Your Information

We will only share your personal data with:

Law enforcement agencies, government bodies, or public authorities, where required by law
Emergency services or local authorities in case of a public emergency
Partner organisations (e.g. police, local councils) under formal data-sharing agreements
Contractors or suppliers delivering services on our behalf

We do not sell your data to third parties or use it for unsolicited marketing.

Keeping Your Information Secure

We store personal data securely in both digital and paper formats and implement measures to protect against:

Unauthorised access
Improper use or disclosure
Unauthorised modification or loss
Unlawful destruction

When necessary, we will confirm your identity before discussing or disclosing information. Anyone accessing your data on our behalf is obliged to protect it and act in accordance with our policies.

Use of Telephone Numbers

If you provide us with your phone number, we may contact you via call or text message for operational purposes. Examples include:

Appointment reminders
Requests to call a named contact

You cannot opt out of operational messaging.

We do not share your number for marketing purposes, and any third-party contractor working on our behalf must not use your number beyond the agreed purpose.

Your Rights and How to Contact Us

You have the right to:

Access the personal data we hold about you
Request corrections to inaccurate information
Ask for your data to be deleted or restricted in certain circumstances

To make a Subject Access Request, please write to:

Data Lead: Gurpreet Rana
Ealing and Hounslow CVS (Ealing and Hounslow Community Voluntary Service)
First Floor, Unit 9 Broads Foundry
Trumpers Way
London W7 2QP

Or contact us via gurpreet@ehcvs.org.uk or info@ehcvs.org.uk.

Please provide proof of identity when making formal requests.

Concerns and Complaints

If you have concerns about how your data is handled, please get in touch with us directly. If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/

You may also seek compensation through the courts for damages caused by any breach of data protection law.