VITAL Projects
 Fair Processing Notice

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  1. Scope

 This notice applies to all data subjects whose data is processed by VITAL Projects.

 

  1. Responsibilities

The Data Controller (VITAL Projects) is responsible for ensuring that all potential data subjects have sight of this notice prior to the collection and/or processing of their personal data by VITAL Projects.

All employees of VITAL Projects who interact with data subjects are also required to ensure that this notice is brought to the attention of all data subjects, securing their consent for the processing of their personal data.

 

  1. Fair Processing Notice

VITAL Projects will use the personal data collected from you for the following purposes:

  • Conduct and record our work with you as a service providing advocacy and support including providing anonymised project and statistical reports to funders.
  • Enable us to manage and support you as a volunteer
  • Contact you relating to VITAL news and events where this was the purpose of you providing the information
  • Contact you in relation to any other agreed purpose, where you have not given information for support work or to receive newsletters, but information or involvement in relation to a particular project.

You hereby confirm that you are consenting to VITAL Projects’ use of your personal data for the above purposes(s) and providing permission to carry out the listed actions and activities.

You may withdraw your consent at any time (please ask or read our Right to Withdraw Consent Procedure).

 

  1. What is Personal Data?

The EU’s General Data Protection Regulation (“GDPR”) defines “personal data” as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

The GDPR classifies certain data as belonging to “special categories”, as follows:

  • Racial origin;
  • Ethnic origin;
  • Political opinions;
  • Religious beliefs;
  • Membership to a trade-union;
  • Genetic data;
  • Biometric data;
  • Health data;
  • Data concerning a natural person's sex life;
  • Sexual orientation; and
  • Other 

The GDPR requires that consent is provided by the data subject for all types of personal data, including those pertaining to the special categories set out above and otherwise. Consent must be explicitly provided.

When VITAL Projects requests sensitive data from data subjects, it is required to confirm why the information is required and how it will be used.

 

  1. Why does VITAL Projects need to collect and store personal data?

VITAL Projects is committed to ensuring that all personal information collected and processed is appropriate for the stated purpose(s) and shall not constitute an invasion of your privacy. We may share your personal data with third party service providers who are contracted by us and we shall ensure that they will hold your personal data securely and shall use it only in order to fulfill the service for which they are contracted. When there is no longer a service need, or the contract comes to an end, the third party will dispose of all personal data according to our procedures. We will never share your personal data with third parties until we have received your consent, unless we are required do so by law (including safeguarding issues around harm to self or others).

 

  1. How VITAL Projects uses your information

VITAL Projects will process your data (i.e. collect, store and use) according to the requirements of the GDPR at all times and shall endeavor to keep your personal data up-to-date, ensuring its accuracy and will not keep it for longer than it is required. In some situations, there are set legal requirements for the length of time that VITAL Projects will retain your personal data but usually VITAL Projects will use its discretion, ensuring that personal data is not kept outside of our usual business requirements.

We shall never be intrusive or invasive of your personal privacy and shall not ask you to provide data that is irrelevant or unnecessary and we will enact strict measures and processes to ensure that the risk of unauthorised access or disclosure of your personal data is minimised as much as possible. 

We will only use your personal data for the following purposes:

  • Conduct agreed advocacy and support work to which you have consent to, including providing anonymised project and statistical reports to funders.
  • Manage and support you as a volunteer, including offering opportunities and providing support
  • Contact you relating to VITAL news and events where this was the purpose of you providing the information, such as newsletters, membership updates, fundraising events.
  • Contact you in relation to any other agreed purpose, where you have not given information for support work or to receive newsletters, but information or involvement in relation to a particular project.

 

  1. Document owner

 VITAL Projects is the owner of this policy document and must ensure that it is periodically reviewed according to the review requirements contained herein.

The latest version of this policy document dated 30th April 2018 is available to all employees of VITAL Projects on the shared drive.

This policy document was approved by VITAL Projects Board of Trustees.

Name of Director: Sharon Cullerton                           Date: