1. THE POLICY IN BRIEF

The Caldon & Uttoxeter Canals Trust (hereinafter CUCT) is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.

CUCT has a firm commitment to comply with the current Data Protection Legislation and particularly with your rights under the legislation.  Personal information is any information that can be used to identify Users, including full names, date of birth, sex, email and postal address, telephone numbers, personal health details, photographs, purchases of goods and services and credit/debit card details.

We will never sell your personal data, and will only ever share it with organisations we work with where necessary to provide services and if its privacy and security are guaranteed.

It’s important that you read the full policy to understand what information we hold, how we may use it, and what your rights are – but if you don’t have time to read it all now, here’s a quick summary

  • We collect information that is either personal data (email address, name, telephone number, postal address) or non-personal data (such as IP addresses, website pages accessed, etc)
  • We collect information about members, supporters, website users and volunteers.
  • We collect information to provide information, to fundraise, and for administration.
  • We only collect the information that we need or that would be useful to us in our quest to provide the best possible service.
  • We do our very best to keep personal information secure, including SSL technology (secure server software) wherever we collect personal data online.
  • We never sell your data and we will never share it with another company or charity for marketing or any other purposes.
  • We only share data where we are required by law or to organisations we work with where necessary to provide CUCT’s services, and only then provided that the privacy and security of data is guaranteed
  • Our websites use cookies – for more information check our website policy below.

You can decide not to receive communications or change how we contact you at any time. If you wish to do so, please contact us by email (privacy@cuct.org.uk) or write to The Secretary CUCT, 1 Barbrook Avenue, Longton, Stoke on Trent, ST3 5UG.

THE POLICY IN FULL

2. WHO ARE WE?

“We” and “Us” is CUCT.  Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by CUCT, a Charitable Incorporated Organisation with registration number 1156812.

For the purposes of data protection law, CUCT will be the controller.

3. WHAT INFORMATION WE COLLECT

Personal data you provide
We collect data you provide to us. This includes information you give when joining or registering, placing an order or communicating with us. There are several means by which The CUCT collects personally identifiable data, for example:

  • personal details (name / date of birth / email address / postal address / telephone number etc.) when you join as a member, donate as a supporter or sign-up as a volunteer;
  • financial information (payment information such as membership paid, donation or sales amounts but not bank/credit card details, and whether donations are gift-aided. Please see Section 7 for more information on payment security); and
  • details of your interests and preferences (such as campaigns and the ways you support us).

If you purchase CUCT membership as a gift for someone or join as joint members your details will be recorded (as will the recipient’s) and your relationship to that person will be recorded.

Information created by your involvement with CUCT
Your activities and involvement with CUCT will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns and activities. If you decide to donate to us then we will keep records of when and how much you give to a particular cause.

Information from third parties
We sometimes receive personal data about individuals from third parties. For example, if we are partnering with another organisation (e.g. you provide your information to another charity we’re collaborating with on a restoration project). Also, as explained in Section 10 (Website Policy), we may use third parties to help us conduct research and analysis on personal data (and this can result in new personal data being created).

We may collect information from social media where you have given us permission to do so, or if you post on one of our social media pages.

Occasionally, we may collect information about certain supporters (e.g. particularly well known or influential people) from public sources. This could include public databases (such as Companies House), news or other media. We don’t do this to everyone, and it is the exception not the rule.

Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about supporters and members. However there are some situations where this will occur (e.g. if you volunteer with us or if you have an accident on one of our volunteering activities). If this does occur, we’ll take extra care to ensure your privacy rights are protected.

Accidents or incidents
If an accident or incident occurs at one of our events or involving one of our volunteers then we’ll keep a record of this (which may include personal data and sensitive personal data).

Volunteering
If you are a volunteer (whether specifically for CUCT or if you are helping us for other reasons - for example you work for another organisation which is running an event with us) then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.

4. HOW WE USE INFORMATION

We only ever use your personal data with your consent, or where it is necessary in order to:

  • enter into, or perform, a contract with you;
  • comply with a legal duty;
  • protect your vital interests;
  • for our own (or a third party’s) lawful interests, provided your rights don’t override these.

In any event, we’ll only use your information for the purpose or purposes it was collected for (or else for closely related purposes):

Marketing
We use personal data to communicate with people, to promote CUCT and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. For further information on this please see Section 6 (Marketing).

Administration
We use personal data for administrative purposes (i.e. to carry out our charity work). This includes:

  • receiving donations (e.g. direct debits or gift-aid instructions);
  • maintaining databases of our volunteers, members and supporters;
  • performing our obligations under membership contracts;
  • fulfilling orders for goods or services (whether placed online, over the phone or in person);
  • helping us respect your choices and preferences (e.g. if you ask not to receive marketing material, we’ll keep a record of this).

5. DISCLOSING AND SHARING DATA

We will never sell your personal data. If you have opted-in to marketing, we may contact you with information about our events or volunteering opportunities.

We may share personal data with subcontractors or suppliers who provide us with services. For example, our magazine Cherry Eye may in future be printed and mailed by a mailing house and so your name and address would be shared with the delivery company.

Occasionally, where we partner with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We’ll only share information when necessary and we’ll make sure to notify you first.

We will only ever share your data with such organisations where necessary to provide services and if the privacy and security of your data are guaranteed.

6. MARKETING

CUCT is asking its supporters to “opt-in” for web based communications. This includes all our marketing communications (the term marketing is broadly defined and, for instance, covers information about our campaigns, events, news and CUCT).

This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive them (post, phone, email, text).  This does not mean that all messages will be available in all formats. 

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us by email (privacy@cuct.org.uk) or write to The Secretary CUCT, 1 Barbrook Avenue, Longton, Stoke on Trent, ST3 5UG.

What does ‘marketing’ mean?
Marketing does not just mean offering things for sale, but also includes news and information about:

  • our charity, campaigns, restoration and protection work;
  • volunteering opportunities and how you can help protect and restore our waterway;
  • appeals and fundraising (including donations and also competitions, raffles etc.);
  • our events, activities and local branches;
  • products, services and offers (our own, and those of third parties which may interest you);
  • leaving a legacy; and
  • taking part in projects

When you receive a communication, we may collect information about how you respond to or interact with that communication, and this may affect how we communicate with you in future.

Newsletters and magazines
Cherry Eye magazine is sent to all our members (unless you specifically ask us not to) and you can choose to unsubscribe from general marketing communications without giving up your subscription . However, please be aware that our member magazine does occasionally include advertisements, inserts, competitions and fundraising information.

If you are a member of CUCT you can unsubscribe from general marketing but continue to receive Cherry Eye if you wish.

Fundraising
As a charity, we rely on donations and support from others to continue our campaign work. From time to time, we will contact members and supporters with fundraising material and communications. This might be about an appeal, a competition we’re running, or to suggest ways you can raise funds (e.g. a sponsored event or activity, or even buying a product if CUCT will receive some of the proceeds).

As with other marketing communications, we’ll only contact you specifically about fundraising if you’ve opted into to receiving marketing from us (and you can, of course, opt out at any time).

7. HOW WE PROTECT DATA

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.

Payment security
All electronic CUCT forms that request financial data will use the Secure Sockets Layer (SSL) protocol to encrypt the data between your browser and our servers.

Online payments are accepted on our behalf by PayPal. In this case the financial transaction is handled entirely by them and we only recieve sufficient information from them to verify who the payment has come from, typically an email address, the value of the transaction and a unique reference number. This number is logged against your member/donor record for auditing purposes.

Of course, we cannot guarantee the security of your home computer or the Internet, and any online communications (e.g. information provided by email or our website) are at the user’s own risk up to the point when they reach our servers.

8. STORAGE

Where we store information
CUCT stores information in a secure online database. The information held is for the use of the Membership Secretary, Treasurer, Secretary and Cherry Eye Editor (for distribution purposes) and is held by the Membership Secretary.

How long we store information
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for.  We may also be required to store data to satisfy legal requirements, for financial audit purposes or to satisfy insurance requirements.

If you ask us not to send you marketing emails, we may retain your email address to ensure that we don’t send marketing material to that e-mail address (though we’ll keep a record of your preference not to be emailed).

We continually review what information we hold and delete what is no longer required. We never store payment card information on paper.

9. KEEPING YOU IN CONTROL

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

  • the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as a subject access request);
  • the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
  • the right to have inaccurate data corrected;
  • the right to object to your data being used for marketing or profiling; and
  • where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you would like further information on your rights or wish to exercise them, please contact us by email (privacy@cuct.org.uk), or write to The Secretary CUCT, 1 Barbrook Avenue, Longton, Stoke on Trent, ST3 5UG.

Complaints
You can complain to CUCT directly by contacting us by email (privacy@cuct.org.uk), or writing to The Secretary CUCT, 1 Barbrook Avenue, Longton, Stoke on Trent, ST3 5UG.. 

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk

10. WEBSITE POLICY

We may collect non-personal identification information through the use of "cookie" technology and/or IP address tracking. Non-personal identification information might include the browser you use, the type of computer, technical information about your means of connection to our site-such as the operating systems and the Internet service providers utilized, and other similar information. Our system may gather information about the areas you visit and search terms you utilize on our sites and about the links you may select from within our site to other areas of the World Wide Web or elsewhere online.

We use such information to administer the site and, in the aggregate, to understand how our users as a group use the services and resources provided on our sites. This way we know which areas of our sites are popular with our users, which areas need improvement, and what technologies are being used so that we may continually improve our site.

Most browsers are set to accept cookies. You can set your browser to refuse cookies, or to alert you when cookies are being sent. If you do so, please note that parts of the site requiring you to log in may not function.

The Use of Cookie Technology
A cookie is an element of data that a web site can send to your browser, which may then store it on your system. We may use cookies to permit the completion of the user's current activity on the site and for aggregate, non-personally identifiable analysis (for example we may track the number of times users visit a portion of our site, but we do not track or know who those users are). We only use cookies to collect personally identifiable information with your consent, as described above under Personal Identification Information.

Google Analytics
This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States . Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Links To Other Sites
Users may find contents on our site that link to the sites and services of third parties. In many cases, the links represent cooperative projects or are mutual links established with persons or entities connected with us. Although we initially visit the sites or services that are so linked, we do not control the contents or links that appear on these sites. In addition, these sites or services, including their contents and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies, or no policy (policies) at all. We encourage you to review the privacy policies of any third party sites or services before providing any of them with your personal information.

Security Policy
Protecting your privacy and your information is a top priority. We have taken careful measures to secure both your information and our physical premises. We exercise great care in providing secure transmission of your information from your PC to our servers. Our secure server software encrypts information, ensuring that all Internet transactions remain private (unless sent by an unsecured means, such as e-mail).

Access To/Correction of Information
If you would like to review any personal information we have retained about you in our database, please send us an e-mail request for this information at privacy@cuct.org.uk. To help us address your request, please specify which information you wish to review. Once you have reviewed this information, at your request we will correct personal information about you that you state is erroneous. To request such a correction, please send an e-mail to privacy@cuct.org.uk.

Choice/Opt-Out
If you "opt-in" to receive information from CUCT, you can change your mind later. If at any time you would like to stop receiving such information or opt-out of a feature, you can let us know by sending an e-mail stating your preference to privacy@cuct.org.uk. To help us address your request, please specify the feature from which you wish to opt out.

Your Acceptance of These Terms
By using the CUCT website, you signify your acceptance of our Privacy Policy. If you do not agree to this policy, please do not use our website. Your continued use of the CUCT website following the posting of changes to these terms will mean that you accept those changes.

11. CHANGES TO THIS PRIVACY POLICY

We’ll amend this Privacy Policy from time to time to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of our Privacy Policy will always be posted on our website.

This Privacy Policy was last updated on 30th May 2019.