Data Protection Policy

Updated May 2020

Rain On Me CIC is fully committed to compliance with the requirements of the GDPR EU law, which came into force on 25th May 2018. Rain On Me CIC will therefore follow procedures that aim to ensure that all employees, volunteers, directors or others who have access to any personal data held by or on behalf of Rain On Me CIC, are fully aware of and abide by their duties and responsibilities under the Act.

 

Statement of Policy

In order to operate efficiently, Rain On Me CIC has to collect and use information about people with whom it works. This may include:

 

  • Past and present support group attendants

  • Members of the public who engage with Rain On Me CIC activities

  • Current, past and prospective employees, sessional workers and volunteers

  • Partners and funders, including individuals and private and statutory organisations

  • Suppliers, institutions and other relevant companies. Rain On Me CIC regards the lawful and correct treatment of personal information as very important to its successful operations and to maintaining confidence between Rain On Me CIC and staff and those with whom it carries out business. Rain On Me CIC will ensure that it treats personal information lawfully and correctly. To this end, Rain On Me CIC fully endorses and adheres to the Principles of Data Protection as set out in the GDPR.

 

Guidelines and Procedures 

Anyone accessing or processing personal information must adhere to the following principles which will ensure the information is fairly and lawfully processed.

  • Information gathered will only be used in accordance with these principles.

  • Information will be gathered with the consent of the individual.

  • Rain On Me CIC will clearly state how the information will be used.

  • Rain On Me CIC will handle individuals’ personal data only in ways they would reasonably expect.

  • Rain On Me CIC will not pass any details on to other parties, including funders, that will allow the individual to be identified.

  • If Rain On Me CIC is asked to pass on information that may identify an individual to other parties, including funders, Rain On Me CIC will seek clear consent from the individual before passing on the information.

  • Rain On Me CIC will collect information that will enable us to fulfil our operating purposes, including information that will allow us to:

  • Contact our service users, partners, volunteers, staff and community Service users 

  • Identify appropriate activities for service users

  • Assess the needs of service users to ensure the well-being, safety and inclusion of all those who interact with Rain On Me CIC

  • Assess demographic and equal opportunities data to help us monitor our effectiveness as an organisation.

 

Service user and Staff Data

  • Rain On Me CIC will store Service user details in paper format through session registers and, if necessary, disclosure forms.

  • Rain On Me CIC will store Service user details in electronic format through online/electronic database and electronic files.

  • Rain On Me CIC will store staff and volunteer details in paper format through contact sheets, contracts/agreements, staff details forms, applications, DBS certificates and CVs.

  • Rain On Me CIC will store staff and volunteer details in electronic format through online/electronic database and electronic contact sheets.

  • Rain On Me CIC database will be updated regularly to ensure information is current and correct.

  • Rain On Me CIC will issue registration forms (electronically) at the beginning of each academic year to capture up to date details. The information of active Service users will be updated on the database at the start of each academic year.

  • The information of non-active Service users will be updated at the start of each academic year.

  • The information of partners, staff, volunteers and Service users’ mailing list will be updated based on individual feedback from mailing list members annually and not kept for longer than is necessary.

  • Service user information in paper format will be archived annually. Archived information will be destroyed after 5 years.

  • Information of staff and volunteers no longer active with Rain On Me CIC will be archived annually. Archived information will be destroyed after 5 years.

  • Rain On Me CIC will store Service user details in electronic format for 5 years from the last date that the Service user was in active communication with Rain On Me CIC. After 5 years, Rain On Me CIC will delete Service users’ details from all electronic/online databases, including mailing lists.

  • Rain On Me CIC will keep an electronic mailing list. All those who interact with Rain On Me CIC will be given the option to decline being added to the mailing list. Details of how to be removed from this list will be clearly laid out at the bottom of each communication. Details of staff, volunteers, partners and Service users will be retained on the mailing list unless they ask to be removed and processed in line with your rights.

  • Rain On Me CIC will process all data in line with individuals’ statutory rights.

  • Rain On Me CIC will respond to an individuals’ requests to access a copy of the information.

  • Rain On Me CIC holds, and to any objections to the processing of their own data, as required by law.

  • Secure, personal information in paper format will be stored in a locked space. Electronic information will be stored on an encrypted password-protected database and a secure IT storage system, which only Rain On Me CIC staff can access.

  • All email communication will offer an option to opt out of Rain On Me CIC mailing lists in accordance with the GDPR rules on ‘consent’ and ‘transparency’.

Rain On Me CIC does not foresee a need to ever transfer data outside the EU. In the event that this need occurs, Rain On Me CIC will comply with the legal requirements laid out in the GDPR.

 

Internet Data

Rain On Me CIC confirms that the above guidelines apply to internet-based data, including emails and social media interactions. Rain On Me CIC maintains a Facebook, Twitter and Instagram account, which includes as ‘Friends’ or ‘Followers’, current Rain On Me CIC Service users, past Service users, staff & tutors and other professional partners. Rain On Me CIC asks all staff, whether full-time, part-time, contractual or freelance, and volunteers to abide by the following guidelines in terms of internet-based personal information.

 

  • Rain On Me CIC staff, tutors and volunteers will not keep or use Service users’ electronic or internet based details (including social media accounts) in a personal capacity, or for purposes outside of Rain On Me CIC projects.

  • Electronic personal details (including emails, electronically stored phone numbers, etc.) will be deleted from staff’s personal communication devices when employment or Service usership ends.

  • Rain On Me CIC staff and volunteers will not email, phone, text, Facebook, Tweet or otherwise contact Rain On Me CIC Service users directly to promote or recruit for projects outside of Rain On Me CIC

  • Rain On Me CIC staff and volunteers will not ‘Friend’ or accept as a ‘Friend’ a Rain On Me CIC Service user onto their personal Facebook account, or otherwise connect with a Rain On Me CIC Service user on other social media sites.

  • Rain On Me CIC will not share Service users’ posts on Rain On Me CIC organisational social media platforms unless the post relates to the Service users’ interaction with Rain On Me CIC. 

What type of information do we collect ? 

 

We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); payment details (including credit card information), comments, feedback, product reviews, recommendations, and personal profile.

 

How do we collect information?

 

When you conduct a transaction on our website, as part of the process, we collect personal information you give us such as your name, address and email address. Your personal information will be used for the specific reasons stated above only.

 

Why do we collect such personal information? 

 

We collect such Non-personal and Personal Information for the following purposes:

  1. To provide and operate the Services;

  2. To provide our Users with ongoing customer assistance and technical support;

  3. To be able to contact our Visitors and Users with general or personalized service-related notices and promotional messages;

  4. To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we or our business partners may use to provide and improve our respective services; 

  5. To comply with any applicable laws and regulations.

 

How do we store, use, share and disclose our site visitors’ personal information?

 

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. 

 

All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

 

How do we communicate with our site visitors?

 

We may contact you to notify you regarding your account, to troubleshoot problems with your account, to resolve a dispute, to collect fees or money owed, to poll your opinions through surveys or questionnaires, to send updates about our company, or as otherwise necessary to contact you to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes we may contact you via email.

 

Why and how do we use cookies? 

 

Wix uses cookies for many important reasons, such as:

  • To provide a great experience for your visitors and customers.

  • To identify your registered members (users who registered to your site).

  • To monitor and analyze the performance, operation and effectiveness of Wix's platform.

  • To ensure our platform is secure and safe to use. 

 

 

 

 

 

 If you want to know more about cookies please visit, All About Cookies

 

The following links explain how to access cookie settings in various browsers:

 

To opt out of being tracked by Google Analytics across all websites, visit this link: http://tools.google.com/dlpage/gaoptout.

 

Do you want to withdraw your consent for collection of personal information? 

 

If you would like to: access, correct, amend or delete any personal information we have about you, you are invited to contact us at rainon_me@hotmail.com 

If you don’t want us to process your data anymore, please contact us at rainon_me@hotmail.com 

We can send you a copy the data you’ve shared with us and delete it permanently if you wished us to do so.

 

Privacy policy updates 

 

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it. 

Rain On Me CIC Registration number- 12588237

©2018 by rainonme.org