Privacy, Cookies & GDPR

Tackling Homelessness Together

COOL TO BE KIND –PRIVACY POLICY

Policy last updated: [ v2.0–December 2023]

Cool to be Kind Ltd is committed to protecting and respecting your privacy. This policy has been updated to bring us in line with the GDPR regulations. GDPR stands for the General Data Protection Regulation, which came into effect in the EU on May 25 2018. This legislation is all about giving you greater security, transparency, and control of your personal data. This policy has been updated to include changes that came into effect on October 12 2023.

By visiting our website, you are accepting the terms of this Privacy Policy. Any external links to other websites are clearly identifiable, and we are not responsible for the content or the privacy policies of these other websites.

We may change this Privacy Policy from time to time by updating this page. Please check our website frequently to see any updates or changes to this Privacy Policy.

WHO WE ARE

We are a community project based in Chelmsford that provides help and support for rough sleepers and vulnerable people.

This policy sets out the basis on which any data we collect from you through our website or otherwise, or that you provide to us, will be processed by us. Please read the following information carefully to understand our views and practices regarding your data and how we will treat it.

For the purpose of the GDPR regulations 2018 the data controllers are; Cool to be Kind Ltd, whose registered address is 43 Manor Road, Chelmsford, CM2 0EP Registered Number: 13662109

Data Collection Cool to be Kind Ltd may collect personal information which we receive when:

you use our website
you use our services
you contact us
you undertake work or volunteer for us

WHAT DO WE DO WITH YOUR INFORMATION?

We collect the following from you, which depends on how you use our services: name, address, telephone number, email address, contact preferences (so we can make contact with you); password (if you choose to sign up with us); bank account details, gift aid status (for you to make donations), records of your correspondence and engagement with us; survey responses (if you choose to complete a survey for); details of your relationship to other supporters, if applicable; your computer’s internet protocol (IP) address (to provide us with information that helps us learn about your browser and operating system).

We may collect your personal data via:

Communications via our website: When you contact us through our website or sign up with us. Please see below for more details about the specific cookies we collect
Registration form at our events: We collect your personal data when you complete a registration form at one of our events
[Any paper forms which you may complete]: when you complete one of our paper forms and send it to us
Telephone conversations: when you wish to make an enquiry with us over the telephone
Communication via social media: when you contact us via our social media pages

We may collect the following types of information (including but not limited to):

your name, address, email address, telephone number(s) and other contact details
information required to provide you with a service, and details of our services that you have used
your company’s name, your position in the company, the company’s address, company’s email address and telephone number
if you apply to work or volunteer for us, we may collect data pertinent to your employment or volunteer role
your payment information such as bank account details if this is applicable

PURPOSES FOR PROCESSING YOUR PERSONAL DATA

We may process any personal data you provide to us with your consent, to ensure compliance with legal and regulatory requirements and for the purposes of our legitimate business interests, including:

to enable us to fulfil volunteer requests for events
to respond to any enquiries that you make
to administer your donation or support your fundraising and processing any gift aid
to enable you to participate in features such as surveys and message boards
to further our charitable aims
to provide you with newsletters and email
to provide services to you or your organisation
to enable us to pay for services that you may provide to us
to meet our legal and regulatory obligations

EMAIL MARKETING

We may send you emails about our projects, upcoming events and other updates. We use Mailchimp for email marketing and to communicate with our clients. Mailchimp Privacy Policy (V2.0) Page 3 of 8 offers a double opt-in service and offers full visibility of any of your information used by this service and the option to unsubscribe which will delete any of your personal data.

You may opt out of receiving our marketing communications at any time by contacting us at [danskeates@hotmail.co.uk] or by using the unsubscribe link in any of our communications.

STORING YOUR PERSONAL DATA

We will only store your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We use information held about you in the following ways:

To ensure that content from our site is presented in the most effective manner for you and for your computer.
To provide you by post, social media, telephone or email with information or services that you request from us or which we feel may interest you.
To carry out our obligations arising from any contracts entered into between you and us.
To notify you by mail, telephone or email about changes to our service.
To carry out or process any instructions given by you to us.
We may also use your data to provide you with information about campaigns or appeals which may be of interest to you and we may contact you about these by mail, email, social media or telephone.
To ensure that we adhere to our Equal Opportunities Policy when reviewing and selecting workforce or volunteers
If you do not want us to use your data in this way, please inform us in writing by email at danskeates@hotmail.co.uk

SHARING YOUR PERSONAL DATA

We may share your personal data with:
Our service providers that we engage with to provide services for us, such as for data storage, for payment services, for marketing. The third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. Where we provide your personal data to third-party services providers, they are required to keep your personal data confidential and secure, and must only use your personal data as instructed by us; Privacy Policy (V2.0) Page 4 of 8
Our selected commercial partners and sponsors where you have chosen to participate in surveys, opinion groups or other marketing-related initiatives relating to your use of our services;
A prospective seller or buyer in the event of a sale or purchase of Cool to be Kind Ltd so that the buyer can continue to provide you with information and services;

DISCLOSURE OF YOUR INFORMATION TO THIRD PARTIES

Access to your personal information is only allowed when required by law. We do not, and will never, divulge, sell or share your personal information with third parties. The only exception to this is: If we are under a duty to disclose or share your data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions and other agreements; or to protect the rights, property, or safety of our service users, volunteers or employees. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. Security Cool to be Kind Ltd is committed to keeping service users, staff/volunteers and suppliers/donators personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. We undertake secure shredding of paper documentation. We will do our best to protect your data once we have received your information. We use strict procedures and security features to try to prevent unauthorised access by outside parties. Unfortunately, the transmission of information via the internet is not always completely secure and therefore transmission is at your own risk.

YOUR RIGHTS

You may have the right to request: (a) access the to your personal data we hold about you; (b) request we rectify any inaccurate personal data we hold about you; (c) request we erase any personal data we hold about you; (d) restrict the processing of personal data we hold about you; (e) object to the processing of personal data we hold about you; and/or (f) receive any personal data we hold about you in a structured and commonly used machine-readable format or have such personal information transmitted to another company.

We may ask you for additional information to confirm your identity and for security purposes, before disclosing information requested by you.

To exercise any of your rights in connection with your personal data, please contact [danskeates@hotmail.co.uk]. We will process any request in line with any local laws and our policies and procedures. You also have the right to lodge a complaint about how we process your personal data with the supervisory authority in the United Kingdom which is the Information Commissioner’s Office. We would appreciate the chance to deal with your concerns before you approach your local supervisory authority so, please contact us in the first instance.

Access to personal information to make a request to Cool to be Kind Ltd for any personal information we may hold, we need you to contact us in writing by emailing us at danskeates@hotmail.co.uk We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

PAYMENT

If you choose a direct payment gateway to complete a purchase or pay an invoice, Stripe stores your credit or debit card data. It is encrypted through the Payment Card Industry Data Security Standard (PCI-DSS). Your purchase transaction data is processed, including stored, only as long as is necessary to complete your purchase transaction. After that is complete, your purchase transaction information is deleted.

All direct payment gateways 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.

SECURITY

We will take all reasonable steps (including an SSL Certificate, Firewall and any other appropriate technical and organisational measures) to ensure your personal data is processed securely to protect the confidentiality, integrity and availability of your personal data and in accordance with this Privacy Policy.

The nature of the internet is such that we cannot guarantee or warrant the security of any information you transmit to us via the internet and any transmission is at your own risk.

If you provide us with your credit or debit card information, the information is encrypted using secure socket layer technology (SSL) and stored with AES-256 encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we follow all PCI-DSS requirements and implement additional generally accepted industry standards.

COOKIES

Our website uses only anonymous cookies, meaning that our cookies are not collecting any information which would enable you to be identified personally.

Cookies are small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third[1]party applications like Google Analytics. As a rule, cookies will make your browsing experience better.

However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the ‘help’ section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

These are the cookies we use:

(i) Category: Necessary (1)
Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.
COOKIE NAME PROVIDER TYPE EXPIRY local_storage_support_test twitter.com HTML Persistent First found URL: https://www.c2bk.co.uk/sponsorship/ Cookie purpose description: The cookie is used in context with the local-storage function in the browser. This function allows the website to load faster by pre-loading certain procedures. Initiator: Script tag, page source line number 219 Source: https://platform.twitter.com/widgets.js Data is sent to: United States (adequate)

(ii) Category: Preferences (1)
Preference cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in. The following cookies are third party cookies:

lang
Remembers the user’s selected language version of a website

To review the use of third-party cookies or to opt out, please refer to the third-party website.

(iii) Category: Statistics (5)
Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.

The following cookies are first-party cookies from c2bk.co.uk: Cookie Retention Description

_ga 2 years
Registers a unique ID that is used to generate statistical data on how the visitor uses the website.

_gat
1 day Used by Google Analytics to throttle request rate

_gid 1 day
Registers a unique ID that is used to generate statistical data on how the visitor uses the website.

The following cookies are third-party cookies. For example, Google Analytics and Vimeo: Privacy

collect
pixel Session Used to send data to Google Analytics about the visitor’s device and behaviour. Tracks the visitor across devices and marketing channels.

vuid 2 years
Collects data on the user’s visits to the website, such as which pages have been read.

To review the use of third-party cookies or to opt out, please refer to the third-party website.

(iv) Category: Marketing (3)
Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third-party advertisers.

The following cookies are third party cookies. For example, www.twitter.com:

__widgetsettings Persistent
Unclassified

i/jot Pixel Session
Unclassified

i/jot/syndication Pixel Session
Unclassified

To review the use of third-party cookies or to opt-out, please refer to the third-party website.

QUESTIONS AND CONTACT INFORMATION

If you have any questions about the processing of your personal data via our website or if you would like to access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information, please contact our Privacy Compliance Officer at danskeates@hotmail.co.uk. If you contact us, we will do our utmost best to address any concerns you may have about our processing of your personal data.