Girlguiding Essex South East Privacy Policy

Girlguiding Essex South East “Girlguiding ESE” is part of Girlguiding. This privacy policy will explain how our organisation uses the personal data we collect from you when you use our website.

What data do we collect?

Some information about your system configuration is sent to our site automatically by software on your computer, and we retain some of this information for the purposes of generating statistics. This will be collected regardless of whether or not you provide information in our contact us page. However, none of this information is personal to you. This includes the following:
• Operating System (i.e. Microsoft Windows 10)
• Browser software (i.e. Firefox 60.0.1)
• Your IP address (the unique Internet network address of your machine)
• Your geographic location (or that of your Internet Service Provider)
• Access times (the time spent on the Girlguiding ESE web site)
• The website you were browsing prior to your visit to the Girlguiding ESE website
If you contact us via our website, you will provide an email address, your name and any additional information you consider relevant to your query. This information will be stored and handled in accordance with the Girlguiding Data Privacy Notice mentioned below.
Girlguiding ESE collects and holds personal information from other sources. For information regarding this please see the Girlguiding Data Privacy Notice at: https://www.girlguiding.org.uk/privacy-policy/

How do we collect your data?

You directly provide Girlguiding ESE with most of the data we collect.
Girlguiding ESE may also receive your data indirectly from the following sources:
• Girlguiding when you register interest in joining either on your own behalf or for your daughter/ward

How will we use your data?

Girlguiding ESE collects your data so that we can:
• Communicate with you regarding your or your daughter/ward’s activities within Girlguiding ESE and Girlguiding nationally and globally
• To keep you safe – e.g. knowledge of disabilities, medical conditions and allergies, next of kin/emergency contact information
• Provide you with marketing information if you have given consent for us to do so
Girlguiding ESE will share your data with Girlguiding. If you give consent, we will also share with third parties to facilitate activities in which you/your daughter/ward takes part. We will share with medical professionals in the event of a medical emergency whilst you/your daughter/ward is in our care.

How do we store your data?

Collected via our website:

Data collected via our website will be stored by our website hosting company Siteground. Their privacy policy can be viewed at: siteground.co.uk/privacy.htm.

Two other companies have access to our website for security and maintenance purposes: Girlguiding Anglia (privacy policy at: girlguiding-anglia.org.uk/) and Netmatters (privacy policy at: netmatters.co.uk/).

Collected outside of our website:

Girlguiding ESE uses Girlguiding’s database, GO, to store all personal information. Volunteers are not permitted to store personal data outside of this except:
• Your phone number may be stored on volunteers’ devices if you have given permission
• A list of emergency contacts will be held by appropriate volunteers during meetings and other events
• Forms you have completed for specific events will be held by appropriate volunteers during these events.
• Bank details are input to Lloyds online banking for us to make payments to you as required. We do not keep other records of your banking information.

All data will be securely held and will only be retained for as long as we have a reason to keep it.
All physical forms and contact information taken to meetings and events will be held securely and destroyed in accordance with timeframes in Girlguiding’s Unit Data Retention Schedule. (https://www.girlguiding.org.uk/globalassets/docs-and-resources/membership-administration/gdpr/unit-data-retention-schedule.pdf)
All devices are password protected and physical paper is closely guarded. GO allows access only on a need to know basis.
Marketing
Adult members and volunteers may opt whether or not to receive marketing information via Girlguiding’s GO system. We will use this information to determine to whom we send marketing.

What are your data protection rights?

Girlguiding ESE would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Girlguiding ESE for copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that Girlguiding ESE correct any information you believe is inaccurate. You also have the right to request Girlguiding ESE to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Girlguiding ESE erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Girlguiding ESE restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Girlguiding ESE processing your personal data, under certain conditions.
The right to data portability – You have the right to request that Girlguiding ESE transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email eseprteam@gmail.com.

Cookies and digital marketing

Cookies are small text files placed on your computer by websites that you visit. They are widely used to make websites work more efficiently for visitors and to provide information to the owners of the site.
We use cookies to:
• remember certain information about users so they do not have to give the same information more than once
• measure how people use our websites so we can improve the way information is provided

By continuing to use our websites, you agree to our use of cookies, please visit our ‘Cookies’ page for more information on the exact cookies that we use.

Disclaimer

We cannot be responsible for any information you disclose in public community areas of the Girlguiding ESE websites or on websites that we link to from our platforms. This information can be viewed or collected by any third party and you should always be wary of publishing any personal information in public community areas.
We also encourage you to read the privacy notices of any other websites that we link to from Girlguiding ESE websites which you choose to visit so you may understand what information is collected from you and for what purpose.
Girlguiding ESE cannot be held responsible for the policies of any third-party website that we link to and you access these websites at your own risk

Changes to our privacy policy

Girlguiding ESE keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 24 March 2022.

How to contact us

If you have any questions about Girlguiding ESE’s privacy policy, the data we hold regarding you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email us at: eseprteam@gmail.com
Call us: 07838 325586

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Our Company has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office. https://ico.org.uk/make-a-complaint/