Page last updated: 20th March 2019
EVOC as an organisation has a responsibility to protect and respect your privacy and to look after data provided to us.
This privacy notice explains what data we collect, how we use that data, where we store the information, how long we store that data for and how we store your details securely.
EVOC may change this policy from time to time by updating this page. The last updated date will be displayed at the bottom of this page.
- What data is being collected from our website?
- Who is collecting it?
- How is the data collected?
- How will it be used?
- Who will it be shared with?
- Where we store your information?
- How long we store the data?
- How we store your information securely?
- External web links
- Requesting Personal Data Records
- Your right to make a complaint
- Contact details
What data is being collected from our website?
When you request services from EVOC we will ask you for your consent to collect and hold the data we need to provide you with those services.
We may collect and store the following information whilst you use our website:
- Through cookies and other tracking technology, information about your computer and about your visits to and use of this website including your IP address, geographical location, computer and browser type, how you found our website, the pages you viewed and the length of time you viewed them
- Information relating to any transactions carried out between you and us on or in relation to this website, including:
- information related to membership applications
- training course bookings
- training course grant applications
- organisational development referrals
- newsletter subscriptions
- noticeboard
- consultations and surveys
- event bookings
- and contact forms
- Any other information that you choose to send to us
EVOC uses Social Sharing icons in various sections of our website to allow users to easily share our content. The buttons are statically generated and do not contact any code that tracks your personal information. They link to Facebook, Twitter and LinkedIn which may track your data based on their own privacy policies. You should visit each of the mentioned websites and read their Privacy Policies to find out how they process your data.
Who is collecting it?
EVOC is responsible for the information we ask from you (as the ‘data controller’ No one who is not directly authorised by EVOC will collect or process this information on EVOC’s behalf.
How is the data collected?
Information may be collected in any or all of the following ways:
- By email
- By phone
- Via a website form including booking, registration, newsletter subscription and surveys
- Downloaded and printed forms
- Face-to-face with an EVOC employee, approved volunteer or authorised contractor
- Via cookies and tracking code used on the website
How will it be used?
We use information submitted in the following ways depending on what reason you provided information to us:
- To provide you with services and information
- To process registrations and invoices for training courses
- To provide organisational development and support services
- To respond to your requests from contact forms
- To publish noticeboards on the website
- To process your membership request and send you relevant information
- To enable us to review, develop and improve our website and services we offer
Who will it be shared with?
EVOC will only share your data with relevant parties where required such as EVOC staff members, authorised contractors, approved volunteers where necessary to provide you with a service or information.
The following is a current list of third parties that information is shared with and the purpose of that sharing:
- Digital Ocean LLP – EVOC uses Virtual Private Servers (VPS) provided by Digital Ocean to host its websites. For more details on the collected data and the processing, please take a look at their Privacy Policy.
- Jungle Disk/Amazon S3 – EVOC uses this service to backup its data and information as part of good IT practices. The backup may contain your personal data. Neither Jungle Disk or Amazon S3 can access your data. For more details please take a look at their Privacy Policy.
- The Rocket Science Group LLC (known as Mailchimp) – EVOC uses MailChimp to manage newsletter subscriptions. EVOC collects your name, email address, and newsletter subscription preferences such as which format of emails you prefer and which newsletters you request to receive. Mailchimp also records your record of consenting to receiving information. Your personal data is not shared with Mailchimp. Mailchimp have agreements and Data Processing Addendums in place to ensure they comply with European Data Protection laws. For more details on the collected data and the processing, please take a look at their Privacy Policy.
- Eventbrite, Inc – EVOC uses Eventbrite to collect and process event registrations. Eventbrite is Privacy Shield certified which means that is self-certifies to protect Personal Data from the UK in accordance with established data privacy principles. Full details are in their Privacy Policy
- SurveyMonkey, Inc – EVOC uses SurveyMonkey to gather and collect survey responses. This information is used to improve our services, to see trends in the sector and gather intelligence. SurveyMonkey is Privacy Shield certified and complies with Privacy Shield Principles. Full information can be found in their Privacy Policy.
- Microsoft Office 365 – EVOC uses Microsoft Office 365 as it’s email provider and for storage of emails. All data between EVOC and Microsoft is encrypted in transit and at rest. Microsoft staff have no access to any of EVOCs data. Full details are in Microsoft’s Privacy Policy
Please note, EVOC will NOT sell your information to other third parties.
Where we store your information
Where possible, all the information that you provide to us is stored on encrypted servers within the EEA. From time to time, your information may be transferred outside of the EEA in relation to the provision of a service such as newsletter subscriptions or survey responses. The laws in these countries may not provide you with the same protection as in the EEA; however, any third parties referred to above outside of the EEA have agreed to abide by European levels of data protection in respect of the transfer, processing and storage of any personal data. EVOC will take all reasonable steps to protect your data in accordance with this privacy policy.
How long we store the data
EVOC will only store the information you provide as appropriate. This is dictated by legal and financial obligations as well as business requirements.
The following are guidelines for how long information is stored:
- Training Course registrations – kept for 24 months
- Training Course Grant Applications – kept for 24 months
- Organisational Development Referrals (and related information and paperwork) – kept for 7 years
- Newsletter subscription information – kept as long as you continue to be a subscriber to EVOC newsletters
- Membership – kept for 24 months
- Noticeboard – kept for 12 months or removed when the notice expiry date passes
- Contact Forms – stored for 36 months
- Website tracking information – stored for 38 months
How we store your details securely
EVOC undertakes a number of measures to ensure data and information is held securely as possible:
- Information is stored on a secure server accessed only with company username and passwords
- All EVOC laptops and computers have full disk encryption
- Information sent to us via our website and online forms uses SSL certificates to encrypt the information
- Members of staff have access to information relevant to their work they are responsible for
- All EVOC Staff and contractors comply with confidentiality policies and good working practices to ensure data is kept safe at all times
We take all the reasonable steps to protect the Personal Data collected from loss, misuse, unauthorised use, access, inadvertent disclosure, alteration and destruction.
External web links
Our website may contain links to other websites and resources that you may find of interest. Once you leave our website, you should note that we do not have any control over the external website. We are not liable for your protection and privacy on these external websites. You should exercise caution and look at the privacy policies applicable to the website in question.
Requesting personal data records
- You have the right to access both personal data and supplementary information held by EVOC free of charge. Any requests for information will be provided within one month of receiving the request
- Where requests are complex and numerous the provision of data will be provided within a two-month period, and you will be informed of this delay within the first month
- Where requests are excessive and repetitive an administration fee of £100will be charged to cover the administrative costs involved
- Responses will be provided in an electronic format
Your right to make a complaint
You have the right to make a complaint about how we process your personal data to the information commissioner:
Information Commissioner’s Office
45 Melville St
Edinburgh
EH3 7HL
Contact details
ICO Registration Reference: Z5984382
EVOC can be contacted at the following:
525 Ferry Road
Edinburgh
EH5 2FF
Telephone: 0131 555 9100
Email: info@evoc.org.uk
