CoMoUK Trust is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
CoMoUK Trust may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st May 2018.
What we collect
We may collect the following information:
• name, organisation and job title,
• contact information including email address
• demographic information such as postcode, preferences and interests
• In some instances, we also collect with your permission detailed, sensitive information including, survey responses for research, recruitment records, grant applications and accreditation applications.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
• We use personal data for administrative purposes (i.e. to carry on our charity work). This mainly includes maintaining a database of interested parties. We will respect your choices and preferences (e.g. if you ask not to receive newsletters, we’ll keep a record of this).
• We may use the information to improve our products and services.
• We may periodically send promotional emails about new services, events or other information which we think you may find interesting using the email address which you have provided.
• Documents which relate to research, recruitment or commercially sensitive company details will be identified at creation or receipt to enable them to be accurately classified and appropriately secured and protected. Documents identified as sensitive are to be stored in relevant restricted folders.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Regular audit of access to sensitive documents is carried out by the staff member responsible for Data Protection. Regular review of permissions is carried out to ensure that access is closed to staff no longer needing access to protected folders. Staff leaving employment are, by default, denied automatic access from date of notice. Permissive access can be granted as required during notice on a case by case basis. Decisions will be based on guidance from line manager.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
• Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for marketing purposes.
• If you have previously agreed to us using your personal information to keep in touch with our work, you may change your mind at any time by writing to or emailing us at firstname.lastname@example.org.
We will not sell, distribute or lease your personal information to third parties. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
Keeping you in control
We want to ensure you remain in control of your personal data. The new General Data Protection Regulations (GDPR), which are being brought into force in May 2018, give everyone a number of very important rights. These include:
• the right to ask us to remove your personal data from our records (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 rectified
• the right to request a copy of the information we hold about you
• the right to ask us to stop using your information for marketing or profiling, and
• where technically feasible, the right to obtain and reuse your personal data for your own purposes
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal data at any time by using the contact details in section 11.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please email email@example.com.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.
Under the new GDPR laws starting in May 2018, we have a number of lawful reasons that we can use (or ‘process’) your personal information. One of these lawful reasons is called ‘legitimate interests’.
Broadly speaking, ‘legitimate interests’ means that we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests.
So, what does this mean? When you provide your personal details to us we use your information for our legitimate business interests to carry out our work. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights.
We will use various ways to achieve our mission and to support our objectives; we believe that people who share our values would love to know how to support us. We will process the personal information you have supplied to us to conduct and manage our business to enable us to give you the most appropriate marketing, information, service and products and provide the best and most secure experience. These are what we consider to be our ‘legitimate interests’ for holding and processing your data.
When we process your personal information for our ‘legitimate interests’, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent, or are otherwise required or permitted to by law).
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by contacting us.