1. What categories of data does COCO keep about me?*
COCO will keep different types of data about you depending on how we met you. Please see the table below to give you an indication of what kind of data we might keep about you.
|Name, address, email, telephone||Emergency contact / next of kin||Date of birth, passport numbers, occasionally blood group||Correspondance history||Interests||Donation history||Invoices & outstanding fundraising / payments||Events attended|
*COCO only stores the data that you personally give to us. We never buy or sell data from third parties.
2. Who is collecting it?
Only COCO staff and volunteers may collect or have access to your data.
3. How is it collected?
COCO collects data through the following media:
- Mailchimp, if you subscribe to our newsletter.
- Wufoo forms, if you fill out a sign-up form for an event.
- Virgin Money Giving, JustGiving and BT MyDonate if you donate to us, a fundraising page or set up your own fundraising page.
- Paper sign up forms at events such as fresher’s fayres and running events.
- Outlook, if we are in contact with you about something important e.g., we are collaborating on an event.
- Business cards, if you give us your business card at an event, but only if you ask to keep in touch!
- Verbal, if you express your interest about COCO to one of our staff or volunteers.
4. Why is it being collected?
- We legally have to keep a record of your donations.
- You are doing an overseas challenge for COCO and we need your information for your safety (e.g. next of kin, passport number).
- So that we can keep you up-to-date with things you might be interested in (running events, challenges etc.).
- So that we can tell you about the work we are doing.
5. How will it be used?
- If you have told us your donation is eligible for Gift Aid, we will use your information to claim back Gift Aid on your donations.
- We will use your data to inform you about things you are interested in. You can change your interests at any time.
- We will use your data to inform COCO’s business decisions, such as where to host our next events.
- We will never pass on your data to a third party.
6. Who will it be shared with?
- COCO staff and Volunteers have access to your data through a secure, password-protected CRM.
- We also upload your information to Mailchimp, which is our email provider, again this is secure.
7. What will be the effect be on me?
- You will get emails from us when we plan events that you have told us you are interested in.
- If you are signed up to our newsletter, we will send this to you on a monthly basis.
- We will claim Gift Aid on your donations if you have told us they are eligible. If your circumstances change, you will need to inform us.
8. Who is in charge of my data?
Holly Nelson, Operations Manager, COCO, C/O Newcastle University Business School, 5 Barrack Road, Newcastle upon Tyne, NE1 4SE
0191 261 7427, [email protected]
9. Where is my data stored? Is it safe?
Your data is stored on a cloud-based, password protected CRM. This is saved on the COCO Server, which is overseen by our IT company, Red Maple.
After a certain amount of time, your data may be moved into our archive. This is a paper-based system that we need to keep for legal reasons, such as evidence of donations.
Your data could also be stored in the medium in which you gave it to us, e.g. if you signed up using a Wufoo form, your data will remain on the Wufoo website. Again, this is password-protected.
10. How long will you keep my data for?
We will keep your data for as long as you are interested. If you tell us that you are no longer interested, we will do our best to remove you completely from our database. However, if you have given us a monetary donation, volunteered your time, or given us a gift, we are legally required to keep a record of this. In these circumstances, we will remove any data that is personally identifiable, such as your address and email address, but will keep your first initial and surname so that we have a record for our accounts.
11. What are my rights?
You have the right to be informed, of access, to rectification, to erasure, to restrict processing, to data portability and to object. You also have the right to file a complaint with a supervisory authority if you think we are not handling your data according to data protection regulations. Please be aware that often we have a legal basis for processing, such as for tax purposes, which will mean that your data cannot be erased. In these circumstances, we will try to anonymise your data to the best of our ability.
12. What processing is involved in handling my data?
Usually, your data will be handled by a person, either COCO staff member or volunteer. The only time the process is automated is when we send communications through Mailchimp, our mailing service. Mailchimp helps us to keep on top of unsubscribes and keeping your contact information in separate lists based on your preferences, so that nobody receives information they are not interested in.
13. What if this changes?
It is likely that we will update our Privacy Notice from time to time, so please do check back. If we make any significant changes to the way that we treat your personal data, we will make this clear in our communications to you. If you have any questions, comments or suggestions, please contact [email protected]