YOUR PRIVACY AND OUR COMMITMENT

We understand that you trust us to use your data responsibly and that as an organisation, we have responsibilities under data protection legislation to protect your data and your privacy. This Privacy Policy describes how we collect and use your personal information. Our Data Protection Policy provides more detail on how we meet our legal obligations.

WHO WE ARE

We (or ‘us’) means the Association of Child Protection Professionals (formerly BASPCAN), a registered charity (number 279119).  Our registered address is 17 Priory Street, York YO1 6ET.

We are a data controller registered with the Information Commissioner’s Office (number Z629387X).

We have adopted Data Protection Principles:

Data Protection Principles

The Association requires that personal data are:

  • Processed lawfully, fairly and in a transparent manner;
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner incompatible with those purposes;
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • Accurate and, where necessary, kept up to date;
  • Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;
  • Processed in a manner that ensures appropriate security of personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical and organisational measures.

By contacting us, using our services or visiting our website you’re agreeing to be bound by this Policy.

HOW DO WE COLLECT PERSONAL INFORMATION?

We collect personal information about you when you interact with us. For example, when you visit our website, register your interest in an event or conference, or become a Member of the organisation. 

WHAT PERSONAL INFORMATION DO WE COLLECT?

Personal information we collect about you may include your name, postal address, email address and phone numbers. We do not collect ‘special category data’[1] about you.

We never ask for more information than is needed to deliver our services. All financial information is processed by our payment provider and is not held by us. 

We may also collect information about how our website is used and track which pages you visit. We use this information to improve your experience of our website and help us understand how we can improve our services. Where possible we use anonymous or aggregated data that does not identify individuals. See further information about cookies below.

HOW DO WE USE PERSONAL INFORMATION?

We use the personal information collected from you to provide you with: 

  • membership services
  • other services such as participation in events or conferences
  • related information about the Association’s activities and opportunities.

We will only use your information to provide you with the services you have requested and to inform you about related services the Association provides, where we believe these may also be of interest. 

LAWFUL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION

Our primary lawful basis for processing and holding personal information is the provision of a contract, as the Association cannot provide you with the services requested (membership or access to an event) without your personal information. 

Where we provide you with information about related services, our lawful basis for processing your personal information is ‘legitimate interest’; we believe that if you have been involved with us or attended an event it is reasonable to think that other similar activities might be of interest to you. We will always give you an opportunity to opt out of further notifications from us where this is our lawful basis for processing.

DO WE PROVIDE INFORMATION TO OTHER PARTIES?

We will never pass your information to other parties for their own use or for marketing purposes.

We may sometimes have to share some of your information to deliver the services we provide to you (for example, by giving your name to an event venue). 

YOUR CHOICES

You can choose whether or not you continue to receive information from us and what information you receive. To get in touch with us about data preferences, please contact [email protected].

DATA SECURITY

We are committed to keeping your personal information safe and we have organisational and technical measures in place to help protect your information. This includes any information that is accessed from mobile devices. When we dispose of information, we do so confidentially and securely.

Our Data Protection Policy includes more detail on the responsibilities of staff to keep your data safe.

Your data is held in hard copy and electronically at our registered office.

We may hold your data in systems that are hosted by trusted service providers. Where we do this, the security of the data remains our responsibility and we ensure service providers meet our high expectations for data protection and comply with the relevant legislation.

COOKIES

Cookies are small text files stored on your device when you access websites.

We use cookies to:

  • personalise our service to you
  • track how users navigate through the website. This helps us to evaluate and improve the website. 
  • work with our online registration forms to maintain your confidentiality and security as you move into password protected areas of our website.

If you do not want cookies to be used, you can set your internet browser to deny them.

By using our website you agree to our use of cookies, including setting and reading cookies on your device.

HOW YOU CAN UPDATE YOUR INFORMATION

The accuracy of your information is important to us. If you change your email address, or if any of the other information we hold about you is inaccurate or needs updating, please contact us at [email protected] so that we can put this right. 

SUBJECT ACCESS REQUESTS

You have the right to know what information we hold about you. You can request a copy of your data by contacting us at [email protected] and putting “Subject Access Request” in the subject line. 

Before we can help you, we will confirm your identity and clarify what data you require.  We will then get back to you with the information within one calendar month. Exceptionally, a request may take us longer to process. We will let you know as soon as we can if your request falls into that category. 

COMPLAINTS

We take our responsibilities for your data very seriously. If you are not happy about the way we are holding or using your data, or have other concerns relating to this Policy, please contact us at [email protected] .  You can make a formal complaint by contacting the Chair of the Board via [email protected].

You can get advice on how to raise a concern and on the next steps open to you if you’re not happy with our response from the Information Commissioner’s Office (see https://ico.org.uk/your-data-matters/raising-concerns/).

 

[1] Special Category Data includes information such as your ethnic origin or sexuality. See our Data Protection Policy for further information.