Source: https://www.realnappiesforlondon.org.uk/privacy-statement-and-cookies/
Timestamp: 2020-02-27 10:01:22
Document Index: 95005044

Matched Legal Cases: ['art 19', 'art 20', 'art 20', 'art 12', 'art 5', 'art 20', 'art 14', 'arts 21', 'art 8', 'art 12', 'art 20', 'art 27', 'art 10', 'art 18', 'arts 21', 'art 8', 'art 8', 'art 27', 'art 28']

Privacy Statement and Cookies - Real Nappies for London
This privacy policy sets out how Real Nappies for London (RNfL) uses and protects any information that you give to us and what to expect when RNfL collects personal information. RNfL is committed to ensuring that your privacy is protected and will only process data in compliance with the EU Regulation 2016/679 General Data Protection Regulation (“GDPR”). For more information about our Data Protection Policy please read below.
Applicants who apply for a real nappy voucher
When visiting www.realnappiesforlondon.org.uk, tracking technologies may automatically record information about your visit. This information does not identify you personally. We do this to find out information such as the number of visitors to the various parts of the site and to help us tailor the site to enhance the experience for future visitors.
A cookie is a small file, which asks permission to be placed on your computer’s hard drive. These cookies are used to collect information about how visitors use our site. For more information on what is a cookie, please visit the Information Commission Office website.
We use Google Analytics to compile reports and to help us improve our website. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited.
We believe that your personal information is important to you. We have a strict Data Protection Policy in place for the Real Nappies for London Voucher Scheme.
Real Nappies for London – Data Protection Policy
This Policy sets out the obligations of the Real Nappies for London (“RNfL”) project administered by London Community Resource Network (“LCRN”) (a registered charity under registered number 1118616 and English registered company with registered number 04323551) at Ground Floor, 20 Club Row, London E2 7EY regarding data protection and the rights of Applicants (“data subjects”) for a real nappy voucher under the RNfL real nappy voucher scheme (the “scheme”) in respect of their personal data under EU Regulation 2016/679 General Data Protection Regulation (“GDPR”). LCRN receives funding for the scheme from parties (“Funders”) including North London Waste Authority (“NLWA”). Both RNfL and NLWA are joint data controllers for the purposes of the GDPR.
This Policy sets RNfL’s obligations regarding the collection, processing, transfer, storage, and disposal of personal data. The procedures and principles set out herein must be followed at all times by RNfL, its employees, agents, contractors, or other parties working on behalf of RNfL.
RNfL is committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.
3.8 Rights with respect to profiling (Part 19).
5.1 RNfL collects and processes the personal data set out in Part 20 of this Policy. This includes personal data collected directly from data subjects.
5.2 RNfL only collects, processes, and holds personal data for the specific purposes set out in Part 20 of this Policy (or for other purposes expressly permitted by the GDPR).
5.3 Data subjects are kept informed at all times of the purpose or purposes for which RNfL uses their personal data. Please refer to Part 12 for more information on keeping data subjects informed.
RNfL will only collect and process personal data for and to the extent necessary for the specific purpose or purposes of which data subjects have been informed (or will be informed) as under Part 5, above, and as set out in Part 20, below.
7.1 RNfL shall ensure that all personal data collected, processed, and held by it is kept accurate and up-to-date. This includes, but is not limited to, the rectification of personal data at the request of a data subject, as set out in Part 14, below.
8.1 RNfL shall not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed.
8.3 Generally, RNfL only requires to hold personal data for 36 months for monitoring and research purposes, but RNfL and LCRN may thereafter retain personal data for the purposes of audit and tax reasons for 6 years.
RNfL shall ensure that all personal data collected, held, and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction, or damage. Further details of the technical and organisational measures which shall be taken are provided in Parts 21 to 26 of this Policy.
10.1 RNfL’s Data Protection Officer is the Project Manager, at the address of RNfL shown above and with email address: info@realnappiesforlondon.org.uk.
10.2 The Data Protection Officer shall be responsible for overseeing the implementation of this Policy and for monitoring compliance with this Policy, RNfL’s other data protection-related policies, and with the GDPR and other applicable data protection legislation.
10.3 RNfL shall keep written internal records of all personal data collection, holding, and processing, which shall incorporate the following information:
10.3.1 The name and details of RNfL, its Data Protection Officer, and any applicable third-party data processors;
10.3.2 The purposes for which RNfL collects, holds, and processes personal data;
10.3.3 Details of the categories of personal data collected, held, and processed by RNfL, and the categories of data subject to which that personal data relates;
10.3.5 Details of how long personal data will be retained by RNfL (please refer to Part 8); and
10.3.6 Detailed descriptions of all technical and organisational measures taken by RNfL to ensure the security of personal data.
11.1 RNfL shall carry out Data Protection Impact Assessments for any and all new projects and/or new uses of personal data which involve the use of new technologies and the processing involved is likely to result in a high risk to the rights and freedoms of data subjects under the GDPR.
11.2.3 RNfL’s objectives;
11.2.8 Risks posed both within and to RNfL; and
12.1 RNfL shall provide the information set out in Part 12.2 to every data subject:
12.2.1 Details of RNfL including, but not limited to, the identity of its Data Protection Officer;
12.2.2 The purpose(s) for which the personal data is being collected and will be processed (as detailed in Part 20 of this Policy) and the legal basis justifying that collection and processing;
12.2.3 Where applicable, the legitimate interests upon which RNfL is justifying its collection and processing of the personal data;
12.2.6 Where the personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”), details of that transfer, including but not limited to the safeguards in place (see Part 27 of this Policy for further details);
12.2.9 Details of the data subject’s right to withdraw their consent to RNfL’s processing of their personal data at any time;
13.1 Data subjects may make subject access requests (“SARs”) at any time to find out more about the personal data which RNfL holds about them, what it is doing with that personal data, and why.
13.2 Data subjects wishing to make a SAR may do so in writing, using RNfL’s Subject Access Request Form, or other written communication. SARs should be addressed to RNfL’s Data Protection Officer whose details are provided at Part 10.1 above.
13.4 All SARs received shall be handled by RNfL’s Data Protection Officer.
13.5 RNfL does not charge a fee for the handling of normal SARs. RNfL reserves the right to charge reasonable fees for additional copies of information that has already been supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.
14.1 Data subjects have the right to require RNfL to rectify any of their personal data that is inaccurate or incomplete.
14.2 RNfL shall rectify the personal data in question, and inform the data subject of that rectification, within one month of the data subject informing RNfL of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
15.1 Data subjects have the right to request that RNfL erases the personal data it holds about them in the following circumstances:
15.1.1 It is no longer necessary for RNfL to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;
15.1.2 The data subject wishes to withdraw their consent to RNfL holding and processing their personal data;
15.1.3 The data subject objects to RNfL holding and processing their personal data (and there is no overriding legitimate interest to allow RNfL to continue doing so) (see Part 18 of this Policy for further details concerning the right to object);
15.1.5 The personal data needs to be erased in order for RNfL to comply with a particular legal obligation;
15.2 Unless RNfL has reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and the data subject informed of the erasure, within one month of receipt of the data subject’s request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, the data subject shall be informed.
16.1 Data subjects may request that RNfL ceases processing the personal data it holds about them. If a data subject makes such a request, RNfL shall retain only the amount of personal data concerning that data subject (if any) that is necessary to ensure that the personal data in question is not processed further.
17.1 RNfL does not normally process personal data using automated means.
17.2 Where data subjects have given their consent to RNfL to process their personal data by automated means, or the processing is otherwise required for the performance of a contract between RNfL and the data subject, data subjects have the right, under the GDPR, to receive a copy of their personal data and to use it for other purposes (namely transmitting it to other data controllers).
17.3 To facilitate the right of data portability, RNfL shall make available all applicable personal data to data subjects by means of a Comma Separated Values (CSV) file.
18.1 Data subjects have the right to object to RNfL processing their personal data based on legitimate interests, direct marketing (including profiling), and processing for scientific and/or historical research and statistics purposes.
18.2 Where a data subject objects to RNfL processing their personal data based on its legitimate interests, RNfL shall cease such processing immediately, unless it can be demonstrated that RNfL’s legitimate grounds for such processing override the data subject’s interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.
18.3 Where a data subject objects to RNfL processing their personal data for direct marketing purposes, RNfL shall cease such processing immediately.
18.4 Where a data subject objects to RNfL processing their personal data for scientific and/or historical research and statistics purposes, the data subject must, under the GDPR, “demonstrate grounds relating to his or her particular situation”. RNfL is not required to comply if the research is necessary for the performance of a task carried out for reasons of public interest.
19.1 RNfL uses personal data for profiling purposes in order to monitor and report on uptake for the RNfL real nappy voucher scheme to participating Boroughs. Profiling includes categorising applicants such as by ethnicity (but only where the data subject has agreed to provide such information).
19.2.3 Technical and organisational measures shall be implemented to minimise the risk of errors. If errors occur, such measures must enable them to be easily corrected;
19.2.4 Personal data is anonymised before profiling; and
19.2.5 All personal data processed for profiling purposes shall be secured in order to prevent discriminatory effects arising out of profiling (see Parts 21 to 25 of this Policy for more details on data security).
The following personal data is collected, held, and processed by RNfL (for details of data retention, please refer to Part 8):
Type of Data Purpose of Data:
Applicant’s name – To enable RNfL to process a data subject’s application for a real nappy voucher
Applicant’s address -To enable RNfL to process a data subject’s application for a real nappy voucher
Date of Birth of child, or proof of pregnancy – To enable RNfL to process a data subject’s application for a real nappy voucher
Child’s name – To enable RNfL to process a data subject’s application for a real nappy voucher
Ethnicity – To enable RNfL to process a data subject’s application for a real nappy voucher
Applicant’s email address – To enable RNfL to process a data subject’s application for a real nappy voucher
Applicant’s telephone number – To enable RNfL to process a data subject’s application for a real nappy voucher
RNfL shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data:
RNfL shall ensure that the following measures are taken with respect to the storage of personal data:
22.1 All electronic copies of personal data should be stored securely using passwords and data encryption;
22.3 All personal data stored electronically should be backed up at regular intervals with backups stored onsite AND/OR offsite in a secure location. All backups should be encrypted;
22.4 No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones, whether such device belongs to RNfL or otherwise; and
22.5 No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of RNfL where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the GDPR (which may include demonstrating to RNfL that all suitable technical and organisational measures have been taken).
RNfL shall ensure that the following measures are taken with respect to the use of personal data:
24.1 No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on behalf of RNfL requires access to any personal data that they do not already have access to, such access should be formally requested from RNfL’s Data Controller;
24.2 No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of RNfL or not, without the authorisation of RNfL’s Data Controller;
24.4 If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it;
24.5 Where personal data held by RNfL is used for marketing purposes, it shall be the responsibility of RNfL’s Data Controller to ensure that the appropriate consent is obtained and that no data subjects have opted out, whether directly or via a third-party service such as the TPS; and
24.6 Where a Supplier requires confirmation that the voucher is unused or has been locked following redemption, the Supplier shall have access only to the applicant´s name, address and voucher code.
24.7 NLWA shall require access to personal data from time to time in order to fulfil its obligations as data controller under the GDPR but NWLA shall have access only to the applicant´s name, address and voucher code.
RNfL shall ensure that the following measures are taken with respect to IT and information security:
25.2 Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on behalf of RNfL, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. IT staff/contractors do not have access to passwords;
25.3 All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. RNfL’s IT staff or contractors shall be responsible for installing any and all security-related updates; and
25.4 No software may be installed on any Company-owned computer or device without the prior approval of the RNfL´s senior operating officer.
RNfL shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:
26.1 All employees, agents, contractors, or other parties working on behalf of RNfL shall be made fully aware of both their individual responsibilities and RNfL’s responsibilities under the GDPR and under this Policy, and shall be provided with a copy of this Policy;
26.2 Only employees, agents, sub-contractors, or other parties working on behalf of RNfL that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by RNfL;
26.3 All employees, agents, contractors, or other parties working on behalf of RNfL handling personal data will be appropriately trained to do so;
26.4 All employees, agents, contractors, or other parties working on behalf of RNfL handling personal data will be appropriately supervised;
26.5 All employees, agents, contractors, or other parties working on behalf of RNfL handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;
26.7 All personal data held by RNfL shall be reviewed periodically, as set out in Part 8;
26.8 The performance of those employees, agents, contractors, or other parties working on behalf of RNfL handling personal data shall be regularly evaluated and reviewed;
26.9 All employees, agents, contractors, or other parties working on behalf of RNfL handling personal data will be bound to do so in accordance with the principles of the GDPR and this Policy by contract;
26.10 All agents, contractors, or other parties working on behalf of RNfL handling personal data must ensure that any and all of their employees who are involved in the processing of personal data are held to the same conditions as those relevant employees of RNfL arising out of this Policy and the GDPR; and
26.11 Where any agent, contractor or other party working on behalf of RNfL handling personal data fails in their obligations under this Policy that party shall indemnify and hold harmless RNfL against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.
27.1 RNfL does not as a rule need to transfer (‘transfer’ includes making available remotely) personal data to countries outside of the EEA, but in the event that a transfer takes place then the provisions of this Part 27 shall apply.
27.2.4 The transfer is necessary for the performance of a contract between the data subject and RNfL (or for pre-contractual steps taken at the request of the data subject);
28.1 All personal data breaches must be reported immediately to RNfL’s Data Protection Officer.
28.3 In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 28.2) to the rights and freedoms of data subjects, the Data Protection Officer must ensure that all affected data subjects are informed of the breach directly and without undue delay.
28.4.3 The name and contact details of RNfL’s data protection officer (or other contact point where more information can be obtained);
28.4.5 Details of the measures taken, or proposed to be taken, by RNfL to address the breach including, where appropriate, measures to mitigate its possible adverse effects.
This Policy shall be deemed effective as of the date shown on the first page of this Policy. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.
Position: Project Manager, London Community Resource Network
Due for Review by: One year intervals
Signature: Signed by Alice Walker