Privacy Policy

Transport for Your Community (TfYC)

TfYC’s Privacy Policy

Transport for Your Community is committed to protecting and respecting your privacy and have produced this Policy to inform you of your rights under the European General Data Protection Regulation and to tell you why we collect and process your information, how we keep it secure and who it is shared with.

Who Is Transport for Your Community?

A registered Charity Incorporated Organisation (CIO. Nr. 1165625), who exist to serve and support its members through provision of free advice, guidance and information relating to the industry and their operations. In addition, to provide consultancy services related to improvement and development of the services provided by its members and improving financial sustainability of member operations. Through our services, we primarily aim to support older people across Devon and the South West, to enable them live in their own homes, remain independent and free from isolation. Our registered office address is Sunningmead, Lazenby Road, Tiverton, Devon. EX16 4AL.

How do we collect information from you?

We obtain information about you when you complete our membership forms, contact us with a request for us to provide something to you (for example, if you contact us for assistance in obtaining funding, changing the status of your organisation or attend an event that we are holding).

What type of information do we collect from you?

We collect information that is specific to your organisation and key personnel that you engage, including employees, volunteers and Trustees. This may include names, address and contact detail such as telephone number, email or home address. We may also collect other information if it is essential for us to do so in order to provide a specific or individual service. For instance, if asked to prepare a funding application we may need to collect bank details and specific information about your organisation and its Trustees/Directors.

How do we use your information?

We only use information that is essential for the preparation, arrangement, delivery, management, monitoring or administration of the services we provide. This may include:

  • establishing views or comments on the services we/others provide
  • monitoring and managing our service administration
  • notifying of changes to our services
  • sending communications that we believe are of specific benefit to your organisation and which may include information about campaigns, appeals, other fundraising activities, promotion of our services
  • processing grants
  • assess needs and priorities of your organisation for planning purposes

We hold personal information on our systems for as long as you remain our member. We may extend this period if a possibility exists that we may receive a request to reinstate the service within a 6-month period of it ending and regularly review and update our record systems.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf

We will not discuss or disclose personal information to third party service providers without your express permission. We will not release personal information to any third party for them to use for their own direct marketing purposes, unless you have requested us to do so.

We will release personal information if we are required to do so by law, for example:

  1. under a court order
  2. for the purpose of prevention of fraud or other crime
  3. if we are under a duty to disclose or share your personal data in order to comply with any legal obligation
  4. to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and members

However, we will take steps with the aim of ensuring the continued protection of your privacy rights.

Your Privacy Rights

The European General Data Protection Regulations (GDPR) protects your right to access and control the use of your personal data.

When we ask you to provide personal information, we will explain your privacy rights at the time. We will tell you or confirm to you, why we need it; what we intend to use it for; under which lawful basis we intend to process it; whether we need it to comply with statutory obligation or contractual requirement and consequences if you choose not to provide it and your rights to change it and to object to its use. This information is contained in statements located at the bottom of any form we may ask you complete, usually just beneath the signature line.

The Regulation also gives you the following rights:

  1. To ask for access to the personal information that we hold, in order that you may check that we are processing it lawfully and that it is accurate and up to date. We will respond, within one month, by providing the information requested in the same way that the request was received, for example if your request is received by email we will respond by email. We will tell you clearly and in an easy to understand way, how we collected the information; why we are processing it and with whom we share it. If any of the information is found to be incorrect, out of date or incomplete you have the right to ask that we change it. We do not charge for providing this information. We do however have the right to refuse to provide excessive or manifestly unfounded requests. If we exercise our right to refused a request, reasons for doing so will be provided and details of where and how to complain will be informed. Information is not available to access online.
  2. To be informed what information Transport for Your Community or a 3rd party are processing under the legal basis of ‘legitimate interest’ and, of those interests are.
  3. To be informed about personal information that has not been provided by you and which you do not hold; who provided it; whether it is publicly accessible and under which lawful category it is being processing.
  4. To be informed how long your personal information will be held by Transport for your Community or a 3rd party and how we decided that this period is necessary
  5. To withdraw a consent that you have given for us to process your personal information
  6. To request that we send any information that we are processing electronically to a 3rd party, which we will do providing we have the technology.
  7. To know whether or when processing is being carried out automatically
  8. To object to or limit the use of your personal information
  9. To complain to the Supervisory Authority at Head Office, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. Tele. 0303 123 1113 if for any reason, our response to your request does not meet your expectation

If you would like to exercise any of your rights you are invited to inform us, giving full details about your request either by email at admin@tfyc.org.uk or by post to Transport for Your Community, Sunningmead, Lazenby Road, Tiverton. EX16 4AL. We will need to verify that you are the owner of the information before releasing it to you.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or if any of the other information we hold is inaccurate or out of date, please email us at: admin@tfyc.org.uk or write to us at Sunningmead, Lazenby Road, Tiverton, Devon. EX16 4AL. Alternatively, you can telephone. 07917 843886.

Members services

We will, of course continue to contact you about your membership and related services. This will include information that we consider to be of benefit or interest to you as our member.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as bank details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given you a login code and password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Profiling

We do not carry out any profiling exercises. We may use your personal information to detect and reduce fraud and credit risk.

Use of ‘cookies’

Like many other websites, the Transport for Your Community website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to record the pages you have visited. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, refer to your computer manual or website browser settings.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or Under

We do not collect or hold personal data on children aged 16 or under.

Transferring your information outside of Europe

As part of the services offered to you through our website, the information that you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if our server is, from time to time, located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

Review of this Policy

We regularly review this policy to ensure the information is kept up to date and accurate and the last update took place May 2018.

Any questions regarding this Policy and our privacy practices should be sent by email to admin@tfyc.org.uk or by writing to Transport for Your Community, Lazenby Road, Tiverton, EX16 4AL Alternatively, you can telephone 07917 843886.