Civil Society Now is part of People In Need (PIN) UK, a charitable incorporated organization registered in England and Wales with number 1181344 and registered office, 7-14 Great Dover Street, London, SE1 4YR, United Kingdom (collectively referred to as "we", "us" or "our" in this privacy policy).

We are the controller and responsible for your personal data. We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.

Purpose of this privacy policy

This privacy policy aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, apply for membership on behalf of an organisation or request information about our activities or new projects.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

Full name of legal entity: People in Need (PIN) UK Email address: csn.contact@pin-uk.global

Postal address: 14 Great Dover Street, London, SE1 4YR, United Kingdom

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website includes links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We will collect, use, store, transfer and otherwise handle different kinds of personal data about you which we have grouped together as follows:

· Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

· Contact Data includes email and postal address and telephone numbers.

· Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

· Usage Data includes information about how you use our website and services.

· Membership Data includes information about the individuals working for our members which are civil society organisations, such as when those individuals’ feedback is provided to us.

· Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

· Background Check Data includes the results of certain criminal records and sanctions checks that we will carry out on individuals working for our members.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

We use different methods to collect data from and about you including through:

· Direct interactions. You may give us your personal data by filling in forms, using our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

· request marketing to be sent to you;

· apply for membership on behalf of your organisation;

· give us feedback on our message boards or via email; or

· contact us via the Ask an Expert or Contact forms.

We will also collect personal data from publicly available sources, from our service providers or from other individuals, such as individuals working for our members.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

1) Where we need to perform the contract we are about to enter into or have entered into with you.

2) Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

3)Where we need to comply with a legal obligation.

You can find out more about the types of lawful basis that we will rely on to process your personal data in the glossary below.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

In addition, we will also only use Background Check Data, where permitted under applicable law, in the following circumstances:

1) To prevent fraud, terrorist financing or money laundering.

2)To comply with regulatory requirements relating to unlawful acts and dishonesty.

Purposes for which we will use your personal data

We have set out below a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the description below.

Purpose/Activity nr 1

To provide you with and personalise our services, and to manage our relationship with our members, which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to take a survey

(c) Dealing with your inquiries and requests, including through the Ask an Expert and Contact forms

(d) Handling membership queries for our member

Type of data for Purpose/Activity nr 1

(a) Identity

(b) Contact

(c) Membership

(d) Marketing and Communications

Lawful basis for processing including basis of legitimate interest for Purpose/Activity nr 1

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how individuals use our services)

Purpose/Activity nr 2

To administer and protect our organisation and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

Type of data for Purpose/Activity nr 2

(a) Identity

(b) Contact

(c) Membership

(d) Technical

Lawful basis for processing including basis of legitimate interest for Purpose/Activity nr 2

(a) Necessary for our legitimate interests (for running our organisation, provision of administration and IT services, network security, to prevent fraud and in the context of a reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

Purpose/Activity nr 3

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you, including by providing you with information about our activities or new projects.

Type of data for Purpose/Activity nr 3

(a) Identity

(b) Contact

(c) Membership

(d) Usage

(e) Marketing and Communications

(f) Technical

Lawful basis for processing including basis of legitimate interest for Purpose/Activity nr 3

Necessary for our legitimate interests (to study how individuals use our services, to develop them, to grow our organisation and to inform our marketing strategy)

Purpose/Activity nr 4

To maintain information as a reference tool or general resource, including through the use of data analytics to improve our website, services, marketing, beneficiary relationships and experiences

Type of data for Purpose/Activity nr 4

(a) Technical

(b) Usage

Lawful basis for processing including basis of legitimate interest for Purpose/Activity nr 4

Necessary for our legitimate interests (to define types of individuals for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

Purpose/Activity nr 5

To carry out background checks on our members and individuals working for our members

Type of data for Purpose/Activity nr 5

(a) Identity

(b) Contact

(c) Background Check

Lawful basis for processing including basis of legitimate interest for Purpose/Activity nr 5

(a) Necessary for our legitimate interests (to prevent fraud and to prevent terrorist financing or money laundering)

(b) Necessary to comply with a legal obligation (regulatory requirements relating to unlawful acts and dishonesty)

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

· Targeted communication from us

We will use your Identity, Contact and Membership Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services may be relevant for you (we call this marketing), as well as what information and which of our activities or new projects you might want to hear about.

You will receive marketing communications from us if you have requested information from us and you have not opted out of receiving that marketing.

· Opting out

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time at csn.contact@pin-uk.global.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of service experience.

We try to respond to all legitimate requests within one month of receipt.

· Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy [link to Cookie Policy].

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We will share your personal data with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

· Our partner organisations and affiliates.

· Service providers acting as processors who provide HR, IT and system administration services.

· Professional advisers including lawyers, bankers, consultancy companies, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance, accounting and background check services.

· HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.

· Third parties to whom we may choose to transfer or merge parts of our business or our assets. Alternatively, we may seek to or merge with other businesses. If a change happens to our organisation, then the new owners may use your personal data in the same way as set out in this privacy policy.

· If we are under a duty to disclose or share your personal information in order to comply with any legal obligations, or in order to enforce or apply any contract with you or other agreements, or to protect our rights, property, or safety of our employees, volunteers, beneficiaries or others.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Your personal data will be stored and processed in any country where we have facilities or in which we engage service providers, and this will include places outside of the United Kingdom, which may have data protection rules that are different from those of your country. In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access your personal data. Some countries are recognized by the United Kingdom government as providing an adequate level of data protection according to the UK’s standards (the full list of these countries is available here. For transfers from the UK to countries not considered adequate by the UK government, we have put in place adequate measures, such as standard contractual clauses adopted by the UK Information Commissioner’s Office to protect your personal data. You may obtain a copy of these measures by contacting us at csn.contact@pin-uk.global.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Under certain circumstances, you have rights under data protection laws in relation to your personal data:

· Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

· Request correction of your personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

· Request erasure of your personal data. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below) where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

· Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

· Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal information about you, for example, if you:

· If you want us to establish the data's accuracy.

· Where our use of the data is unlawful but you do not want us to erase it.

· Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

· You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

· Request transfer of your personal data personal data to another party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

· Right to withdraw consent. You have the right to withdraw your consent for processing your information at any time. To withdraw your consent, please contact csn.contact@pin-uk.global. Once we have received notification that you have withdrawn your consent, we will no longer process your information and, subject to our retention policy, we will dispose of your personal information securely.

If you wish to exercise any of the rights set out above, please contact us at csn.contact@pin-uk.global.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you?

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do 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). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.