INTRODUCTION

The Buckinghamshire Food Partnership CIO is a registered charity in England and Wales (registration number 1194781) with a registered address of  White Hill Centre, White Hill, Chesham, Buckinghamshire, HP5 1AG. If you have any queries about this privacy notice or about any aspect of the Buckinghamshire Food Partnership’s data management please contact our data protection lead at bucksfoodpartnership@gmail.com

The Buckinghamshire Food Partnership takes your privacy seriously. We are committed to looking after your personal information, handling it in a responsible manner and securing it with industry standard administrative, technical and physical safeguards. We make every effort to comply with the principles of the UK General Data Protection Regulations and the Data Protection Act 2018.

Our privacy notice is a detailed guide to how we use your information. It sets out our approach to how we handle your personal information in the following areas. Please click on the links below to access information that is relevant to you and your relationship with us.

The Buckinghamshire Food Partnership follows two guiding principles when it comes to your privacy:

  • Transparency. We work hard to be transparent about what personal information we collect and process.
  • Simplicity. We strive to use easy-to-understand language to describe our privacy practices to help you make informed choices.

This Privacy Notice will be regularly updated to ensure that it continues to comply with the latest regulation and best practice. It was last updated on 4 October 2021

VISITORS TO OUR WEBSITE

Our website bucksfoodpartnership.org is hosted by WordPress.com. When you visit our website, we use WordPress Analytics to collect standard internet usage information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. WordPress analyses all data in a de-personalized form. The WordPress privacy policy is available here.

If you leave comments on the site we collect the data shown in the comments form, and also the your IP address and browser user agent string to help spam detection. If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

We use cookies on our websites in order to make the websites work more efficiently as well as provide information on the use of the site. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited.

BUSINESS CONTACTS

We may collect personal data from business contacts to enable us to undertake the legitimate activities of the Buckinghamshire Food Partnership.

RESEARCH UNDERTAKEN BY THE BUCKINGHAMSHIRE FOOD PARTNERSHIP

From time to time, the Buckinghamshire Food Partnership may undertake research which will involve the collection of personal data. Where possible, this data will be anonymized before publication. Where anonymization is not possible, data will only be shared if explicit consent is received. Any identifiable personal data will be held for up to one year following completion of the project.

MEMBERS OF THE PUBLIC WHO MAKE ENQUIRIES

If you contact the Buckinghamshire Food Partnership with an enquiry, we will store your details only for as long as necessary to enable us to respond to your enquiry and for up to three months after our response. This may be by telephone, email or written correspondence. If your enquiry is for pre-application advice, we will hold your details for up to 18 months to ensure we have the data to refer to in the case of you making an application.

MAILING LISTS

If you sign up to our newsletter, we will retain your personal details to enable us to get in touch with you about our work and other relevant initiatives or news through our newsletter. We also provide our newsletter to those we hold legitimate business interests with such as those we fund. You can unsubscribe at any time. We use Mailchimp to create and distribute our newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our newsletter. For more information, please read the MailChimp privacy policy here.

VISITORS TO OUR OFFICE

If you visit our Chesham office hosted by The Chiltern Society, we will ask you to provide your name and contact details to enable us to keep track of attendees in the building. We will not use it for any other purpose. We will however retain details about the numbers of visitors to our offices for monitoring purposes.

SUPPLIERS AND OTHERS TO WHOM WE MAKE PAYMENTS

If we have an obligation to pay you (e.g. following delivery of services or to reimburse expenses) we will collect personal data from you to enable us to complete this contractual transaction. We use online banking to make supplier payments.

IT MANAGEMENT SYSTEMS

We use several systems to manage our IT infrastructure. Personal data of users is collected to enable us to manage and operate our systems and is logged in our accounts held on these systems. This includes:

  • SquareSpace – to host our website and provide us with website analytics. The SquareSpace privacy policy is available here.
  • GoDaddy – to provide our website domain, email service and Office365 subscription. The GoDaddy privacy policy is available here.
  • Microsoft – to provide Office Suite facilities (such as Word, Outlook, etc). The Microsoft privacy policy is available here.
  • Trello– to access, edit and store our data relating to active and previous grants and applications. Buckinghamshire Food Partnership staff also use Trello for project management. The Trello privacy policy is available here.
  • Dropbox – to access, edit and store grant documentation and other day-to-day operational documents. The DropBox privacy policy is available here.
  • Sustainweb.org- to access, edit and store grant documentation and other day-to-day operational documents.

The Buckinghamshire Food Partnership also contracts with other third parties on a per-project basis. This may necessitate access to specific platforms and the data within. If this is the case, Data Sharing Agreements are put in place between the Buckinghamshire Food Partnership and the third party, and access to any sensitive data is restricted as much as possible.

JOB APPLICANTS, CURRENT AND FORMER STAFF AND TRUSTEES

All the information you provide during the job application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t. If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for six months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, is retained by us for six months following the closure of the campaign.

If you are successful, the information you provide during the application process will be retained by us as part of your employee file. This includes your criminal records declaration, fitness to work, records of any security checks and references. Your employment file will also contain all personal data related to your employment at the Buckinghamshire Food Partnership. This will be retained for the duration of your employment plus six years following the end of your employment. After that time, we will retain basic details of your name, start and end date and job title only for archive purposes.

Personal contact details of employees will be shared with Buckinghamshire Food Partnership managers and trustees for the purposes of emergency contact in line with the Buckinghamshire Food Partnership’s Disaster Recovery Plan. Personal contact details of nominated emergency contacts for individual staff members will be held on employee files and will only be used in an emergency. These will be deleted within one month of the employee leaving the Buckinghamshire Food Partnership

We may use recruitment agencies to assist us with filling posts. This will be detailed in the job advertisement. Details of the Privacy Policies of the agencies will be available on their websites.

The Buckinghamshire Food Partnership contracts payroll management. Further information about their privacy policy is available here.

We use an independent advisor to provide advice to staff on pension and insurance matters. Further information about their privacy policy is available here.

SOCIAL MEDIA

The Buckinghamshire Food Partnership uses a variety of social media platforms including Facebook, LinkedIn and YouTube. We also use Later to manage and measure our social media interactions.

Our Facebook page is Bucks FP. The Facebook privacy policy can be found here.

Our LinkedIn page is Buckinghamshire Food Partnership CIO. The LinkedIn privacy policy can be found here.

The YouTube privacy policy can be found here.

VIDEOS AND PHOTOGRAPHS

VIDEOS

The Buckinghamshire Food Partnership may use videos, which may be commissioned by us or submitted by those we work with, to illustrate the work of the Buckinghamshire Food Partnership and the projects we support and these may involve personal data which we collect as part of the legitimate activities of the Buckinghamshire Food Partnership. Videos may be stored on Buckinghamshire Food Partnership systems or hosted on our website bucksfoodpartnership.org and/or via YouTube.

Videos commissioned by the Bucks Food Partnership may be recorded and edited by external film makers and we will have a data processor agreement which meet the standards of UK GDPR in place.

From time to time we may showcase videos produced by third parties such as grantees or partners that we work with through our communications channels. In doing so, we will make every effort to ensure suitable permissions and compliance with UK GDPR are satisfied before use of video.

PHOTOGRAPHS

We may photograph events that the Buckinghamshire Food Partnership host or are involved in and we will inform participants that this is the case either by notice or specific forms. Participants have the right to withdraw their consent by following the instructions given.

We may also take photographs of staff and  Trustees – both headshots and at events. Staff  and Trustees will be asked to provide their consent to the use of these photographs.

We may use the photographs in the Buckinghamshire Food Partnership publications, social media, website or the press. Photographs will be stored on Buckinghamshire Food Partnership systems and held for up to five years , or in the case of staff headshots until the person leaves Buckinghamshire Food Partnership. If we commission an external photographer, we will put a data processor agreement which meets the standards of UK GDPR in place and the photographer will be bound by the same photograph retention policy.

From time to time we may request images from those we work with to promote the work that we support through our communication channels. In accessing images, we will make every effort to ensure suitable permissions and compliance with UK GDPR are satisfied before use of the images.

PUBLICATIONS

We may collect personal detail about grantees or other individuals involved in the work of the Buckinghamshire Food Partnership in order to produce publications about the Buckinghamshire Food Partnership’s work. We will obtain the consent of the individuals involved to their inclusion. The information that we include in the Buckinghamshire Food Partnership’s publications is shared through our website and other communications channels, including press releases and social media. In the process of preparing and disseminating publications, we may share information with a variety of third-party processors. For example, graphic designers will often format and arrange printing of content. Proofreaders and / or consultants may be engaged to review work. In all cases we will ensure a data processor agreement is in place which meets the standards of UK GDPR. The Buckinghamshire Food Partnership will retain digital and hard copies of publications in order to maintain an archive of the Buckinghamshire Food Partnership and our grantees’ work.

AUDIT AND REGULATORY REQUIREMENTS

We may share any data about the our operations with our auditors, the HMRC, the Charity Commission, the Information Commissioner’s Office,  and other regulatory bodies should this be necessary to complete statutory audit and regulatory requirements.

YOUR RIGHTS

Under the UK General Data Protection Regulation (UK GDPR) which came into force on 25 May 2018 you have rights as an individual data subject which you can exercise in relation to the information we hold about you. Read more about these rights on the ICO’s website.

COMPLAINTS AND QUERIES

The Buckinghamshire Food Partnership tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

We would also welcome any suggestions for improving our procedures. To contact us, or raise a concern, email bucksfoodpartnership@gmail.com

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the Buckinghamshire Food Partnership’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to our data protection lead at the address in the Introduction above.

If you want to make a complaint about the way we have processed your personal information, you can contact the ICO as the statutory body which oversees data protection law ico.org.uk/concerns

ACCESS TO YOUR PERSONAL INFORMATION

The Buckinghamshire Food Partnership tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under UK GDPR. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to the Buckinghamshire Food Partnership for any personal information we may hold, you need to put the request in writing addressing it to our data protection lead and emailing bucksfoodpartnership@gmail.com [M1] or writing to the address provided above.

We may ask you to verify your identity before supplying the information. Acceptable forms of ID include:

  • Photocard driver’s licence
  • Passport

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the data protection lead.

If you make a data protection instruction to the Buckinghamshire Food Partnership that contradicts a previous instruction (or instructions), then we will follow your most recent instruction.

PRIVACY NOTICE CHANGES

As stated above, we will regularly review our privacy notice. Although most changes are likely to be minor, changes may be made from time to time to ensure our policy remains current and responsive to any changes in how the Buckinghamshire Food Partnership receives and protects your personal information. We encourage you to frequently check this page for any changes to our policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.