• what information we collect
• why we collect it
• what we do with it
• when we may share it with others
• how you can access and update your information.
Why do we collect your personal data?
To improve the way we communicate and work with you. When you use our website or services, you are agreeing for us to store and process your personal data. The ways we do that are explained in this policy – it is a guide for us to follow too, and we take it very seriously.
Want to change the communications you get from us?
To make changes to the type of communications you get from us contact firstname.lastname@example.org or phone 01603765405
What is in this policy?
Here is a more detailed list of things you will learn about in this policy:
• who we are
• what types of information we collect
• how we will use your information
• how and when we share your information with others
• how long we will keep your information
• how you can access your personal information
• updating your preferences and stopping communication from us
• making changes to your personal information
• how we store your information
• following links to third party websites (we’ll explain these too).
Changes to this policy
This policy may change, but we will always have the latest version available for you on our website. It there are any major changes, we will add a notice on our website or contact you.
This policy was last updated on 22 May 2018.
Who we are ?
We are The Hamlet Centre Trust (registered company in England and Wales no.1000653. We are a charity working to support children and adults with disabilities and complex health needs in Norfolk and their families. The Hamlet Centre Trust is registered as a data controller with the Information Commissioner’s Office under the Data Protection Act 1998 and our registration number is Z7952725 We are registered with Companies House Company Number: 2518973 Our registered name is The Hamlet Centre Trust. Our working name is 'The Hamlet'
What types of information do we collect?
Non-personal information This type of information does not tell us who you are, but it does help us to improve our services.
How do we collect this information?
When you visit and look around our website, we record things like your IP (internet protocol) address – the unique number of the device you are using to access our website, which pages you visit (on our website only), when they were visited, and the type of device you were using. This information helps us create a better experience for everyone who uses our website. Examples of the type of information that can be collected using your IP address include the type and version of your browser, and the location from which you are accessing our site. This helps us improve how our page templates appear and change content to make it relevant to our website visitors.
This means any information that may be used to identify you, such as your name, telephone number, postal and email addresses. We only collect information via the website to enable you to sign up for our newsletter. This is your name and email address.
How do we collect this information?
There are two main ways that we collect this information: directly and indirectly, including use of third parties (this is explained below).
What does ‘directly’ mean?
We collect information when you do things such as:
• register on our website for our newsletter
• donate to us
• give personal data to us.
What does ‘indirectly’ mean?
What does ‘third party’ mean?
This means other organisations that we collect data from, but only when you have given them permission. We receive information from online services you use such as Facebook or Twitter if you have given them permission to share this with us.
How we use your information
We collect your information because we need it to help us fulfil your requests, keep in touch with you, and offer you communications that are relevant to you. So, things like:
• providing any information or services you have requested
• keeping a record of other interactions too, such as requests for leaflets or attending an event
• managing and improve how we communicate with you – how you prefer to be contacted, and what information you want to receive.
- We might contact you about our campaigns, events, appeals, volunteering, news, information and advice, as well as other ways you can support The Hamlet
• responding to complaints or queries
How and when we share your information with others
We will not sell or rent your information to third party organisations, and we will not share your personal information for others to use in their marketing or fundraising. We may use carefully selected companies to provide services on our behalf, including delivering postal mail, sending emails, analysing data and processing credit card payments. We will only provide those companies with the information they need to deliver the relevant service, and we make sure that your data is treated with the same level of care as if we were handling it directly.
Legal reasons for sharing information
We will share personal information with companies, organisations or individuals outside of The Hamlet if we strongly believe that access, use, storing or sharing of the information is reasonably necessary to:
• meet any relevant law, regulation, legal process or lawful governmental request
• put in force relevant terms of service, including investigation of potential violations
• detect, prevent or otherwise address fraud, security or technical issues
• protect against harm to the rights, property or safety of The Hamlet , the people we support or the public, as required or permitted by law.
If any of the above does not make sense, please ask us by getting in touch.
How long we keep your information
We will hold your information for as long as you have an active relationship with The Hamlet .
How you can access your personal information?
You can access the personal information we hold. To get a copy of this, please write to The Hamlet ’s data protection officer at this address:
Data protection officer The Hamlet 221 St Leonards Road, Norwich, Norfolk, NR1 4JN
If you would rather speak to someone, please call 01603765405
We will respond to a request from you for information on what we hold within 1 month. In exceptional cases there may be a delay and we will inform you if this is the case. There is usually no charge for this request, but in exceptional cases we may ask for a fee, for instance if it is complicated.
Updating your preferences and unsubscribing
You are in control of how we contact you, for example by post or email. And you can control this by contacting us. If you want to stop receiving emails, click the ‘unsubscribe’ link at the bottom of any of our emails.
Making changes to your personal information
If your personal details change, please help us to keep this information up to date by getting in touch and telling us:
email@example.com The Hamlet 221 St Leonards Road, Norwich, Norfolk, NR1 4JN
How we store your information
Data that is provided to us is stored on our secure servers. The transmission of information via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk. We regularly review who has access to information that we hold to ensure it is only accessible by trained staff and contractors. We regularly review the information that we hold and delete anything that is no longer required.
What is a cookie?
Cookies are small pieces of information sent to your computer and stored on your hard drive. These pieces of information are then used to improve your experience of our website. Cookies cannot be used to identify you personally.
• remember certain information about users so they do not have to give the same information more than once
• recognise if users are already logged in to certain areas of the website
• measure how people use our website so we can improve the way information is provided
• display advertisements based on what parts of The Hamlet website users have viewed – this is done by placing a cookie on your web browser, for example Google Chrome.
You can find out more about cookies and how to delete or control them at: https://www.gov.uk/help/cookies
The only cookies we use are for our site statistics package and which allows us to collect information about how visitors use our site. We use the information to compile reports to help us improve the site. 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 collect this information in a way which does not identify anyone. If you would like your computer to decline these cookies, you can do this by disabling all cookies in your internet browser settings - please refer to your browser's "help" menu for instructions.
Following links to third party websites
Our website contains links to websites owned by other people. The Hamlet will not pass on any personal information about you to any other website. You can read other websites’ privacy policies to find out how they may use any personal information that you submit to them.
Do you have any questions?
If you have any questions or want to find out more, please email: firstname.lastname@example.org