This Policy explains when and why we collect personal information about people who visit out website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our App you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to the address firstname.lastname@example.org
Who are we?
We’re Ref Support, a registered charity committed to the support of referees (no. 1171000). The App (and the team that created and own it) are known as iRespect and this is the name that we will use to refer to it from here forward.
How do we collect information from you?
We obtain information from you in the following ways:
Information you give us directly
For example, we may obtain information about you when you make a donation, apply for Ref Support membership, contact us about our services, when you download the App or when you register to receive regular updates.
When you visit the App
We, like many companies, automatically collect the following information:
- Technical information, including the type of device you’re using, the IP address, browser and operating system being used to connect your device to the internet. This information may be used to improve the services we offer.
- Information about your visit to the App, when you log in and when you have selected to upload a video. If you have left a video in your App for a week it will automatically be deleted and we will never have a trace of it. However, the videos that are uploaded are encrypted and saved on our secure server.
What type of information is collected from you?
The personal information we collect, store and use might include:
- Your name and contact details (including postal address, email address and telephone number);
- Your date of birth;
- Information about your activities on our App and about the device used to access it, for instance your IP address and your geographical location;
- Any other personal information shared with us.
How is your information used?
We may use your information to:
- Providing you with the services, products or information you asked for;
- Carry out our obligations arising from any service contracts entered into by you and us;
- Keeping a record of your relationship with us;
- Conducting analysis and market research so we can understand how we can improve our services, products or information;
- Dealing with entries into a promotional competition;
- Seek your views or comments on the services we provide;
- Notify you of changes to our services;
- Send you communications which you have requested and that may be of interest to you. These may include information about campaigns, fundraising appeals and activities and promotions of goods and services.
How long is your information kept for?
Videos that are not uploaded within a week of filming will be deleted. Other videos will be kept on our server for one week – in this time it is unencrypted and sent back to the account user to store in their own personal account. It will be deleted from the server so we do not retain copies.
We keep your information for no longer than is necessary for the purposes it was collected for, the length of time we retain your personal information for is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health / safety and tax / accounting purposes).
We review our retention periods on a regular basis.
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 may pass your information to our third party service providers, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to send you mailings).However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
When you are using our secure online payment pages (when you become a member initially), your payment is processed by a third party payment processor, who specialises in the secure online capture and processing of credit / debit card transactions. If you have any questions regarding secure transactions, please contact us.
Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:
Where you have provided specific consent to us using your personal information in a certain way, such as to send you email, text and/or telephone marketing.
Performance of a contract
Where we are entering into a contract with you or performing our obligation to which we are subject, for example where we are ordered by a court or regulatory authority.
Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share your information with the emergency services.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about our services, then you can change your marketing preference here https://refsupport.co.uk/member-communication-preferences or by emailing us on email@example.com
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contact and will retain your details on a suppression list to help ensure that we do not continue to contact you. However, we may still need to contact you for administrative purposes like where we are processing a donation or thanking you for your participation in an event.
Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:
Right of Access
You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.
If you want to access your information, please send a description of the information you want to see and proof of your identity by post to the address provided below.
Right to have your inaccurate personal information corrected
You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us. If you change email address, or if you believe any of the other information we hold is inaccurate or out of date, please contact us via email.
Right to restrict use
You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy or we’re not lawfully allowed to use it.
Right of erasure
You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions; we will do so as far as we are required to.
Right for your personal information to be portable
If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.
Right to object
You have the right to object to processing where we using your personal information (1) based on legitimate interests, (2) for direct marketing or (3) for statistical /research purposes.
If you want to exercise any of the above rights, please email us at firstname.lastname@example.org We may be required to ask for further information and /or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office, https://ico.org.uk/
Keeping your information safe
When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it.
Any sensitive information ( including video and audio content) is encrypted and protected the entire time it is on our server with the following software 256 Bit encryption on SSL.
Changes to this Policy
Any changes we may make to this policy in the future will be posted here so please check back occasionally to ensure that you’re happy with any changes. If we make any significant changes we’ll make this clear.
Review of this policy
We keep this policy under regular review. This policy was last updated 10th June 2019.