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Privacy Policy

Who we are

Our website address is: https://familiesontrack.co.uk.

  1. What categories of data does Families on Track keep about me?*

FAMILIES ON TRACK will keep different types of data about you depending on how we met you. Please see the table below to give you an indication of what kind of data we might retain.

 

Name, address, email, telephone

Emergency contact / next of kin

Date of birth

Correspondence history

Interests

Invoices & outstanding payments

Events attended

Virtual and online challenges

Y

Y

Y

Y

Y

Y

Y

Volunteers

Y

Y

  

Y

Y

  

Y

Staff

Y

Y

  

Y

Y

  

Y

Beneficiaries

Y

        

 

  

*FAMILIES ON TRACK only stores the data that you personally give to us. We never buy or sell data from third parties.

  1. Who is collecting it?

Only FAMILIES ON TRACK staff and volunteers may collect or have access to your data.

  1. How is it collected?

FAMILIES ON TRACK collects data through the following media:

Mailchimp, when you sign up

Online forms, if you register for an event

Outlook, if we are in contact with you about something important e.g., we are collaborating on an event.

Verbal, if you express your interest about FAMILIES ON TRACK to one of our staff or volunteers.

  1. Why is it being collected?

We legally have to keep a record of your entries

You are participating in a challenge for FAMILIES ON TRACK and we need your information for your safety (e.g. next of kin, any medical details if you’re taking part in an ‘in person’ event.).

So that we can keep you up-to-date with things you might be interested in (running events, challenges etc.).

So that we can tell you about the work we are doing and how the virtual challenges have gone.

  1. How will it be used?

We will use your data to inform you about things you are interested in. You can change your communication preferences at any time.

We will use your data to inform Families on Track business decisions, such as where to host our next events.

We will never pass on your data to a third party.

  1. Who will it be shared with?

FAMILIES ON TRACK staff have access to your data through a secure, password-protected CRM.

We also upload your information to Mailchimp, which is our email provider; again this is secure.

  1. What will be the effect be on me?

You will get emails from us when we plan events that you have told us you are interested in.

If you are signed up to our newsletter, we will send this to you on a monthly basis.

  1. Who is in charge of my data?

Allison Curbishley, Families on Track, Events of the North, Kiln Rigg, Wall, Hexham, Northumberland NE46 4EQ

T: -01434 689040 E: Allison@extramileme.com

  1. Where is my data stored? Is it safe?

Your data is stored on a cloud-based, password protected CRM. This is saved on the FAMILIES ON TRACK Server, which is overseen by our IT company, Adept.

Your data could also be stored in the medium in which you gave it to us, e.g. if you signed up using a Njuko entry form, your data will remain on the Njuko website. Again, this is password-protected.

  1. How long will you keep my data for?

We will keep your data for as long as you are interested in Families on Track. If you tell us that you are no longer interested, we will do our best to remove you completely from our database. However, if you have volunteered your time, or given us a gift, we are legally required to keep a record of this. In these circumstances, we will remove any data that is personally identifiable, such as your address and email address, but will keep your first initial and surname so that we have a record for our accounts.

  1. What are my rights?

You have the right to be informed, of access, to rectification, to erasure, to restrict processing, to data portability and to object. You also have the right to file a complaint with a supervisory authority if you think we are not handling your data according to data protection regulations. Please be aware that often we have a legal basis for processing, such as for tax purposes, which will mean that your data cannot be erased. In these circumstances, we will try to anonymise your data to the best of our ability.

  1. What processing is involved in handling my data?

Usually, your data will be handled by a person, either a FAMILIES ON TRACK staff member or volunteer. The only time the process is automated is when we send communications through Mailchimp, our mailing service. Mailchimp helps us to keep on top of unsubscribes and keeping your contact information in separate lists based on your preferences, so that nobody receives information they are not interested in.

  1. What if this changes?

It is likely that we will update our Privacy Notice from time to time, so please do check back. If we make any significant changes to the way that we treat your personal data, we will make this clear in our communications to you. If you have any questions, comments or suggestions, please contact allison@extramileme.com