This privacy policy aims to inform people how we collect, process and use your personal data, along with what your rights are over your data, who we share your data with (if anyone), how long we store your data for, and who you can contact about your data.

This policy was last reviewed and updated on 25 June 2023.

Who we are

Project Buzz are the Data Controller:

• As an employer processing the personal data of employees, trustees and volunteers.
• As a provider of personalised services to beneficiaries and clients.
• As a fundraising or campaigning organisation that has donors and supporters

Our website address is https://www.ssfasheffield.org.uk/

What personal data do we collect, and why do we collect it

Personal Details

To deliver our projects, we may collect the data below. Project Registration forms and surveys may require additional data, but if they do, they will explain on the form why, what for, who with, and for how long that data is retained.

• Names
• Email Addresses
• Postal Addresses
• Organisations
• Telephone Numbers
• Next of Kin details
• Number of children
• Dietary Requirements
• Medical Requirements
• Additional Needs Requirements

Comments

When visitors leave comments on the site, we collect the data shown in the comments form and the visitor’s IP address and browser user agent string to help with spam detection.

An anonymised 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.

Media

If you upload images to the websites, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

If you use a contact form on our website, then the details you enter into that form are transmitted by email and retained within our email system indefinitely.

Cookies

If you leave a comment on our site, you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will set up several cookies to save your login information and screen display choices. Login cookies last two days, and screen options cookies last a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and indicates the post ID of the article you just edited. It expires after one day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves exactly as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We use WordPress to determine basic analytics about website traffic, and we use Google Analytics to understand further information about our visitors.

Who do we share your data with

Your data is held within the Microsoft 365, WordPress, Google, and MailChimp systems. Data may be shared with project partners; if so, they will be named on the project registration and survey forms.

How can we process personal data lawfully?

It depends on what we have collected your data for, and the one reason for processing will be detailed at the point of collection, i.e. the project registration form. Reasons include:

• Consent (you agree by registering)
• Contract (we have a written agreement between us)
• Legal Obligation (we have a legal reason to process your data, such as for employees)
• Vital Interests (if we believe your life is in danger or there is a safeguarding issue)
• Legitimate Interest (if you have used a service and we are telling you about that service)

We will always aim to process your data as high up this list as possible, I.e. our preferred reason is with your consent.

What rights do you have over your data?

If you have an account on our sites, have joined one of our email newsletter mailing lists, have registered for one of our projects, or have left comments – you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

You have the following rights:

• The right to be informed
• The right of access
• The right to rectification
• The right to erase
• The right to restrict processing
• The right to data portability
• The right to object (including objecting to direct marketing)
• Rights in relation to automated decision-making and profiling

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can automatically recognise and approve any follow-up comments instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

For people who register for one of our projects, we retain your data for a minimum of the duration of the project and a maximum of two years unless otherwise indicated on the project registration form.

Additional information

How we protect your data

All data is password or fingerprint protected and retained in line with our data retention schedule. Any paper data is held behind a locked door and shredded or burned when no longer required.

What data breach procedures do we have in place?

We are registered with the Information Commissioner’s Office (ICO). If any data breach occurs, in line with our data protection policy, we will let you know and let the ICO know as soon as we are aware of the breach.

What third parties do we receive data from

Project Partners and referral organisations.

What automated decision-making and/or profiling do we do with user data

With our email newsletter, we look at who has opened or read the emails and use that information to send additional emails or not to send additional emails.

With surveys, we use conditional logic to display or hide supplementary questions depending on your answers to the preceding questions.

Contact information

Project Buzz
Charity number 1141034
A Company limited by guarantee. No. 07404833
EMAIL@EMAIL.COM
Registered Address: St Andrews Urc, Upper Hanover Street, Sheffield, S3 7RQ