Privacy Policy

Your data, our promise

Who we are:

We are the Herne Bay Coastal Community Team (Community Interest Company (CIC)). We were founded in September 2015 and initially funded by central government with a £10k start-up grant. The Herne Bay Coastal Community Team (CIC) is administered by three Directors and is supported by a board of volunteer trustees. Our aim is to work with the local authority, community groups, charities and local businesses to identify cultural, social and economic regeneration projects within Herne Bay and secure funding to support their delivery. Our aim is to “Support the Bay” and make it a more thriving coastal community for the benefit of all!

Our promise to you:

In communicating and dealing with you we are committed to treating you with respect and openness and manging any data provided by you in compliance with current regulations.

Our communications with you:

We hope you’ll want to hear more about our work. We believe that, as a resident of CT6, you have a legitimate interest in knowing who we are, how you can support us with regeneration projects in Herne Bay, and in finding out about other ways in which you could get involved with us as an organisation. We’ll always be clear with you about how we’ll communicate with you. If you tell us you’d rather not be contacted, or you’d rather we didn’t contact you in a certain way, we’ll act on your wishes.

Our fundraising:

Our lottery fundraising is really important to us and we are proud of what it helps us achieve. We will constantly review our fundraising practices with our third-party lottery operator to make sure they are fair, sensitive and appropriate. We are committed to operating our fund raising in compliance with legal requirements.

About funding bids, donations lottery income and monies raised:

Any successful grant funding bids, lottery income or donations made to us will be used responsibly by us in helping to support our regeneration projects or initiatives. In doing so we will keep administration costs to a minimum so as much of your donation as possible will be spent directly on our regeneration projects and initiatives. We might turn down a donation if we feel that accepting it would damage our independence or reputation. If we do, we’ll explain why.

Our use of your personal details:

We will always respect your right to privacy and adhere to laws around the use of data. We do not share your personal data with any external suppliers but if there was a requirement to do so, we will ensure that only the minimum and relevant data is provided. We will ensure their use of the data is in line with our own data protection policies and not kept or used by them for any other purposes.

Data Collected:

This Privacy Policy sets out how the Herne Bay Coastal Community Team (CIC) collects, uses and stores your personal information (this means any information that identifies or could identify you). Our Privacy Policy may change or get updated so do please remember to check back from time to time. Where we have made any changes to this Privacy Policy, we will make this clear on our website. We are committed to treating you with respect and openness.

HBCCT (CIC) and Data Control:

Here at the Herne Bay Coastal Community Team (CIC), we are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. We are a “data controller” for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.

For further information about our privacy practices, please contact us by:

  • Writing to the Herne Bay Coastal Community Team(CIC) c/o Neptune Co-working Hub, William Street, Herne Bay, Kent. CT6 5NX.
  • Email at hello@hbcct.co.uk

How we collect information about you:

Everything we do, we do to support the regeneration of Herne Bay through working with Canterbury City Council, organisations, individuals and residents living in the CT6 area. We want to make sure you receive the communications that are most relevant to you, be it through visiting our website, receiving emails, post, phone calls, making a lottery grant application or a donation. We collect information from you in the following ways:

  1. When you interact with us directly:
    Your personal information may be provided when you phone us, visit our website, or get in touch through e-mail or the post, or in person. Examples could include if you ask us about our organisation, what we do, or how we operate, make a donation to us, or enquire about our lottery or offering to volunteer.
  2. When you interact with us through partners working with us or on our behalf or through third parties:
    This could be if you have given your consent for your personal information to be shared with us. For example, when you provide a donation through a third party such as Just Giving or one of the other third parties that we work with e.g. if you sign up to our lottery, operated on our behalf by Unity which is administered by Sterling Management Centre, a registered External Lottery Manger, licensed by the Gambling Commission.
  3. When you visit our website:
    We gather general information which might include which pages you visit most often, and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Cookies’. We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.
  4. From other information that is available to the public:
    In order to tailor our communications with you to your background and interests we may collect information about you from publicly available sources.

Information we collect and why we use it:

Personal Information:

Personal information we collect may include details such as your name, date of birth, email address, postal address, telephone number, and banking details or credit/debit card details (if you are making a donation or to pay out a successful grant application), as well as information you provide in any communications between us. You will have given us this information when contacting us in writing or via e-mail or your lottery grant form or making a donation via our website or any other ways to interact with us.

We will mainly use this information:

  • To deal and respond to any enquiries you have made.
  • To process any Lottery Grant applications submitted and make financial awards to successful applicants.
  • To process your donations or other payments made, to claim Gift Aid on your donations and to verify any financial transactions.
  • To keep a record of your relationship with us.
  • Where you volunteer with us, to administer the volunteering arrangement.

If you do not provide this information, we may not be able to deal with any enquiry raised, process or pay out on a lottery grant application, or process a donation.

We may also use your personal information:

  • To contact you to seek your views on our regeneration projects, about our lottery or invite you to participate in surveys or research.

Sensitive Personal Information:

If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and always in accordance with this Privacy Policy. You can of course decide if you want to remain anonymous, if you are happy to share your personal details with us or if you are content to allow us to use your views or news with the media or other parties as part of our work (for example, on our website, in print, on social media or in the press).

A special note about the Sensitive Personal Information we hold:

Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs. We do not normally capture this sensitive information, but should we have to record it, will always be anonymised before sharing.

We will only use this information:

  • For the purposes of dealing with your enquiry, quality monitoring or evaluating the services we provide.
  • We will not pass on your details to anyone else without your express permission except in exceptional circumstances e.g. in reporting a crime or criminal activity.
  • Where you have given us your express consent that you are happy for us to share your Lottery Award story, then we may publish it on our website, press, social media or in other media.

The legal basis for using your information:

In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a communication with you or because you have submitted a Lottery Grant application to us via our website. However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for the Herne Bay Coastal Community Team (CIC) to process your information to help us to achieve our vision of supporting regeneration in Herne Bay. Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance. Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via correspondence, use your personal information for data analytics, conducting research to better understand who our supporters are, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with nay legislative guidance.

Sharing your information:

The personal information we collect about you will only be used by our Directors and Trustees of the Herne Bay Coastal Community Team (CIC) so that they can help you. We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity. The Herne Bay Coastal Community Team (CIC) may however, share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our lottery and projects, but processing of this information is always carried out under our instruction. We make sure that they store the data securely, delete it when they no longer need it and never use it for any other purposes. Some examples of where we may share your information are with our partners who help us to process donations (e.g. JustGiving etc) and claim Gift Aid (HMRC) and our partners who help us to manage our online, web and social media accounts. We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information. We may also share anonymised information with project organisations and grant funders, to give an accurate picture of the numbers of people we are supporting and how. This is always statistical information and no individual is identifiable from it.

Legal disclosure

We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).

Keeping your information safe:

We take looking after your data very seriously. We’ve implemented appropriate technical and organisational measures to protect we have under our control both on and off-line, from improper access, use, alteration, destruction and loss. Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site. Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices deployed by these other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers. Any debit or credit card details which we receive via email, post or via our website are processed securely through our Unity Bank or by Pay Pal, our payment processing partners, according to the Payment Card Industry Security Standards.

How long we hold your information for:

We only keep it as long as is reasonable and necessary for the relevant activity, which may be until correspondence in writing or via e-mail has been concluded or for a maximum of three months in connection with lottery grant applications or until the completion of statutory obligations (for example, the collection of Gift Aid).

Your rights:

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us at the Herne Bay Coastal Community Team (CIC) c/o Neptune Co-working Hub, William Street Herne Bay CT6 5NX, by email at hello@hbcct.co.uk. You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, www.ico.org.uk:

  • Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge.  Please make all requests for access in writing and provide us with evidence of your identity.
  • Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
  • Consent: If you have given us your consent to use personal information, you can withdraw your consent at any time.
  • Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
  • Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
  • Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
  • Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
  • No automated decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.

Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.

Cookies:

Cookies is a name for a small file, usually of letters and numbers, which is downloaded onto your device, like your computer, mobile phone or tablet when you visit a website. They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.

How do we use cookies?

We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you come to our website and also allows us to improve the user experience.

The cookies we use

We use the categorisation set out by the International Chamber of Commerce. We use all four categories of cookies:

  • Strictly necessary cookies are essential for you to move around our website and to use its features, like our shopping basket and your account.
  • Performance cookies collect anonymous information about how you use our site, like which pages are visited most.
  • Functionality cookies collect anonymous information that remember choices you make to improve your experience, like your text size or location. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.
  • Targeting or advertising cookies collect information about your browsing habits in order to make advertising relevant to you and your interests. As such if you visit the Herne bay Coastal Community Team (CIC) website you may then be more than likely to see adverts about us on other websites as your browsing suggests that this is an area of interest.

No cookies, please

You can opt out of all our cookies (except the strictly necessary ones) in your browser. But, if you choose to refuse all cookies, our website may not function for you as we would like it to. If you have any questions about how we use cookies, please contact us either by email at hello@hbcct.co.uk.

Our accountability to you:

You can email us at hello@hbcct.co.uk with feedback or to make a complaint if you are unhappy with anything we have done while communicating with you. We will respond honestly and promptly to you. Your support makes a real difference. And keeping supporting us allows us to keep on supporting local people living and organisations operating in the CT6 area.