2. Your Personal Data

When you use our website, contact us, or interact with us in any of the ways set out below, we will collect, store, and use for certain purposes, certain personal data concerning you. Our collection storage and use of this personal data is referred to as processing. 

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Personal data that concerns you can include any information relating to you where you can be identified, either directly from that information, or by other means including by reference to other information we may collect or that may be available to us. 

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3. Purpose of this Privacy Notice

Under the data protection laws, which include the Data Protection Act 2018 and the UK GDPR, we the above named ("Cocoon", "we", "us") are the Controller in relation to the processing of personal data. 

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We are committed to protecting the security of your personal data, upholding your rights in relation to this personal data, and respecting your privacy. 

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This Privacy Notice (the "Privacy Notice") sets out the personal data we receive that concerns you, what we do with it, our legal obligations as controller, and your rights in relation to your personal data. 

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4. Our lawful basis for processing personal data that concerns you

We are authorised by law to process your personal data in the pursuit of our legitimate business interests, and in some cases because the processing is necessary for compliance with a legal obligation. 

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5. When this Privacy Notice applies

We may collect and process personal data concerning you: 

• If you visit our website

• If you register your details with us, contact us, or join our mailing list

• If you make a donation to Cocoon

• If you volunteer to help Cocoon with one of our projects

• If you apply for a grant or other support from us

• If you attend one of our events, including the Christmas Day event. 

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6, What personal data we collect and process, and why

6.1 If you visit our website, we may collect the following: 

• Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data. 

• Information about your computer, including your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. 

• Information that you provide by filling in forms on our site. This includes information provided at the time of registering to use our site, subscribing to our service, posting material or requesting further services. 

• Please also see our cookie policy which sets out details of the cookies used on our site and your rights in relation to them. 

We will process this personal data in order to: 

• Give you access to the website

• Enhance your experience

• Improve the experience of all our users. 

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6.2 If you register your details with us, contact us, or join our mailing list, we may collect the following: 

• Personal and identification details, including first, last and middle names, age, and date of birth

• Contact information including address, telephone/mobile number, e-mail address

• Your experiences and opinions using our products and services

• Your sex/gender

• Approximate location information that you provide

• Any other personal information concerning you that you provide

If you contact us, we will keep a record of that correspondence. 

We will process this information in order to: 

• provide information and answer your questions

• protect your personal data, and other information, from disclosure to other users

• enhance your experience of our services and website

• to provide support and information on our services and activities

• to protect the safety and well-being of our clients and contacts

• to prevent fraud or potentially illegal activities

• to comply with our legal obligations, resolve any disputes we may have with your or others, and to enforce our agreements with third parties

• to conduct research.

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6.3 If you make a donation to Cocoon, in addition to the personal data set out above, we may collect the following: 

• financial data such as bank account, credit or debit card information

• a record of your donations

• in some circumstances, such as where we claim gift aid on your donation, information relating to your fiscal status or tax residency. 

We will process this information in order to: 

• process your donation

• comply with any applicable laws and regulations

• complete and manage our financial and tax records

• defend Cocoon from legal claims

Please note that if you make a contribution to Cocoon through a third party donation site, such as JustGiving, that site will also collect and process personal data concerning you, and you should refer to the privacy notice they provide to you. When you use such a site, we will not be provided with a copy of your bank, credit card, or other financial information. 

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6.4 If you volunteer to help Cocoon with one of our projects, we may collect any of the information set out in paragraph 5.2 above, as well as the following: 

• your previous experience, which may include employment history or other relevant experience, including your CV if you provide it, and any other information it contains

• information concerning you provided by other volunteers or our clients on your conduct and performance

• any information you provide about your experience, skills, or circumstances

• information relating to criminal convictions and offences (see section below)

We will process this information in order to: 

• assess your suitability for volunteering with Cocoon

• comply with any applicable laws and regulations

• ensure the safety of our clients and volunteers

• comply with all applicable regulations and guidelines

• defend Cocoon from legal claims.

 

6.5 If you apply for a grant or other support from us we may collect any of the information set out in paragraph 5.2 above, as well as the following: 

• Details concerning your personal circumstances that you provide or that are provided by any relevant third parties including local authorities or

• Details relating to your health (see 'Special Category' data section below)

We will process this information in order to:

• asses your suitability for a grant

• apply, manage, update and ensure the suitability of our grant-making policy

• manage Cocoon's resources

• comply with all applicable regulations and guidelines

• defend Cocoon from legal claims. 

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6.6 If you attend one of our events, including our Christmas day event, we may collect any of the information set out in paragraph 5.2 above, as well as the following:

• your attendance at the event including its location

• any opinions or other feedback you provide about the event

• information concerning you provided by other volunteers or our clients on your conduct and performance

We will process this information in order to:

• improve our events

• ensure the safety of our clients and volunteers

• comply with all applicable regulations and guidelines

• defend Cocoon from legal claims

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7. 'Special Category' data

In the course of processing your personal data as asset out above, it may be necessary to process person a data that includes you racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, data concerning health or data concerning your sex life or sexual orientation.

 

We will only ask you to provide this information, where it is strictly necessary for the purpose of assessing your suitability for a grant or other support from us, to comply with applicable regulations and guidelines, or to carry out equal opportunities monitoring.

 

In some circumstances this information may be provided from other sources, or you may refer to this information in correspondence with us. When we process this data, we will only process it as strictly necessary for the purpose for which you provided it and for no other purpose unless we seek your explicit consent in advance. In particular, we will never provide this personal data to anyone else without your explicit consent.

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8. Criminal records data

In some circumstances, such as when you volunteer with us, become an employee, trustee, or take on another role or relationship with us, it will be necessary to enquire about any criminal convictions you may have. It may also be necessary to carry out a Criminal records Bureau (CRB) check. If we do this we will inform you in advance, and will usually seek and obtain your consent beforehand. We will also provide you with a supplementary privacy notice setting out how this personal data will be stored and otherwise processed.

 

9. Protection of your Personal Data

We have implemented appropriate technical and organisational measures to ensure a level of security appropriate to the risk presented by the processing we carry out to protect the confidentiality, integrity and availability of your personal data and to protect against unauthorised or unlawful processing and accidental loss, destruction or damage.

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10. Duration of Processing

We will only process your personal data for as long as the purpose for which it was collected remains applicable. In some cases compliance with legal obligations requires us to keep certain records for longer, which may be up to six years from when you last had contact with us. In all cases, we will ensure that the extent of personal data stored and collected is minimised to the greatest extent possible.

 

If you have concerns about how long we are storing your personal data, you may contact us to exercise one of your rights set out below.

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11. International Data Transfers

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). Where such a transfer occurs, we have provided appropriate safeguards including the application of approved Standard Contractual Clauses to our legal relationship with any third-party processors, and have taken all steps reasonably necessary to ensure that your data is treated securely and your rights in relation to your personal data are protected.

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12. Disclosure of Your Information

We may disclose your personal information:

• To certain third-party processors, who will enter into a binding contract containing certain mandatory terms that protect the your personal and your rights as a data subject.

• To the Charities Commission, HMRC, or other regulatory authorities,

• To the police or other law enforcement agencies. Depending on the circumstances we may not be able to notify you of this or provide any details of the disclosure made.

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of our staff, volunteers, trustees and clients.

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13. Changes to our Privacy Notice

We may need to update this Privacy Notice to reflect changes to our data processing practices. If we do this and the changes are material, we will post a notice on this website for at least 7 days before the changes are made. You can see the date this Privacy Notice was last revised at the top of the page.

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14. Your Rights

The applicable data protection law in the UK gives you certain specific rights relating to your personal data which are set out below.

(a) Access – In all circumstances you have the right to access your personal data and certain information about how and why we are processing it, including, in most cases copies of personal data that we process

(b) Rectification – In all circumstances you have the right to have any inaccurate or incomplete personal data rectified without undue delay

The following rights do not apply in all circumstances. However, you are always welcome to contact us with any request relating to processing of your personal data and, even if we are not obliged by law to comply with your request, we will try to accommodate your wishes.

(c) Erasure – sometimes called the ‘right to be forgotten’, in certain circumstances, you have the right to have your personal data erased without undue delay

(d) Restriction - in certain circumstances, you have the right to have our processing of your personal data restricted

(e) Data portability - in certain limited circumstances, you have the right to receive the personal data concerning you that you have provided to us, in a structured, commonly used and machine-readable format and the right to transmit those data to another controller without hindrance

(f) Objection - in circumstances where we are processing personal data that concerns you on the lawful basis of legitimate interest only, you have the right to object to the processing of your personal data carried out by us or on our behalf. 

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15. Contact Us

If you would like further information on anything in this Privacy Notice, for all questions or concerns you have about your personal data, or if you think you would like to exercise any of your rights as a data subject, please contact us using the contact details at the top of this Privacy Notice.

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16. Making A Complaint

If you think we have not complied with the requirements of the GDPR as it applies to your personal data, you have a right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK: casework@ico.org.uk or 0303 123 1113 / +44 1625 545 700; www.ico.org.uk.

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