Privacy Policy of Next Chapter Scotland

 

Our contact details

Name: Next Chapter Scotland

Website: www.nextchapterscotland.org.uk

Email: info@nextchapterscotland.org.uk

 

The type of personal information we collect

We currently collect and process the following information:

·      Personal identifiers, contacts and characteristics (for example, name and contact details)

·      Personal history information (for example, information about your criminal record)

·      Employee/Contractor/Volunteer details (for example, bank details)

·      Website data

·      Financial information and accounts

·      Information about suppliers, customers and other stakeholders

 

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

·      A request for support in relation to our vision and/or mission

·      To enable us to make payments to you or reimburse you for expenses

·      Through use of our website

·      Transacting business with us as either a supplier or a customer

·      As part of a specific role within the Next Chapter Scotland team (staff member, associate / contractor, Trustee, volunteer etc.)

We use the information that you have given us in order to respond appropriately to your queries and to comply with our internal ‘People’ policies and procedures.

We may share this information with partner organisations where we are required to by law or where you have asked us to put you in touch with another support service.

When you use our website, we collect a type of data called cookies which tell us what you’re clicking on.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

·      Your consent. You are able to remove your consent at any time. You can do this by contacting info@nextchapterscotland.org.uk

·      We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We keep emails and contact forms for a period of 8 months from your last contact with us. We will then dispose of your information by deleting it from our systems.

We keep personnel records for the length of time they are involved with the organisation and, thereafter, as long as we are required to do so by accounting guidelines.

Log Data

We want to inform you that, whenever you visit our website, we collect information that your browser sends to us which is called Log Data. This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser version, pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other statistics.

Cookies

Cookies are files with a small amount of data that are commonly used as a unique identifier. These are sent to your browser from the website that you visit and are stored on your computer's hard drive.

Our website uses these "cookies" to collection information and to improve our Service. You have the option to either accept or refuse these cookies, and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our Service.

Service Providers

We may employ third-party companies and individuals due to the following reasons:

  • To facilitate our service;
  • To provide the service on our behalf;
  • To perform service-related services; or
  • To assist us in analysing how our service is used

We want to inform our service users that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.

Chatbot Provision

The chatbot on the website is provided by:

SherlockAI.org

c/o Nornir Ltd, Buarth Cynfor Selattyn Road, Glyn Ceiriog, Llangollen, Wales, LL20 7HB

Email: admin@sherlockai.org

Security of Chat Conversations, taken directly from SherlockAI.org:

"To ensure chatbot clients can get the information they need in a safe and secure manner, we don't ask for any information from chatbot users. We don't record any IP addresses or any other identifying information. Any queries chatbot users enter is not used to train chatbot large language models. SherlockAI chatbots simply pass the text query to third party hosts who facilitate a secure API network connection via the Microsoft Azure framework to the OpenAI LLM where the query is securely responded to. Once the query is answered, it is forgotten by all aspects of the transaction except for a log of only the text of the query and when it was sent, which is used internally to solve any technical issues. There's no way to trace or connect any user with their chatbot conversation. Again, we are 100% committed to keeping people safe and conversations as private as possible while still providing the support they need."

Please view their Privacy Policy for more information on the Security of Chat Conversations.

Links to Other Sites

Our service may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

Children's Privacy

Our services do not address anyone under the age of 13. We do not knowingly collect personal identifiable information from children under 13. In the case we discover that a child under 13 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to undertake necessary actions to remove their data.

Confidentiality

At Next Chapter Scotland, our approach is to keep information provided to us confidential.

 

People sometimes give us sensitive personal history information that they do not expect to be shared with others. It is therefore important to us that we make it clear that no personal information will be shared externally without your consent.

You have the right to decide how much information you share with us. You may find that we need a certain amount of information in order to respond appropriately to your query.

In some situations, it might be of benefit to you that we share your information with others. We will always make this clear before sharing your information and you will be given the opportunity to refuse or consent.


From time to time, we will use information, shared with us by individuals, to create case studies. These case studies will always be anonymous.

Exceptions to confidentiality

There are certain circumstances in which confidentiality might not be maintained:

  • Where you (or the person to whom the information relates) give your consent.
  • Where the information is already available to the public from other sources.
  • When there appears to be a serious risk of harm to you, e.g. a threatened suicide.
  • To protect others. For example, information about possible child abuse will be disclosed to the appropriate agency.
  • To prevent a serious criminal act where others may be endangered, e.g. an act of terrorism.
  • Where the information is in the form of a summary or collection of information so framed that it is not possible to ascertain from it information relating to any particular person.

If Next Chapter Scotland has to break confidentiality, then the person whose personal information it is will normally be told that this is going to happen.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. Thus, we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately after they are posted on this page.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think it is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising yourrights. If you make a request, we have one month to respond to you.

Please contact us at info@nextchapterscotland.org.uk if you wish to make arequest.

Security

We value your trust in providing us your Personal Information and thus we are striving to use commercially acceptable means of protecting it. However, remember that no method of transmission over the internet or method of electronic storage is 100% secure and reliable and we cannot guarantee its absolute security.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@nextchapterscotland.org.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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