The Embrace website (hereafter referred to as the ‘Service’) is provided by Embrace Warwickshire (affiliated with Hope Coventry) at no cost and is intended for use as is.

If you choose to use the Embrace website, then it is important that you read and are happy with the terms laid out in this Privacy Policy.

Who we are

Embrace is a Registered Charity in England and Wales under the name ‘Embrace Warwickshire’, charity number 1138205. It is a company limited by guarantee (company number 6498942) with its registered address at Elim, The Butts, Coventry CV1 3GR.

Embrace is the ‘Data Controller’, which means it determines how your personal information is processed and for what purposes. If you have any questions, or want more details about how we use your personal information, you can contact our Data Protection Lead. Our Data Protection Lead is andy@embrace-uk.org .

What is the purpose of this Privacy Policy?

Data protection is important to Embrace, and we want to maintain the trust and confidence of users of our website. We want you to know that we do not share, sell, rent or trade personal information with other companies and businesses for marketing purposes. In this policy we provide information about when, why and how we collect your personal information through the website and app, and how it is subject to General Data Protection Regulation (GDPR). If you have any queries about this Privacy Policy or how we use your personal information, please contact info@embrace-uk.org  

This Privacy Policy relates to your use of the Services and tells you:

• What personal information we collect about you when you use the Services

• How we collect your personal information in the Services

• How we use your personal information

• Who we may share your personal information with

• Any transfer of personal information outside of Embrace

• How long we keep your personal information

• What we do to protect your personal information

• What choices you have in relation to your personal information

We last updated this Privacy Policy on 20th February 2021

Personal Information we process about you

If you contact us via the phone number or email that are provided on our website, we will collect the following information about you:

• Your first and last name (if you provide it)

• Your email address (if you contact via email)

• Whatever text you choose to put in your message, which will include any other personal information you choose to disclose.

If you contact our project manager via phone she may store:

• Your first and last name

• Your phone number

If you make a donation via our website we may store:

• Your first and last name

• Gift aid information

• Payment details

• Donations made to Embrace

Sensitive personal information

We will not seek any further information that falls under the ‘special categories’. These categories include:

• Information about your health, including any mental or physical conditions

• Your racial origin

• The church you attend (and by implication your religious beliefs)

• Any criminal record

Personal information you give us

If you contact us through email, it may be that one of the team speaks to you on the phone and talks you through how to access the app or other services. This may include you sharing personal information over the phone, and we will only use this to help you access services at the time.

Personal information we collect automatically

When you use the Services, we may collect certain information automatically through a third party, such as:

·      IP addresses (the name our smartphone uses to identify itself to us)

·      Browser type, browser version, type of mobile device or operating system

·      Your activity in the Services, including times and dates of visits

·      Information on your location

·      Other websites you may have visited

This information allows the third party to create a unique installation identifier (ID), which allows them to display and return meaningful information for a  specific device. They do not map your identity or any personal information to install IDs. This data is stored securely and there is no way by which we or any other third party are able to identify you through this information; it is simply used to support good functionality of the Services.

Cookies

We use cookies to collect information automatically. A cookie is a small file of data which our website or app places on your computer’s hard drive. The cookies give us information such details of your visits to our website or app and information about other websites that you visit. Cookies allow websites to respond to you as an individual and let us tailor our website to your needs, likes and dislikes by gathering and remembering information about you. We use cookies to help us to provide you with a better website.

Cookies that we use

Google Analytics

How to delete and control cookies

Most devices automatically accept cookies but you can change your settings so that you will not receive cookies and you can also delete existing cookies from your device.

If you do change your settings, you may find that some parts of our website will not function properly. If you do not adjust your settings, you will accept cookies provided by this website.

To find out how to delete cookies or adjust their settings please visit http://www.allaboutcookies.org/.

Mailing Lists

If you let us know that you would like to be kept informed about Embrace’s work, then we will store:

• Your first and last name

• Your email address OR your postal address if you prefer to receive it via post

We will use that information to keep you up to date with the Services, to contact you if we need to obtain or provide additional information and to check our records are right. We don’t rent or trade email lists with other organisations or businesses.

We use a third-party provider, MailChimp, to deliver our emails, particular when sending newsletter or general update information. For more information, please see MailChimp’s privacy notice: https://mailchimp.com/legal/privacy/

You can unsubscribe to Embrace general mailings by clicking the unsubscribe link at the bottom of emails or by emailing us at info@embrace-uk.org

How we use your Personal Information: our legal basis for using your information

The law only allows us to use your personal information in certain limited circumstances. Embrace may process your Personal Data:

1)    Where we need to perform the contract we have entered into with you:

• To process a donation you have made via the website

• To administer the Services (such as troubleshooting)

• To tell you about changes to our website, software or Services that will affect your use of the Services

• To help us (or the software developers) improve the Services

2)    The processing is in our legitimate interests and it is not overridden by your rights

• All information processing and reporting will be done anonymously using aggregated data only. No reports or presented information will allow a user to identify a particular individual.

3)    You have given us permission to do so

• We may contact you with information about Embrace if you have given us permission to do so.

4)    To comply with law

• Keeping records for gift aid purposes

• To prevent and detect fraud

• To protect children and vulnerable adults

• To get your feedback on the Services

How we use sensitive personal information

“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

1. In limited circumstances, with your explicit consent recorded in writing

2. Where we need to carry out our legal obligations

3. Where it is needed in the public interest and in line with this privacy policy

4. Where it is needed in connection with children and vulnerable adults protection

What this means in practice

We may use your sensitive personal information in the following ways:

• if you were to share information with us about your mental or physical health, racial origin, sexual orientation or criminal record, if we felt we had a legal duty of care to respond, we may also use this information to help you access support or meet our legal duties.

  In all cases where we require consent, we will seek your written consent or record you consent in writing to allow us to process certain sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

  You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Information about children

We recommend that no child under 16 uses the website without the permission of a parent or guardian. This is because of the content that our website discussed, the stories it tells and the women we support. We would expect a child under the age of 16 to only be taking part alongside an appropriate adult.

Sharing your personal information: other third parties

We may share your information with certain third parties including:

• Our suppliers for the performance of any contract we enter into with them or you

• Our software providers who need to see your information in order to keep our website up and running

• Analytics and search engine providers who analyse information about your use of our website and help us to tailor the product and offers that we offer to you and other users

We work with the following organisations:

-       Hope, Coventry

-       MailChimp (for sending emails)

Legal requirements and Law Enforcement

We may also disclose your personal information to third parties:

• If we are required by law, or in order to enforce or apply our terms of use. This includes exchanging information with other organisations such as law enforcement agencies.

Third party privacy policies

The Services may contain links to websites owned by other organisations. If you follow a link to another website, these websites will have their own privacy policies. We suggest that you check the policies of any other websites before giving them your personal information as we cannot accept responsibility for any other website.

Keeping your personal information: how we store it

The security of your personal information is important to us.
We use appropriate technical and organisational measures to safeguard personal information, including the password protection of files, and encryption technology where appropriate, to enhance privacy and help prevent information security breaches.

Retention of information

We only hold your personal information for as long as necessary for the purposes for which we collected your information.

We have set timescales in accordance with any applicable legislation and where none exists then we will keep your information for the duration of any contract that you have entered into with us and then for a period of 2 years or until Embrace project ends after which time it will be deleted.

Emails

If you chose to send us information via email, we cannot guarantee the security of this information until it is delivered to us.

Your rights

Access to information

You have the right to access information that we hold about you. If you wish to receive a copy of the information that we hold, please contact info@embrace-uk.org

Changing or deleting your information

You can ask us at any time to change, amend or delete the information that we hold about you or ask us not to contact you with any further marketing information. You can also ask us to restrict the information that we process about you. You can request that we change, amend, delete your information or restrict our processing by emailing us at info@embrace-uk.org

Right to prevent automated decision making

You have a right to ask us to stop any automated decision making. We do not intentionally carry out such activities, but if you do have any questions or concerns we would be happy to discuss them with you and you can contact us at info@embrace-uk.org

Transferring personal information

You have the right to request that your personal information is transferred by us to another organisation (this is called “data portability”). Please contact us at info@embrace-uk.org with the details of what you would like us to do and we will try our best to comply with your request. If may not be technically feasible, but we will work with you to try and find a solution.

Complaints

If you make a request to us under this Privacy Policy and you are unhappy with the response, you can ask for the request to be reviewed under our internal complaints procedure. Our internal complaints procedure allows your request to be reviewed by info@embrace-uk.org who will do their best to try and resolve the issue.

If you have been through the internal complaints procedure and are still not happy with the result, then you have the right to complain to the Information Commissioner’s Office. They can be contacted as follows:

Website: www.ico.org.uk

Telephone: 03031231113

Address:
Information Commissioner's Office Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Changes to our privacy policy

We review our Privacy Policy on a frequent basis to check that it accurately reflects how we deal with your information and may amend it if necessary. You should check this page regularly to see the most up to date information.

How to contact us

We welcome questions, comments and requests regarding this Privacy Policy which can be sent to info@embrace-uk.org