Privacy Policy

This privacy notice discloses the privacy practices for Hygge Cafe as part of Rotherham Rise. This privacy notice applies to information collected through your engagement with Hygge for the purpose of the EU General Data Protection Regulation (GDPR) and communicates our commitment to ensuring we process your personal information and any data we collect and hold about you fairly, lawfully, openly and responsibly. It is a statement by Hygge to tell you: What information we collect about you

  • How it is collected
  • Why it is being collected
  • Who is responsible
  • Who it will be shared with
  • The rights and control you have concerning the above.

[please scroll down for more in-depth information on Volunteering Interest, Mailing Lists & Prize Draws and Activities]

Everybody who works at Hygge has a legal duty to keep information about you, confidential and secure. They must comply with Data Protection Law. From 25 May 2018 the processing of personal data will have to comply with a new European Law Regulation (EU) 2016/679, the General Data Protection Regulation, (GDPR) which comes into force on that date.

How is my Data collected?

Information is collected in a number of ways, but here are some of the most commonly used:

  • Verbally when you call us;
  • Manually when you fill in a referral, assessment and other forms;
  • Electronically or postal communications or records completed by a support worker;
  • Other parties involved such as specialists, social workers and/or clinicians for example in the case of referrals;

Why do we collect information

We process your personal data on the basis of your consent and/or our legitimate interests, which include:

  • Service Provision
  • The provision of information about our services
  • Campaigns and fundraising activities,
  • Management of relationships with our volunteers, donors and other supporters
  • for compliance with applicable laws, rules and regulation

We are the sole owners of the information collected. We only have access to/collect information that you voluntarily give us, via e.g. email, telephone calls, texts or any other means, from you.

We will not sell, swap or rent this information to anyone.

Information might be shared with third parties in the process of managing your engagement with us,  we use JustGiving or via Facebook Giving for donations. For more information, please see their privacy notices. We also use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry-standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at [email protected]. We will use your information to respond to you, regarding the reason you contacted us. There are times when we may be forced to share your information with police, regulatory bodies or legal advisors without your permission (sometimes referred to as ‘breaching confidentiality’). This could be for one of the following reasons:

  • a user is disclosing information about an act of terrorism;
  • where a court orders Hygge or Rotherham Rise to disclose information;
  • where there is reasonable cause to suspect that an adult’s life may be in immediate danger;
  • where there is reasonable cause to suspect that a child or young person may be experiencing or at risk of experiencing significant harm.

We will hold your personal information on our systems for as long as is necessary for the relevant activity to comply with relevant legislation rules.

Your Access to and Control Over Information

You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the contact form on our website.

What are your Rights?

The GDPR includes the following rights for regarding your data:

  • The right to be informed;
  • The right of access;
  • The right to rectification;
  • The right to erasure;
  • The right to restrict processing;
  • The right to data portability;
  • The right to object; and
  • The right not to be subject to automated decision-making including profiling.

If you wish to exercise any of these rights you can request this by contacting our Data Protection Officer, who can be contacted on [email protected] or write to us:  Rotherham Rise, PO Box 769, Rotherham, S60 9JJ

Who is responsible?

Hygge as part of Rotherham Rise is responsible for collecting your data. Strict policy and procedures govern our use of your Personal Data and our duty to ensure it is kept safe and secure. We take precautions to protect your information. When you submit sensitive information through your contact with us, your information is protected both online and offline. We also protect your information offline. Only staff who need the information to perform a specific job (for example, fundraising or service provision) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment. If you feel that we are not abiding by this privacy policy, you should contact us immediately via our contact page.

Cookies

When you visit our website we collect information to help us to understand how supporters use our site, and to make improvements. This information consists of your IP address, your browser (e.g. Internet Explorer or Chrome), when you visited and which pages you visited or downloaded during your visit. We cannot use this information to find out further personal information about you, and will not share any individual information unless required to do so by law. Usage of a cookie is solely used to understand how to improve our web presence.

This website contains links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information. We reserve the right to change this statement. We will notify you of any material changes to this statement via email (if possible) but recommend that you also check this statement regularly so that you are informed of any changes.

Activities At Hygge

This is to explain how we deal with your details when you complete a form to sign up for an activity at Hygge.

What details do we need to process?

Your name, telephone number, email address, dietary requirements and access requirements.

Why do we need to process this data?

We need this as you signed up to attend one or more events that we are holding at Hygge. We will use your info to contact you to confirm your place and to provide any further information. We will also use this info to contact you if there are any changes to the planned event.

We will aim to accommodate your visit by using your dietary requirement and access requirement information.

What will we do with it?

Your name and email will be stored securely by Rotherham Rise.

This information will not be shared outside of Rotherham Rise for any purpose other than that stated.

How long will we keep it?

Your information will be for this purpose for no longer than 3 years following the completion of the event(s).

Volunteering Interest

This is to explain how we deal with your details when you express interest in volunteering by submitting our Volunteering Interest form.

What data do we need to process?

Personal contact details such as name, address, and email address telephone number

Why do we need to process this data?

Contact details are used so that we can make contact with you and communicate with you through the recruitment process

What will we do with it?

Your data will be reviewed by the recruiting manager and stored securely in appropriate recruitment files
Your data will be shared with other managers involved in the recruitment process
Your data may be shared with our external HR provider who is compliant with the GDPR

How long will we keep it?

Data on unsuccessful applicants will be kept for up to 6 months after the recruitment campaign
Data on successful applicants will be kept for the duration of the volunteering arrangement and for 6 years thereafter

Mailing List & Prize Draws

This is to explain how we deal with your details when you sign up to our newsletter and/or any prize draw we might run.

What data do we need to process?

Your details such as name and email address.

Why do we need to process this data?

  • We need this as you signed up to our internet mailing list to receive future email updates regarding Hygge. This is hosted on MailChimp.
  • If there is a prize draw advertised at the point at which your share your name and email address, we will also use this information to contact you if you are a winner.

What will we do with it?

  • Your name and email will be stored securely by Rotherham Rise. Information will initially be stored in our files, and deleted once this has been imported onto MailChimp.
  • The information you provide will be stored by MailChimp (Inuit Inc.) in accordance with their Privacy Policy and Terms.
  • This information will not be shared outside of Rotherham Rise for any purpose other than that stated.

How long will we keep it?

  • Your name and email address will be kept for this purpose for the duration that you remain subscribed.
  • You will be able to opt out of our MailChimp mailing lists at any time using the unsubscribe link included in every email you receive.