Privacy & Cookies Policy

This page was update on 24th May 2018

Privacy Policy

Portsmouth Together (“We”) are committed to protecting and respecting your privacy.

This policy sets out how Portsmouth Together uses and protects any information that you give us when you engage with us. Portsmouth Together is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.

Changes to our privacy policy

Portsmouth Together may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

For the purpose of the Data Protection Act 1998, and The General Data Protection Regulation (GDPR) (EU) 2016/679, the data controller is Portsmouth Together, Volunteering Information Centre, Portsmouth Central Library, Guildhall Walk, Portsmouth PO1 2DX. The information you provide will be held in accordance with these regulations and may be used by Portsmouth Together and its agents to supply the services or support, which you have requested.

 What we collect

We will collect personal information from you when you or your organisation enquire about our activities, register as a member with us or subscribe to one of our services. This may include your name, title, email address, physical address, telephone numbers and job title. We may from time to time collect information relevant for surveys, consultations or equalities monitoring. We may also ask for some additional, non-personal information. Your personal information will only be used where we have a legitimate interest to process your requests, to provide you with our services, and to provide you with information relating to our services and other local services we think you may be interested in.  These may include booking to attend an event or training session, registering as a volunteer, subscribing to our newsletter, or using Portsmouth Together’s services. For more information on how we gather information via our website, please see our more detailed Website and Cookies Policy.

 What we do with the information we gather

We require this information to understand your needs and provide you with a better service. These may include internal record keeping, for the purposes of monitoring the services we provide – both for our own information to improve services, and to funders as evidence of impact and achievements. From time to time, we may also use your information to contact you for consultation or evaluation purposes. We may contact you by email, phone or post. We may use the information to customise the website according to your interests or to assist statutory or other services that are trying to redesign, improve or monitor public services.

Third parties

We use third party processors to provide Portsmouth Together with the storage and processing that we require.  For more information, please see our information about cookies below.

 Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

 Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so. We may use your personal information to send you promotional information about third parties, which we think you may find interesting and only if you tell us that you wish this to happen e.g. relevant local training courses by a known organisation.

You may request details of personal information, which we hold about you under The General Data Protection Regulation (GDPR) (EU) 2016/679. If you would like a copy of the information held on you, please write to the address shown on our contact page. If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.

Your rights

Under the GDPR, you have the right as follows:

To request a copy of any personal data that we hold about you (as data controller), as well as a description of the type of information that we are processing, the uses that are being made of the information, details of anyone whom their personal data has been disclosed, and how long the data will be stored (known as subject access rights);

  • To be told, where any information is not collected from you directly, any available information as to the source of the information;
  • To be told of the existence of automated decision-making;
  • To have all personal data erased (the right to be forgotten) unless limited conditions apply;
  • To restrict processing where you have objected to the processing;
  • To have inaccurate data amended or destroyed; and
  • To prevent processing that is likely to cause unwarranted substantial damage or distress to you or anyone else.

Access to information

You can request a copy of the personal information that we hold about you, known as a Subject Access Request. Download our Subject Access Request Letter here. If you would like to do so, either write, and include a description of the information you would like as well as approved proof of identity to the Team at Portsmouth Together, Volunteering Information Centre, Portsmouth Central Library, Guildhall Walk, Portsmouth PO1 2DX or by email at volunteer@portsmouthcc.gov.uk.

Contact us

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to our Team at Portsmouth Together, Volunteering Information Centre, Portsmouth Central Library, Guildhall Walk, Portsmouth PO1 2DX or by email at volunteer@portsmouthcc.gov.uk or by phone on 02392 841280.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our cookie policy (below).

Cookies Policy

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. We use the following cookies:

  • Strictly necessary cookies: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
  • Analytical/performance cookies: They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
  • Targeting cookies: These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Use of cookies on our website

The table below explains the cookies we use and why.

Cookie Name Purpose More Information
complianceCookie Preference Cookie Used to store your acceptance of the cookie warning message initially shown when you first visit our website Expires 365 days from set/update
__utma Google Analytics cookies Used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout Expires 2 years from set/update
__utmb Google Analytics cookie Used to determine new sessions/visits. The cookie is created when the javascript library executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout Expires 30 mins from set/update
__utmc Google Analytics cookies Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout Expires at the end of browser session
__utmz Google Analytics cookies Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout Expires 6 months from set/update
__ga Google Analytics cookies Stores a unique client identifier (Client ID), which is a randomly generated number. Once the ID is generated it is stored in the cookie and is included with each hit/request sent to Google Analytics. This ID is later used by Google Analytics servers to calculate user, session and campaign data. Expires 24 months from set/update
__gat Google Analytics cookies This is described by Google as “Used to throttle request rate” although there is little data about these cookies, the value (other than the domain) is set as “1”. Expires 10 minutes from set/update
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