Privacy Policy

PRIVACY NOTICE

This Privacy Notice explains what to expect when Diversity House collects and uses your personal information.  Please read it carefully.

If you’d like to learn more about our Data Protection and Privacy Policies or get further clarification, please contact us:

Data Protection Officer

Address: Diversity House, ISP House, Church Street, Sittingbourne, Kent, ME10 3EG

Phone: 01795420455

Email: info@diversityhouse.org.uk

OUR PROMISE

Diversity House is committed to respecting your privacy and ensuring the personal information you have entrusted to us is processed in accordance with the Data Protection Act 1998 and the privacy & Electronic Communications Regulations 2003. These laws were updated in May 2018 to strengthen your rights and give you control over the personal information that organisations hold about you.

HOW WE COLLECT PERSONAL INFORMATION

We collect personal information directly from you when you make the decision to come into our offices for support or attend any of our outreach events. We also collect personal information when you donate, visit our website or sign up to volunteer with Diversity House.

In addition, we may use the Royal Mail’s postcode finder, National Change of Address update (NCOA) or the electoral roll, to check the accuracy of the address we hold; and we may collect information made available publicly by the Charity Commission, Companies House, partner organisations or information that has been published in newspapers and articles.  Please read more about how we use this information in the “our service delivery” section.

THE PERSONAL INFORMATION WE COLLECT

• Personal identifiers such as your title, name, and volunteering status;
• Contact details including postal address, postcode, email, telephone and mobile number;
• Whether you are a UK national;
• Family, spouse or friends;

SENSITIVE PERSONAL DATA

The Data Protection Act recognises some information as ‘sensitive personal data’.  This includes, but is not limited to, information which reveals your religious beliefs, health issues, race or ethnic origin, age, gender, employment status, ability/disability, and level of education.

Diversity House will always treat any sensitive personal data we process with the greatest care and process the information in accordance with the Data Protection Act.

WHY WE COLLECT YOUR INFORMATION

We collect your personal information:

• For  administrative purposes, which involves identifying your needs and putting together a package of intervention that meets your needs;
• In case, we have to represent you in another services, to be able to clearly state who you are and what support you need;
• To meet the criteria of our sponsors/funders- we are funded through public money and often the criteria of the funding requires we ascertain that we are targeting the diverse groups.  Your data will help us to do this, without divulging ‘sensitive information’.
• To monitor and evaluate the impact of our services;
• To process donation and volunteering;
• To keep you informed about our work.  Please see more details in Marketing Permissions.

MARKETING PERMISSIONS

We love sharing with you news about our work, how you could engage with us and the difference that our work is making. This includes sending you information about our work, news, appeals, campaigns, events, information on volunteering and fundraising.

Email and text marketing: We will ask for your permission to contact you by email and text for marketing purposes.

Postal marketing: From time to time we may send you information about our work unless you have told us you would prefer not to receive this information by post.

Telephone & other digital marketing: We use Twitter and Facebook to market our services and to brand ourselves. to update you on the vital work we are doing.  If your number is registered with the Telephone Preference Service (TPS), we will only call you if you have given us permission to do so.

With your consent, we may use your image/photo for digital marketing (e.g. Twitter, Facebook, Website, Instagram, Soundcloud, YouTube, and any other).

Interventions

Diversity House delivers vital generic interventions for individuals beyond information, advice, guidance and advocacy on access to services. This includes:  

• Heritage and cultural events
• Skills development
• Entrepreneurial skills and networking
• Intercultural awareness
• Mentoring and counselling services
• Employability Club,
• ESOL & Conversation  Club
• Confidence Building, Resilience & Self-esteem
• Health Promotion & Wellbeing
• Gender specific activities
• Youth Club
• Drop-In center which acts as a hub for socialising and information center for sign posting to other relevant services and authorities.

Twitter and Facebook marketing: We may use images collected

WE OFFER TO SERVICE PROVIDERS & AGENCIES

Consultancy

• Cultural Proficiency training & development
• Equality, Diversity & Inclusion audit
• Research & Publication
• Information, Advice, Best practice in engaging

with minority communities.

Capacity Building

• Seminars
• workshops & conferences
• Community engagement
• Tools for collaboration & partnerships
• Tailor made training/workshops on –

1. Female Genital Mutilation (FGM)
2. Generation Gap
3. Equality, Diversity & Inclusion
4. Resilience
5. Global Approach Learning for Schools
6. Gender Analysis and mainstreaming

To provide interventions more efficiently and steward our resources with integrity and excellence, we conduct research to gain a better understanding of our service users, partners, and supporters.  This helps us to tailor make our services to individuals and also personalise our funding requests for supporters with the interest and ability to support our interventions.

The research involves compiling information you have provided to us with general information from:

• Initial assessment form
• Events booking forms
• Membership forms
• Attendance sheets
• Consent to share information forms
• Outcome Stars forms
• Testimonials
• Participants’ observation forms
• Questionnaires
• Ethnic monitoring forms
• Publicly available sources such as Companies House and other information that has been published in articles/newspapers
• Social media – information that can be viewed publicly depending on your settings or the privacy policies of social media and messaging services like Linkedin
• Third party research organisations – to provide us with general publicly available information about you (as individual or organisation)

Important note:

• You can contact us at any time to opt-out of your personal information being processed in this way.

WHO WE SHARE YOUR INFORMATION WITH

Diversity House is a registered company and charity.  We will only share personal information which is either consented to, or necessary to fulfil our legal obligations and/or to ensure that a multidisciplinary and holistic package of support is put in place to meet your unique needs.

We monitor information security compliance and have written contracts which obligate our partners or third party providers to process your personal information only on our instructions and in accordance with applicable data protection and privacy laws.

HOW LONG WE KEEP YOUR DATA

Diversity House will only keep your personal information for as long as it is required and in accordance with statutory requirements.

YOUR INFORMATION RIGHTS AND CHOICES

The Data Protection Act (DPA) gives you the right:

• To request in writing and security obtain copies of the personal information Diversity House holds about you
• To correct or update your personal information processed by Diversity House
• To request Diversity House to stop using your personal information for marketing purposes or for any other purpose where there is no legal requirement for continued processing

REPORTING CONCERNS OR COMPLIMENTS

Please contact us if you wish to raise a concern about Diversity House’s handling of our personal information, or compliment what you think we have done well.

You also have the right to lodge a complaint with the information Commissioner’s Office about how we manage your data.

CHANGES TO THIS PRIVACY NOTICE

Diversity House will review this privacy notice regularly and may update it at any time for example, in the event of changes in law or how we operate. Please do check our website from time to time.  If there are any significant changes in the way we process your personal information, we will provide a prominent notice on our website or send you a notification.