Privacy Notice

The Prospects Trust is committed to maintaining the trust and confidence of our people; Co-workers, staff, volunteers, customers, supporters and visitors.  In particular we want you to know that The Prospects Trust is not in the business of selling, renting or trading email lists or personal data with other companies and businesses  as we just don’t agree with this type of activity. This Privacy Notice provides you with lots of detailed information on when and why we collect your personal information, how we use it to shape our services, the limited conditions under which we may disclose it to others, how we store that data and how you can ask for us not to.  This is a very detailed document and as we are committed to “growing differently” we are also able to talk through this notice with anybody who cannot access this written document and an easy read version is also available. We also adhere to our organisational Confidentially Policy and Data Policy documents which are available upon request.

Personal Sensitive Data

A special note about the Sensitive Information we hold: if you provide us with any Sensitive Personal Data by telephone, email or by other means, we will treat that information with extra care and always in accordance with our Privacy Policy. Your personal information is stored securely, for no longer than is necessary. We carry out periodic deletion of data whose retention has expired and/or when the need to continue to hold such data is no longer necessary. Data will not be held longer than 6 years.

Consent & Legitimate Interest

We adhere to the ICO’s processing conditions when using your data.  Where ever possible and meaningful our first option will be to explicitly request your consent.  When dealing with Co-worker, Staff and Trustee data we will adhere to our legal responsibilities or store data as you are in contractual agreement with The Prospects Trust.  If the six processing conditions are not applied to your data, we will refer to our legitimate interest.

Types of data we collect:

Vulnerable People’s Data

We support people with additional needs, this is at the heart of our charitable objectives.  We do require access to key sensitive personal data to ensure we offer the very best service offering to our Co-workers.  We have specific consent forms and a legitimate interest in holding this data as it is core to providing safe and supported work experience placements. Data will be destroyed 2 years after the vulnerable person has left The Trust.

Staff, Volunteers and Trustee Data

When people join our team of staff, volunteers or Trustee Board we will ask for personal sensitive data. In our HR and Recruitment processes we only ask for data that is either a legal requirement or to access the person’s suitability for a specific role within The Prospects Trust.  We ensure consent is given freely at the time of application and we adhere to our legal obligations when entering into a contract with the individual. Personal data will be destroyed within 2 years after the person has left The Trust. Tax records and liabilities will be destroyed after 6 years.

Sharing data with other organisations

We may share personal information with other organisations, particularly funders and service commissioners, who use this to analyse our unique care provision and social enterprise trading to better understand the impact of the public investment made in The Prospects Trust. We anonymise case studies and reports where possible.

In specific cases such as vital interests, specifically safeguarding of a vulnerable person, and while we are providing a responsive support package under contract, we will share key information about an individual Co-worker with external organisations such as Medical Support Services, Local Authorities or other Care Providers who are duty bound to maintain confidentiality

As we are a registered charity specific details regarding our core staff and Trustee board is shared with The Charity Commission, Companies House and other regulatory bodies as part of our legal obligations.

Mailing Lists

As a social enterprise charity that has people at its heart, we naturally obtain personal information by post, telephone, e-mail and website enquiries every day.  We use that information for a couple of reasons: to tell you about stuff you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are up to date  and to check every now and then that you’re happy and satisfied. We never rent or trade email lists with other organisations and businesses.

We use a third-party provider, MailChimp, to deliver our newsletter, event information and a call to arms where we need your support for funding a new project. 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 of the day or night by clicking the unsubscribe link at the bottom of any of our web based communications or by emailing enquiries@prospectstrust.org.uk

Customer & Contracts Data

When you purchase services, products or placements on account with The Prospects Trust, your name, address data, email and contact number will be stored in our electronic accounts system and in locked files at Snakehall Farm. You may, of course, purchase produce items directly without supplying the aforementioned personal data. Please be assured that we do not share your personal details with any other company.

Social Media Data

We use Facebook @Tilly Tractor, @The Prospects Trust at Snakehall Farm and Twitter @TillyTractor to keep our Farm Friends updated on positive news and public updates.  We use images on social media to promote the work of our organisation and positively highlight the achievements of people with additional needs. You are responsible for your own data privacy options when joining our social media pages but we do not share your data with third parties.

Website Cookies

What are cookies?

Like most websites, The Prospects Trust’s website uses cookies to collect information.  Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse this website.  They are used to ‘remember’ when your computer or device accesses our websites.  Cookies are essential for the effective operation of our website. Some cookies collect information about browsing behaviour when you access this website via the same computer or device.  This includes information about pages viewed, products purchased and your journey around a website.  We do not use cookies to collect or record information on your name, address or other contact details.  The Prospects Trust can use cookies to monitor your browsing and purchasing behaviour, however we do not process this information

What are cookies used for?

The main purposes for which cookies are used are: –

  1. For technical purposes essential to effective operation of our websites, particularly in relation to site security, on-line transactions and site navigation.
  2. For The Prospects Trust to market to you, particularly specific advertisements and targeted updates.

How do I disable cookies?

If you want to disable cookies you need to change your website browser settings to reject cookies.  How you can do this will depend on the browser you use.   Further details on how to disable cookies for the most popular browsers are set out below:

For Microsoft Internet Explorer

For Google Chrome:

For Safari:

 

For Mozilla Firefox:

1. Choose the menu “tools” then “Internet Options”

2. Click on the “privacy” tab

3. Select the setting the appropriate setting

 

1. Choose Settings> Advanced

2. Under “Privacy and security,” click “Content settings”.

3. Click “Cookies”

 

1. Choose Preferences > Privacy

2. Click on “Remove all Website Data”

 

1. Choose the menu “tools” then “Options”

2. Click on the icon “privacy”

3. Find the menu “cookie” and select the relevant options

What happens if I disable cookies?

This depends on which cookies you disable, but in general the website may not operate properly if cookies are switched off.  If you only disable third party cookies, you will not be prevented from making purchases on our site.  If you disable all cookies, you will be unable to complete a purchase on our site.

Google Analytics

When someone visits www.prospectstrust.org.uk we may use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Wifi

When you use our on-farm Wi-Fi we can collect data about:

  1. a) your device;
  2. b) the volume of data which you use;
  3. c) the websites and applications which you access; and
  4. d) your usage by access time, frequency and location.

Access to your personal information

Under GDPR, the data subject (that means YOU) has the right to access and amend any of your personal data that The Prospects Trust hold. You are entitled to view, amend, or delete the personal information that we hold. Email your request to our administration team at enquires@prospectstrust.org.uk or in writing to The Prospects Trust at Snakehall Farm, Swaffham Road, Reach, Cambridge CB25 0HZ. If you are unable to put your request in writing you can do so orally and we will make a record of the request using our Data Request Form.  You will need to provide proof of identity.

Changes to this Privacy Notice

The Prospects Trust welcomes comments from any interested party on this Privacy Notice and the way it works, as part of a continuing review of the provision and management of our services. The Prospects Trust will review this Privacy Notice and amend as necessary*.

This Privacy Notice has been approved by the Management Committee of The Prospects Trust                                                                    Review Date:  January 2020 if not before*