Privacy and Cookie Policy

Introduction

Action Hampshire (legal name Community Action Hampshire) is committed to protecting your personal data and being transparent about how we collect, use and store it.  This Privacy and Cookie Notice explains how we process personal data when you visit our website, engage with our services, attend events, or otherwise interact with us.  This notice is reviewed regularly to ensure it remains accurate and reflects current legal requirements.

Who we are

Action Hampshire is a registered charity in England and Wales (1053806) and a registered company (3162873).

Contact details:

Action Hampshire, c/o The IncuHive Space, Hursley Park Road, Winchester, Hampshire, SO21 2JN (postal address only)

Email: info@actionhampshire.org or Telephone: 01962 854971

We have appointed a Data Protection Officer (DPO) who can be contacted via the details above.

What personal data we collect

We may collect and process the following personal data:

  • Name and contact details (e.g. email, phone number).
  • Organisation details, your role, project participation, grant applications and membership information where relevant
  • Event registrations and participation records.
  • Communication preferences.
  • Information you provide when contacting us or using our services.
  • Website usage data (via cookies and analytics).

In limited cases, we may collect special category data, such as health or equality monitoring information, and other sensitive personal information, such as financial information provided through surveys or consultations. This information will only be collected where necessary and will be handled with appropriate safeguards.

How we collect your data

We collect personal data when you:

  • Visit our website.
  • Register for or attend events or activities.
  • Apply for projects, funding opportunities, or membership.
  • Respond to a Housing Need Survey.
  • Participate in consultations, focus groups, or research activities.
  • Subscribe to newsletters or communications.
  • Contact us directly.
  • Engage with us via social media or third-party platforms (e.g. Eventbrite or SurveyMonkey).

We may also receive information from third parties where you have given them permission to share it with us.

Why we use your data (lawful basis)

We process personal data for the following purposes:

  • To provide information, services or support you request.
  • To manage events, activities and projects.
  • To communicate with you about our work and services.
  • To administer memberships and support member participation in the activities and governance of Action Hampshire.
  • To manage partnerships and relationships.
  • To monitor and evaluate our services and impact.
  • To meet legal and regulatory obligations.

Our lawful bases for processing include:

  • Legitimate interests (e.g. managing relationships and improving services).
  • Contract (e.g. delivering a service or membership).
  • Legal obligation (e.g. financial record keeping).
  • Consent (e.g. marketing communications, where required).

Who we share your data with

We may share your data with:

  • Service providers supporting our operations (e.g. IT systems such as Salesforce or Mailchimp).
  • Delivery partners where relevant to a service or project and where individuals have been informed that this sharing may take place.
  • Some projects may provide additional privacy information where data is collected for a specific purpose or shared under a separate agreement.
  • Regulators or authorities where required by law.

We do not sell your personal data.

Where we use third-party providers, we ensure appropriate contracts and safeguards are in place.

How long we keep your data

We retain personal data only for as long as necessary. Retention periods vary depending on the type of data and purpose.

For example:

  • Event data is typically retained for up to 2 years.
  • Contact data is retained while relationships are active and reviewed regularly. This may include VCSE organisations, project applicants, grant applicants, and member organisations.
  • Some records (e.g. safeguarding or complaints) may be retained for longer due to legal or insurance requirements.

Full details are set out in our Data Retention Policy (DP‑002), available on request.

Your rights

Under data protection law, you have the right to:

  • Access your personal data.
  • Request correction of inaccurate data.
  • Request deletion of your data where appropriate.
  • Object to or restrict processing in certain circumstances.
  • Withdraw consent at any time (where consent is used).

To exercise any of these rights, please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/concerns/

Marketing and communications

We may contact you about our work, events or services where:

  • You have given consent, or
  • We have a legitimate interest and are permitted to do so

You can opt out of communications at any time by:

  • Clicking the unsubscribe link in emails, or
  • Contacting us directly

We will respect your communication preferences.

How we keep your data secure

We take appropriate technical and organisational measures to protect your personal data, including:

  • Secure systems such as SharePoint and Salesforce.
  • Access controls to limit who can view data.
  • Staff training on data protection responsibilities.

Cookies

What are cookies?

Cookies are small text files stored on your device when you visit a website.

How we use cookies

We use cookies to:

  • Understand how our website is used.
  • Improve user experience.
  • Support website functionality.

We may use tools such as Google Analytics to collect anonymised information about how visitors use our site.

Managing cookies

You can control or disable cookies through your browser settings.

Changes to this Notice

We may update this Privacy and Cookie Notice from time to time. Updates will be published on our website.