We keep our privacy notice under regular review to make sure it is up to date and accurate. 

Most of the personal information we process is provided to us directly by you for one of the following reasons: 

• You have made an enquiry to us. 
• You have purchased or wish to purchase one of our products.  
• You have been referred to a support service. 
• You wish to attend, or have attended, an event. 
• You subscribe to our e-newsletter or communications. 
• You have supported us through donations or volunteering. 
• You have applied for a job or freelance role with us. 
• You are representing your organisation. 
• You have made an information request to us. 
• You have made a complaint to us. 
• Through our website via use of cookies or where you have knowingly provided it. 
    

We also receive personal information indirectly, in the following scenarios: 

• We have received a referral from another agency in direct contact with you. They should ask your permission before sharing your data with us. 
• You have signed up to a fundraising site to raise money for us and they have shared your data with us. The fundraising site should ask for your permission before sharing your data with us.  

• An employee of ours gives your contact details as an emergency contact or a referee. 
   

If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information. ​ 

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. 

Your right of access 

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. You can read more about this right here. 

Your right to rectification  

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies. You can read more about this right here. 

Your right to erasure 

You have the right to ask us to erase your personal information in certain circumstances. You can read more about this right here.  

Your right to restriction of processing 

You have the right to ask us to restrict the processing of your information in certain circumstances. You can read more about this right here. 

Your right to object to processing 

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests. You can read more about this right here.  

Your right to data portability 

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated. You can read more about this right here. 

If we are processing your information for criminal law enforcement purposes, your rights are slightly different. Please see the relevant section of the notice. 

You are not required to pay any charge for exercising your rights. Should you wish to exercise your rights we will have one month to respond to you. 

Please contact us at privacy@equation.org.uk if you wish to make a request. 

As a provider of services to the public, we have a legal duty to comply with the Equality Act (2010). 

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services. Our legal basis for processing this information is article 6(1)(c) of the GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent. 

We’ll create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to ensure they are communicating with you in the required way. 

We will keep this information for a period of ……. see our retention schedule.  

As we need your consent to process your special category data you have a right to withdraw your consent at any time. 

We will not share your information with any third parties for the purposes of direct marketing. 

We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.  

In some circumstances we are legally obliged to share information. For example under a court order. We might also share information with other regulatory bodies in order to further their, or our, objectives. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information. 

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at privacy@equation.org.uk and we’ll respond. 

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioners Office (ICO). Please go to their website to do this: https://ico.org.uk/make-a-complaint/ 

Purpose and legal basis for processing 

Our purpose is to investigate and take action following a complaint. 

The legal basis we rely on to process your personal data is article 6(1)(a) of the GDPR, which allows us to process personal data when an individual has given us clear consent for us to do so in relation to processing a complaint.  

If the information you provide us in relation to your complaint contains special category data, such as health, religious or ethnic information the legal basis we rely on to process it is article 9(2)(a) of the GDPR, which also relates to individuals giving explicit consent.  

What we need 

We need information from you to investigate your complaint properly, so our complaint forms are designed to prompt you to give us everything we need to understand what’s happened. 

When we receive a complaint from you, we’ll set up a case file. This normally includes your contact details and any other information you have given us about the other parties in your complaint. 

Why we need it 

We need to know the details of your complaint so we can investigate it and fulfil our regulatory function. 

What we do with it 

We will use your personal information to investigate your complaint and check on our level of service. We compile statistics showing information like the number of complaints we receive for our trustees and funders, but not in a form that identifies anyone. 

No third parties have access to your personal information unless the law allows them to do so. However, if you have made a complaint about an organisation, we usually have to disclose your identity to them. This is so we can clearly explain to them what you think has gone wrong and if necessary advise them how to put it right. This also means we may receive information about you from them. 

If you don’t want information that identifies you to be shared with the organisation you want to complain about, we’ll try to respect that. However, it is not always possible to handle a complaint on an anonymous basis so we’ll contact you to discuss this. 

If you are acting on behalf of someone making a complaint, we’ll ask for information to satisfy us of your identity and if relevant, ask for information to show you have authority to act on someone else’s behalf. 

How long we keep it 

We will generally keep records of complaints for 2 years following the closure of the complaint.  

What are your rights? 

We are with your consent so you have the right to object to our processing of your personal data. You have the right to withdraw your consent and to remove your data, however this may affect our ability to process and take action on your complaint. 

Do we use any data processors? 

No 

We do not provide services directly to children or proactively collect their personal information. We do however provide services within schools and in settings for children. We are sometimes given information about children while handling a complaint or a safeguarding concern. The information in the relevant parts of this notice applies to children as well as adults. 

We use a third-party providers to manage our social-media interactions and to canalize the performance of our social media channel actives. (See point 4 of this policy for information about external providers). We do this to

• Improve your user experience
• Improve the success of our campaigns
• Report to our funders.

If you send us a private or direct message via social media will decide how we manage it on a case by case basis. For example, if you send a message via social media that needs a response from us, we may process it as an enquiry or a complaint or simply respond to you.  

Facebook Advertising

We use Facebook as a social media platform to communicate with our existing and potential supporters. We use both paid ads and unpaid organic posts on the platform. We use cookies to measure the success and effectiveness of our paid advertising by ensuring that our ads are served to the relevant people. We also use Facebook cookies to retarget to supporters who have previously engaged with us through our website. These cookies also help us to build custom audiences and lookalike audiences so you can receive relevant adverts from us when you use Facebook. This is so we can raise awareness among users of Facebook who share similar interests to you. Your data is sent in an encrypted format that is deleted by Facebook if it does not match with a Facebook account. Please note Facebook Ads also run on Instagram. 

You need to manage your preferences regarding this through Facebook. 

Read Facebook’s privacy policy.

Read Facebook’s commercial terms

We use office 365 outlook for our email communications. They use Transport Layer Security (TLS) and Secure Sockets Layer (SSL) to encrypt and protect email traffic in line with government guidance on email security.  

We’ll also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send is within the bounds of the law. 

Cookies

Purpose and legal basis for processing 

Data collected via cookies is collected to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users. The legal basis we rely on to process your personal data is article 6(1)(f) of the GDPR, which allows us to process personal data when it’s necessary for the purposes of our legitimate interests.  

What we need and why we need it

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. As a rule, cookies will make your browsing experience better. In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics. We collect information about our online content that you use and how you use it, like when you watch a video on YouTube, visit our websites or view and interact with our ads and content. We, like all organisations, are able to confirm what browser you are using, IP address and computer operating systems that are being used and this information may be used to improve the services we offer. 

How long we keep it 

We will keep this information for as long as necessary in relation to the purpose for which it was originally collected, or for which it was further processed. 

Your Rights

You can retract your consent for the collection of cookies at any time. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.

Security

We are committed to ensuring that any information we store is secure. Our Website is hosted on secure servers by our hosting provider Flywheel. In order to prevent unauthorised access to or disclosure of information on our website, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. Sites we link to that may require your information to manage products and services on our behalf are Mailchimp and Eventbrite. See point 20 of this policy for information about these services. 

Links to other websites

Our website or apps may contain links to other websites or apps of interest. Once you have used these links to leave our site, you should note that we do not have any control over that other website or app. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the cookie and privacy statement applicable to the website in question.

Your personal information

On this website, in addition to the personal information we collect via cookies, we may also collect your information with your explicit consent via the following processes : 

• Forms you willingly complete to provide your data to use for research or to make enquiries. 
• When making purchases or donations via our website.
• When you sign up to our newsletters via our website this information will be stored on Mailchimp. 
• When you complete a survey on our site we will retain the results including your personal information if you have opted to provide that level of information.

Where personal data is collected through our website we’ll make it clear what we intend to do with it.

Legal basis for holding.  

The legal basis for holding and processing varies in relation to these functions; 
Where data is collected for processing enquires or providing survey responses, the legal basis we rely on to process your personal data is consent under article 6(1)(a) and 6(1)(b)of the GDPR, which allows us to process personal data when consent is necessary or data is needed to process an enquiry about a potential contract (for a service). 

Where data is collected for processing orders and donations, The legal basis we rely on for processing your personal data is contract under article 6(1)(b) of the GDPR. When we collect any information about access requirements or special needs we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. 

Overview of Your rights 

Where we are processing your personal data for our legitimate interests and / with your consent, or contact as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it. 

Purpose and legal basis for processing 

When you contact us to make an enquiry, we collect information, including your personal data, so that we can respond to it and fulfil our regulatory responsibilities. 

The legal basis we rely on to process your personal data is article 6(1)(a) and 6(1)(b)of the GDPR, which allows us to process personal data when consent is necessary or data is needed to process an enquiry about a potential contract (for a service). 

If the information you provide us in relation to your enquiry contains special category data, such as health, religious or ethnic information the legal basis we rely on to process it is article 9(2)(g) of the GDPR, which also relates to our public task and the safeguarding of your fundamental rights.  

What we need and why we need it 

We need enough information from you to answer your enquiry. If you phone us we won’t make an audio recording of it and we will only take personal information relevant to your enquiry from you. But in certain circumstances we may make notes to provide you with a further service as required. 

If you contact us via email or post, we’ll need a return address for response. 

What we do with it 

We’ll record your enquiry and get it to the correct area of the Equation to be dealt with. This will be via email or recorded onto our Customer Relations Managment system – Donorfy. We’ll also keep a record of our response. We use the information supplied to us to deal with the enquiry and any subsequent issues that may arise, and to check on the level of service we provide. 

How long we keep it 

For general information enquiries we will keep the data as long as we need to process the enquiry. 

Once an enquiry becomes a transaction for services or products the retention time will vary according to the needs of that transaction. See training, resources, customers etc.  

What are your rights? 

We are acting in order to respond to your enquiry, so you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it. 

Do we use any data processors? 

No 

Employees 

Purpose and legal basis for processing 

Our purpose for processing this information is to assess your suitability for a role you have applied for. 

The legal basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment  and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity as an employee. And Schedule 1 part 1(1) and (2)(a) and (b) of the DPA2018 which relates to processing for employment, the assessment of your working capacity and preventative or occupational medicine. 

What will we do with the information you give us? 

We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you an employment contract with us, or to fulfil legal or regulatory requirements if necessary. 

We will not share any of the information you provide with any third parties for marketing purposes. 

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role. 

What information do we ask for, and why? 

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary. 

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it may affect your application if you don’t. 

Application stage 

We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, and for answers to questions relevant to the role. Only our HR lead will have access to all this information. 

The data on this form will be processed by Equation’s HR Lead and will be stored electronically on our intranet site (SharePoint cloud storage). The information will only be shared with employees involved in the recruitment process. We will not share your information with any other organisation. 

You will also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to anyone other than our HR lead. Any information you provide will be used to produce and monitor equal opportunities statistics and the form destroyed after processing. 

Shortlisting 

Only those team members involved in each recruitment will shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it. 

Assessments 

We might contact you by phone for further discussion of your application, ask you to complete tests, prepare a presentation and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the Equation until the application forms are destroyed. 

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained for future opportunities. If you say yes, we would proactively contact you should any further suitable vacancies arise. 

Conditional offer 

If we make a conditional offer of employment, we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability. 

You must therefore provide: 

• proof of your identity – you will be asked to attend our office with original documents; we’ll take copies
  • proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
  • a criminal records declaration to declare any unspent convictions 
  • For certain roles we will need documentation and information to complete an application for an enhanced Criminal Record check via the Disclosure and Barring Service. 
• Details of 2 referees who we will contact directly to obtain references
  • We may also ask you to complete a questionnaire about your health to establish your fitness to work. 

If we make a final offer, we’ll also ask you for the following: 

• bank details – to process salary payments 
• HMRC documentation to ensure accurate tax payments, NI number 
• Membership of the People’s Pension scheme or a pension scheme of your choice – so we can determine your eligibility and ensure appropriate benefits are arranged 
• Emergency contact(s) in case of accident, illness or incident where you require additional support for your health and wellbeing. You should ensure that the nominated person has given their consent for Equation to hold their details for this purpose. This information is optional, but where need arises and information has not been given, Equation would be unable to make contact on your behalf. 

• Any personal or medical information you wish to share and who you are happy to include, e.g. an allergy, precautions required, possible reactions and action required – you may wish to share with managers, close colleagues or the wider team depending on severity – for your safety and wellbeing. 

After your start date 

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file. You will also need to declare any secondary employment. 

Following recruitment there is some data that Equation will collect from employees for day to day involvement with Equation: 

• Personal mobile number and email address to be shared with relevant team members 
• Photographs of volunteers during Equation work to be able to use for marketing purposes.  
• Birthday to add to Equation birthday list to be used for internal celebrations only.  

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. You do not need to give your consent to be employed and you can withdraw your consent at any time.  

Throughout your employment the following records will be stored on Sharepoint as part of your personnel record, to record ongoing employment history and progression and serve as an aide memoire for employer and employees. Records will be accessible by Equation managers, HR Lead and the individual employee (excepting individual documents which are sensitive in nature or include information concerning other employees). The finance officer will have access to matters relevant to your contract and salary and may share this information with our pay services provider, CA Plus: 

• Contracts, letters and communications 
• Employment history at Equation – dates, roles, hours worked 
• Workforce development and training undertaken 
• Supervision and performance records, meetings notes, including annual review feedback from colleagues 

• Records relating to disciplinary process and employee grievances 
• Timesheets, annual leave request sheets and attendance records 
• Sickness records – SSP and additional pay calculations, leave taken and certification from self/doctor 
• Maternity pay records – SMP and additional pay calculations, MATB1 certificate or other medical evidence as required 
• Paternal leave – records of time taken and pay 

• Results of surveys undertaken from time to time, e.g. satisfaction survey, equality and diversity monitoring. Participation is optional and feedback is usually anonymous 

How long is the information kept for? 

For unsuccessful applicants information supplied will be kept for 1 year to enable any queries regarding the recruitment process to be dealt with and then be disposed of confidentially. 

For successful applicants data will be transferred to a personnel file.  

When an employee leaves Equation all business records will be kept for 6 years.  

How we make decisions about recruitment 

Final recruitment decisions are made by the recruitment panel for that role. We take account of all the information gathered during the application process. 

You can ask about decisions on your application by speaking to your contact in the recruitment panel or by emailing admin@equation.org.uk 

Your rights 

You have the right to object to our processing of your data but it may impact on being able to assess your suitability for employment. 

Do we use any data processors? 

Yes – we use several processors to provide elements of our recruitment service for us.  

We may at times use a recruitment agency to identify suitable individuals for a role. They will collect application information and may ask you to provide a work reference. You would need to check with the recruitment agency their privacy notice and retention details. 

If you are employed by us, relevant details about you will be provided to CAPlus who provide our payroll services. This will include your name, bank details, address, date of birth, National Insurance Number and salary. 

Likewise, your details will be provided to The Peoples Pension who provide our pension scheme. You will be auto-enrolled into the pension scheme and the details provided to The Peoples Pension will be your name, date of birth, National Insurance number and salary.  

Freelance facilitators 

Equation has a number of freelance facilitator roles within the organisation including training, children and young people’s projects, reflective practice. When an individual applies for a freelancer role we will need to process their data.  

Purpose and legal basis for processing 

Our purpose for processing this information is to assess your suitability for becoming a freelance facilitator. 

The legal basis we rely on for processing your personal data is article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment  and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity.  

What will we do with the information you give us? 

We’ll use all the information you provide during the assessment process to progress your application with a view to offering you Service Level Agreement with us to provide facilitation services, or to fulfil legal or regulatory requirements if necessary. 

We will not share any of the information you provide with any third parties for marketing purposes. 

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability as a freelance facilitator. 

What information do we ask for, and why? 

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary. 

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it may affect your application if you don’t. 

Application stage 

We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, and for answers to questions relevant to the role. Only our HR lead will have access to all this information. 

You will also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to anyone other than our HR lead. Any information you provide will be used to produce and monitor equal opportunities statistics. 

Shortlisting 

Only those team members involved in each assessment will shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it. 

Assessments 

We may ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; attend an interview; or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us. 

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained for future opportunities. If you say yes, we would proactively contact you should any further suitable vacancies arise. 

Conditional offer 

If we make a conditional offer of freelance work, we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We must confirm the identity of our staff and their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity and reliability. 

You must therefore provide: 

• proof of your identity – you will be asked to attend our office with original documents; we’ll take copies
  • proof of your qualifications – you will be asked to attend our office with original documents; we’ll take copies
  • a criminal records declaration to declare any unspent convictions 
  • For certain roles we will need documentation and information to complete an application for an enhanced Criminal Record check via the Disclosure and Barring Service. 
• Details of 2 referees who we will contact directly to obtain references
  • We may also ask you to complete a questionnaire about your health to establish your fitness to work. 

If we make a final offer, we’ll also ask you for the following: 

• bank account information 
• emergency contact details – so we know who to contact in case you have an emergency at work 

After your start date 

Our Code of Conduct requires all team members to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your service provider file.  

Following assessment there is some data that Equation will collect from freelance facilitators for day to day involvement with Equation: 

• Personal Mobile number and email address to be shared with relevant team members such as other freelance facilitators. 
• Photographs of freelance facilitators during Equation work to be able to use for marketing purposes.  

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. You do not need to give consent and can withdraw your consent at any time.  

How long is the information kept for? 

For unsuccessful applicants we will hold applications for up to 1 year to allow for any complaints or claims to be processed.  

For successful applicants data will be transferred to a service provider file.  

How we make decisions about recruitment 

Final recruitment decisions are made by the recruitment panel for that role. We take account of all the information gathered during the application process. 

You can ask about decisions on your application by speaking to your contact in the recruitment panel or by emailing admin@equation.org.uk 

Your rights 

You have the right to object to our processing of your data but it may impact on being able to assess your suitability for freelance facilitator work. 

Do we use any data processors? 

No 

Volunteering with Equation 

Equation has a number of volunteer roles within the organisation including trustees, administration, fundraising, marketing and events.  

Purpose and legal basis for processing 

Our purpose for processing this information is to assess your suitability for a volunteer role you have applied for. 

The legal basis we rely on for processing your personal data is  

For events volunteers: is your consent under article 6(1)(a) of the GDPR. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. 

For trustees and office volunteers: article 6(1)(b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract. The legal basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnic information is article 9(2)(b) of the GDPR, which also relates to our obligations in employment  and the safeguarding of your fundamental rights and article 9(2)(h) for assessing your work capacity.  

What will we do with the information you give us? 

We’ll use all the information you provide during the recruitment process to progress your application with a view to offering you a volunteer contract, or to fulfil legal or regulatory requirements if necessary. 

We will not share any of the information you provide with any third parties for marketing purposes. 

We’ll use the contact details you give us to contact you to progress your application. We’ll use the other information you provide to assess your suitability for the role. 

What information do we ask for, and why? 

We do not collect more information than we need to fulfil our stated purposes and will not keep it longer than necessary. 

The information we ask for is used to assess your suitability for volunteering. You don’t have to provide what we ask for but it may affect your application if you don’t. 

Application stage 

We ask you for your personal details including name and contact details. We’ll also ask you about previous experience, education, and for answers to questions relevant to the role. Only our HR lead and CEO will have access to all this information. 

You will also be asked to provide equal opportunities information. This is not mandatory – if you don’t provide it, it won’t affect your application. We won’t make the information available to anyone other than our HR lead. Any information you provide will be used to produce and monitor equal opportunities statistics. 

Shortlisting 

Should there be a need for shortlisting only those team members involved in each recruitment will shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it. 

Assessments 

We may ask you to attend an interview where information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us. 

If you are unsuccessful after assessment for the role, we may ask if you would like your details retained for future opportunities. If you say yes, we would proactively contact you should any further suitable vacancies arise. 

Conditional offer 

If we make a conditional offer to become a volunteer, we’ll ask you for information so that we can carry out pre volunteering checks. You must successfully complete pre-volunteering checks to progress to a final offer. We must seek assurance as to their trustworthiness, integrity and reliability. 

You must therefore provide: 

• Details of 2 referees who we will contact directly to obtain references
  • We may also ask you to complete a questionnaire about your health to establish your fitness to work. 

After your start date 

Our Code of Conduct requires all volunteers to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file.  

Following recruitment there is some data that Equation will collect from volunteers for day to day involvement with Equation: 

• Personal Mobile number and email address to be shared with relevant team members 

• Photographs of volunteers during Equation work to be able to use for marketing purposes.  
• Birthday to add to Equation birthday list to be used for internal celebrations only.  

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. You can withdraw your consent at any time.  

Trustee volunteers 

Trustees will need to complete and sign: 

• to state they are a “fit person” to take on the trustee role.  
• to register with Companies House 

Equation will use name of trustees to update charities commission details on Equation.  

How long is the information kept for? 

For unsuccessful applicants we will hold applications for up to 1 year to allow for any complaints or claims to be processed.  

For successful applicants data will be transferred to a personnel file.  

How we make decisions about recruitment 

Final recruitment decisions are made by the recruitment panel for that role. We take account of all the information gathered during the application process. 

You can ask about decisions on your application by speaking to your contact in the recruitment panel or by emailing admin@equation.org.uk 

Your rights 

You have the right to object to our processing of your data but it may impact on being able to assess your suitability for volunteering. 

Do we use any data processors? 

No.  

Referees for job, freelance facilitator or volunteering applicants 

Purpose and legal basis for processing 

Our purpose for collecting this information is so we can assess an applicant’s suitability for employment, freelance work or volunteering with Equation. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need 

Name, organisation, relationship to the applicant, opinion on the applicant. 

Why we need it 

We need this information to confirm their employment record and to assess their suitability for a role with Equation.  

What we do with it 

The applicant will have supplied Equation with your name and contact details. 

We’ll email you a standard form to complete explaining what we need and why. You do not have to complete the form if you do not wish to. 

If you do consent and return the form it will be shared with the line manager for that role and saved in their personnel or service provider file.  

How long we keep it 

We will hold the reference for the length of an individual’s involvement with Equation. 

What are your rights? 

We rely on your consent to process the personal data you give us to facilitate the webinar. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes.  

Do we use any data processors? 

No 

Purpose and legal basis for processing 

Our purpose for collecting this information is so we can facilitate the event and provide you with an acceptable service. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. 

What we need 

If you wish to attend one of our events, you will be asked to provide your contact information including your organisation’s name and, if offered a place, information about any dietary requirements or access provisions you may need. We may also ask for payment if there is a charge to attend. 

Why we need it 

We use this information to facilitate the event and provide you with an acceptable service. We also need this information so we can respond to you. 

What we do with it 

If you are not successful in securing a place, we’ll let you know and hold your details on a reserve list in case a place becomes available. 

If you are allocated places at an event, we’ll ask for information about any dietary/access requirements. We don’t share this information in any identifiable way with the venue, and we delete it after the event. 

We don’t publish delegate lists for events. 

We will send a copy of a delegate list to facilitators in the form of a register. Name and organisation will be the maximum information held on the form.  

We will ask you separately if you wish to be contacted regarding any other Equation events or opportunities. See marketing and communications.  

How long we keep it 

We will keep your information relating to your booking for 2 years after your last booking for business purposes.  

What are your rights? 

We rely on your consent to process the personal data you give us to facilitate the event. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes. 

Do we use any data processors? 

Yes – we use data processors to help facilitate the events. 

We collect registration information from Eventbrite and may use their communication channels to send you information about the event.  We may combine information you provide to us on Eventbrite with other information we hold on you. This reduces unnecessary duplication of data and helps us to better understand your interests so we can target communications to you effectively where we have your permission to do so. 

We may sometimes charge a fee to attend an event. If this happens, our communications about the event will provide details of the data processor we use to collect payments. 

Training and Events Speakers 

Purpose and legal basis for processing 

Our purpose for collecting this information is so Equation can organise training or Seminars with expert speakers. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR and article 6(1)(b) contract if booking an individual to speak at an event. . 

What we need and why we need it  

We will need name and contact details to organise booking you for the event 

We will need financial details for paying invoices.  

We will need biographies and research links to promote the event.  

We will need slides and handouts following the event to assist delegates learning.  

What we do with it 

We will email you in the run up to the event to inform you of event details. 

We may use your details to set up a contract with you or a Service Level Agreement.  

We will use approved biographies and research, with prior consent, to publicise the event and create interest in attending. 

We will distribute approved slides and handouts, with prior consent, for delegates to continue their learning after the event.  

How long we keep it 

Business records are held for 6 years.  

Speakers information will be deleted after 3 years of last booking.  

What are your rights? 

We rely on your consent to process the biographies, research and handouts you give us to facilitate the event. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes.  

As we are processing your personal data for contract reasons as stated above, you have the right to object to our processing of your personal data but there legal reasons why we may refuse your objection, which depend on why we are processing it. 

Do we use any data processors? 

No 

Purpose and legal basis for processing 

Our purpose for collecting the information is so we can communicate with you regarding your donation or your support and provide you with the following communications: 

• Equation Newsletter: updates throughout the year on all the latest news from Equation relating to all aspects of our work, our team and the ways in which you can support us. 

• Professionals Newsletter: updates every month about our training courses and seminars, best practice and resources to improve work with survivors of domestic abuse in Nottingham City and Nottinghamshire County 
• Reel Equality Newsletter: For updates about the latest Reel Equality film club screenings as they are announced throughout the year. 
• Social Media Ambassador: Information and content for Equation’s social media ambassador community 
• Equation Fundraising Update: Information for our fundraising volunteers about supporting fundraising activities, initiatives and events. 

The regularity of these communications will be at a minimum of once of month. With more frequent communication of content that will be of interest and importance. 

• Equations Service for Men: For regular updates throughout the year about our service for male survivors of domestic abuse as well as training information relating to domestic abuse of men and best practice for supporting male survivors. 
• Future services and products from Equation 

The regularity of these communications will vary and will be on an ad hoc basis. We will communicate with you when there are changes to services and products available and when we consider content to be of interest and importance. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need 

• IP address 
• First name 
• Last name 
• Postal address 
• Telephone number 

• Email 
• Location 
• Fundraising activity interests 

Equation will obtain data via Just giving, Virgin Money Giving, Google forms on our website, at events via sign-up sheets, via eventbrite, by phone and direct registration onto Mailchimp. Equation will process data onto Mailchimp and onto our CRM, Donorfy which provides secure password protected cloud storage. When data is downloaded for usage analysis or to manage communications it will be held in a secure, password protected, restricted area on Equation intranet site via Sharepoint. 

Paper sign-up sheets will be handled securely by all team members at events. All Team Members will be trained in confidentiality and processes relating to handling of sensitive data. 

Why we need it 

We need your relevant contact details depending on your preferred methods of communication.  

We need your fundraising activity interests to help us understand our supporter’s profiles.  

We need the other information to monitor communications.  

What we do with it 

We only use your details to provide you with the communications you have stated you want. Team members in Equation will only be given access to the data if it is required in order for them to deliver in their role. Other Team members may also be given access to the data if it is required to perform a specific duty. 

We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. We can obtain the following data via your account usage: 

• Sign up information: name, email, IP address, location, preferences 
• Documents, web links and video links you access 
• Changes you make to your account 

• Overall activity on your account including open rates 

We will use this info to  

• To contact individuals during their fundraising efforts to offer support, materials 
• To collect funds and give details for money transfers 
• To build profile of supporters of Equation to infomr our fundraising activities 

• Extract data and upload into a third-party system for email communications purposes (this will occur on a rolling basis only for users who opt-in to receive Equation Communications) 
• Improve Equation communications by monitoring usage 
• Identify areas for more content 
• Obtain a geographical understanding of communication users 
• Extract data to target specific campaigns 

• Extract data to target fundraising/supporter activities 

How long we keep it 

For email communications Equation will retain data for as long as an individual maintains their activity, preferences and consent. 

For fundraising or donating Equation will retain data for the length of active engagement with Equation as a supporter or donor. If no donations, event participation or fundraising activities undertaken within a 3 year period we will contact individual to reconfirm consent and move basic information to archive. 

Data lists for fundraising campaigns will be maintained will be held for the length of a campaign and routinely updated every year. 

Data lists for email communications will be routinely updated every 2 years. Old email addresses, unsubscribed accounts and inactive accounts will be deleted. Data held on those who have unsubscribed will be kept within Mailchimp to maintain preference awareness until routine cleanse of data occurs. 

What are your rights? 

We rely on your consent to process the personal data you provide to us for marketing purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If you do that, we’ll update our records immediately to reflect your wishes. 

You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at privacy@equation.org.uk and requesting your name/email address to be removed from Equation communications. This will be done within 2 weeks of your initial request. 

If you wish to delete your account entirely, please email privacy@equation.org.uk. Your account will be deleted within 2 weeks of your initial request. 

You can update your preferences at any time by clicking on the update preferences link in the footer of any email you receive from us or by contacting us at privacy@equation.org.uk 

Do we use any data processors? 

Yes – We use MailChimp as our marketing automation platform. By submitting your information, you acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms. 

Free Resources 

Purpose and legal basis for processing 

Our purpose for collecting this information is so we can post the requested resources to you or package your order ready for collection. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need 

Your name, contact details and organisational address. 

Why we need it 

So that we can send you the resources you have requested or identify the relevant order upon collection.  

What we do with it 

We only use your contact details to provide this service. We run statistical reports on the types and quantities of resources requested for monitoring purposes, but this does not contain any personally identifiable information. 

How long we keep it 

For free resources we will keep your details for 5 years. 

What are your rights? 

We rely on your consent to process the personal data you give us to provide this service. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes. 

Do we use any data processors? 

Yes – we use a google docs form on our website ordering. Records are deleted from Google Docs within 10 days of the order and processed onto our database or our CRM – Donorfy. Google Docs do not access the information entered onto the form only hold it until we have processed it 

Customers 

Equation sells a number of products including bespoke training, resources, professional toolkits, schools projects, licenced products, reflective practice sessions.  

Purpose and legal basis for processing 

Our purpose for collecting this information is so we can process your order and meet your needs as a customer. We also collect this data for our business records.  

The legal basis we rely on for processing your personal data is contract under article 6(1)(b) of the GDPR. When we collect any information about access requirements or special needs we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. 

What we need 

If you wish to order one of our products, you will be asked to provide your contact information. 

For schools projects you will also be asked to provide: School name, class teachers name, class teacher, class size, school address, any special educational needs within the class (anonymous), designated safeguarding lead name and contact details, finance officer contact details.  

For training sessions you will also be asked to provide: venue address, numbers of delegates, previous training undertaken, any special access requirements (anonymous), finance officer contact details. 

For licenced products you will also be asked to provide: staff details for those to train in the product, previous training experience, organisational references, any special access requirements for training sessions, venue details, finance officer details.  

For reflective practice sessions you will also be asked for: venue address, numbers of delegates, previous training undertaken, any specific issues faced by your staff, service user group issues, any special access requirements (anonymous), finance officer contact details. 

Why we need it 

We use this information to facilitate your purchase and provide you with an acceptable service. 

What we do with it 

We process the information onto our Customer Relations Management tool (CRM), Donorfy.  

We use the information to set up a contract with you, usually but not always in the form of a Service Level Agreement (SLA).  

We use the information to update you with information about your purchase. 

We use the information to set up the delivery of the purchase, arranging staff or freelancers to deliver projects, reflective practice or training.  

We use the information to create an invoice for the product and facilitate payment.  

We only use your contact details to provide this product. We run statistical reports on the types and quantities of products bought for monitoring purposes, but this does not contain any personally identifiable information. This statistical information is used to report to our trustees, to compile an annual report and to report to funders.  

How long we keep it 

We will hold business records for 6 years from the end of the financial year the purchase was made.  

We will hold contact details on our CRM, Donorfy for the length of an active customer relationship, for 3 years after an order or when someone has given consent to be contacted with future products or services.  

What are your rights? 

We are acting in order to respond to your purchase, so you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it. 

Do we use any data processors? 

No 

Businesses 

We hold the names and contact details of individuals acting in their capacity as representatives of their organisations, across the business. If the interactions relate to suppliers, contracts, buildings management, IT services etc., the legal basis is article 6(1)(c) of the GDPR for any legal obligation or article 6(1)(f) because the processing is within our legitimate interests as a business. 

Most information relating to business records will be retained for 6 years.  

Equation uses evaluation tools across many of its services and products.  

Purpose and legal basis for processing 

Our purpose for collecting this information is to assess the effectiveness of our products and services and to make improvements.  

The legal basis we rely on for processing your personal data is article 6(1)(f) because the processing is within our legitimate interests as a business.  

What we need 

We will ask individuals who have received a service to complete an anonymous questionnaire either in paper or electronic format. This will include personal opinion on the service or product.  

Why we need it 

We use this information to  

• evaluate the effectiveness of our products or services 
• to identify and make improvements for future services or products. 
• Compile statistical reports 

What we do with it 

We run statistical reports on the data but this does not contain any personally identifiable information. This statistical information is used to report to our trustees, to compile an annual report and to report to funders. 

Our internal Coordinators and Heads of Service will use the feedback to make adjustments to current products and services and in the design of future ones.  

How long we keep it 

We will process the data into statistical information within 3 months of receiving forms. 

What are your rights? 

You do not have to take part in any evaluation. Data is not identifiable and therefore would not be erasable once evaluation has been completed.  

Do we use any data processors? 

No. 

Equation chairs groups within the local DVSA Strategy structure: Campaigns Group and Voluntary Sector Domestic Violence Forum (VSDVF) 

Purpose and legal basis for processing 

Our purpose for collecting this information is so we can coordinate strategy meetings.  

The legal basis we rely on for processing your personal data is article 6(1)(f) because the processing is within our legitimate interests as a business.  

What we need 

Name, organisation and contact details. 

Why we need it 

We use this information to facilitate DVSA Strategy Group meetings. 

What we do with it 

We’ll email you once we have been given your name as a suitable person to attend the strategy meetings.  

We will keep a list of all who attend to email out agendas, minutes and relevant sector information.  

How long we keep it 

We will keep this information for as long as someone is actively attending the meetings.  

What are your rights? 

You can ask not to be kept on the invite list for strategy meetings at any time. If you do that, we’ll update our records immediately to reflect your wishes.  

Do we use any data processors? 

No 

Due to the nature of it’s work Equation receives disclosures of domestic abuse from individuals through its training, teacher twilights, campaigns, events and children’s projects. This will involve processing personal data.  

Purpose and legal basis for processing 

Our purpose for collecting this information is so children and adults at risk can be effectively safeguarded from abuse. 

The legal basis we rely on for processing your personal data is under article 6(1)(c) of the GDPR as it is necessary for us to comply with the law and article 6(1)(d) processing is necessary to protect someone’s life. 

What we need 

Name of person disclosing, names of those in disclosure, Dates of Birth, Addresses, details of recent events that have caused harm or details of disclosure, school, School/host contact details, risk level, details of referral to social care,  

Why we need it 

We need it to assess the risk of harm to an individual/s and to make a referral to social care if necessary.  

What we do with it 

Equation will record details on a paper form. This will be anonymised immediately after receiving the details through contacting the office and passing identifying details onto a team member.  

When the form is returned to the office it is scanned into our files and shredded.  

Equation will use the information on the form to assess the level of risk to the individual and decide on relevant actions.  

If working with a host organisation Equation may share information in order to effectively assess risk and safeguard an individual. Actions will be agreed with the host organisation.  

Equation may need to share the information with other organisations to ensure the safety of the individual including a referral into children and families direct in the city and to the MASH in the county.  

Once actions are completed Equation will keep the minimum amount of information relevant for legal and internal audit purposes.  

How long we keep it 

We will keep our safeguarding records for 6 years following a disclosure. 

What are your rights? 

You do not have to tell us your personal information when we ask for it. 

You have the right to know what we hold about you and you have the right to object to us holding your data but there are legal reasons why we may refuse your objection, which depend on why we are processing it. 

Do we use any data processors? 

No 

Calling our helpline for men experiencing domestic abuse. 

When you call our Men’s Service Helpline we collect the information you have left. We hold a log of the phone number, date, time and duration of the call, but do not audio-record the call itself. We hold this information for 90 days. 

We use this information to understand the demand for our services and to improve how we operate. We may also use the number to call you back if you have asked us to do so, if your call drops, or if there is a problem with the line. We may also use it to check how many calls we have received from it. 

We don’t audio record any calls, but we might make notes. 

We also hold statistical information about the calls we receive for a number of years, but this does not contain any personal data. 

Men’s Service 

Equation’s men’s service provide support, information and advocacy to men who are experiencing domestic violence and abuse.   

Purpose and legal basis for processing 

Our purpose for collecting this information is so we can assess your suitability for our service and to ensure you receive the best service from us.  

For service users who are at standard or medium risk the legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

For service users who are at high risk and are referred to us through the MARAC process (Multi Agency Risk Assessment Conference) the legal basis we rely on for processing your data is consent under article 6(1)(a) of the GDPR but also 6(1)(d) vital interests, the processing is necessary to protect someones life or 6(1)(c) Legal obligations relating to safeguarding or the sharing of information to prevent a crime.  

We will ask for special category data such as age, ethnicity, gender, sexual orientation, religion, criminal convictions, personal experience of abuse. The legal basis we rely on for processing this data is consent under article 9(a) but also may be 9(b) to protect your fundamental rights and interests and 9(c) to protect the vital interests of an individual.  

What we need 

• Name, address and contact telephone number  
• Emergency contact details  
• Date of birth  

• National insurance number  
• Details of your GP, Social Worker, CPN or other identified keyworker (if relevant)  
• Your economic status  
• Details about your children  
• Religion  

• Racial or ethnic group  
• Country of birth  
• Physical or mental health conditions  
• Criminal convictions  
• Relationship with the perpetrator and their personal data such as name, date of birth, children.   

• Details of your experience of domestic abuse  
• Case notes detailing our contact with you, any other relevant agencies, support offered and actions taken.   

All of this information is provided by you (and/or whoever referred you to the organisation) when you are initially referred and throughout your support.  

Why we need it 

• To keep in touch with you  

• To ensure you are given the best support possible, suited to your individual needs and situation  
• To assess risk   
• To help manage risk and safety by providing details if needed for MARAC (Multi-Agency Risk Assessment)  
• To gather statistics relating to our work  
• To provide information to funders who support us financially to do our work. This means they can verify that we are providing the support we say we provide.  

• To share with other agencies that may be involved in your support.  

What we do with it 

Your information is stored on a computer database. The organisation has a Data Protection Policy which outlines how we will store and process your information within the organisation to keep it safe.   

When you use our services we are at times required to share your information with others. This might be with the agency that referred you to Equation’s men’s service such as the police. When you have contact with other agencies such as social care, again we may be required to share your information with them. We will tell you when we do that.  

Agencies that we may share information with as part of your support may include:  

• Social Services if you have a Social Worker or if we need to make a referral on your behalf  
• MARAC Co-ordinators and members if you are referred to a MARAC  
• Department of Justice  
• GPs  

• Community Psychiatric Nurses  
• Police  
• Probation  
• Women’s Aid groups  
• Housing Executive  

• Your children’s school(s)  
• Your solicitor if you have one  

All these organisations are obliged to keep your details securely and to dispose of them when no longer needed.  

In certain other circumstances the organisation has a statutory or legal requirement to pass on information, for example in legal or child protection cases.  

Equation’s men’s service is dependent on financial funding from external bodies.  

Funders of our service ask us to provide them with information relating to the work we do, and so we are required to pass on some specific information.   

This is special category data such as:   

• Age  

• Gender  
• Ethnicity  
• Sexual orientation.   

This is compiled into statistical reports and does not involve any identifiable information. 

How long we keep it 

We keep your record for 7 years following the end of the service.  

What are your rights? 

You are entitled to see your information at any time during your support. After you have left the services you are entitled to make a Data Subject Access Request to obtain a copy of your information.  

Where we rely on your consent to process the personal data you give us to provide you with a service you have the right to withdraw your consent at any time. You have the right to object to us holding your data but there may be legal reasons why we may refuse your objection, which depend on why we are processing it. 

Do we use any data processors? 

No 

Testimonies 

Purpose and legal basis for processing 

Our purpose is to promote Equation’s products and services and increase the reach of our work. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need  

We will ask for your name, job title, organisation, sector and contact details and your opinion or testimony about one of our services.  

Why we need it 

We need it to help funders, potential customers or service users to see the value of our work in preventing domestic and sexual abuse and the harm it causes. 

What we do with it 

We would use the data for marketing purposes such as on our website, press releases,  twitter, facebook, in newsletters and printed resources.  

We would also use the data for reporting to funders 

How long we keep it 

We would keep the testimony for as long as the individual is happy for us to use it and as long as it is relevant.  

What are your rights 

We rely on your consent to process the personal data you give us. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes.  

Do we use any data processors 

No. 

Case studies 

Purpose and legal basis for processing 

Our purpose is to raise awareness of domestic and sexual abuse; to promote Equation’s products and services; and increase the reach of our work. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need  

We will ask for your name and your experiences and your opinion or testimony about one of our services.  

Why we need it 

We need it to help funders, potential customers or service users to see the value of our work in preventing domestic and sexual abuse and the harm it causes. 

We need it to increase awareness of domestic abuse and how it impacts on individuals experiencing it.  

What we do with it 

We would use the case study  

• to include in applications for more funding for our work,  

• in specific campaigns to raise awareness of domestic abuse 
• for marketing purposes such as on twitter, facebook, in newsletters and printed resources.  

We will only use the case study for the purposes you are happy for us to do so. 

We will only use someone’s first name and only if they are happy for us to do so. We will use a fake name for those happy to supply a case study but not happy to use a name. We will keep a record of the case study and original name so we can delete it if someone is no longer happy for us to use it.   

How long we keep it 

We would keep the case study for as long as the individual is happy for us to use it and as long as it is relevant.  

What are your rights 

We rely on your consent to process the personal data you give us. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes.  

Do we use any data processors 

No. 

Photographs and video 

Equation will sometimes take photographs or videos of events or services being delivered.  

Purpose and legal basis for processing 

Our purpose is to raise awareness of domestic and sexual abuse; to promote Equation’s products and services; and increase the reach of our work. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need  

We will take photographs and videos of individuals taking part in an event or being provided with one of our services.  

Why we need it 

We need it to promote Equation events, products and services. 

We need it to increase awareness of domestic abuse and how it impacts on individuals experiencing it.  

What we do with it 

We would use the photographs or video 

• in specific campaigns to raise awareness of domestic abuse 

• for marketing purposes such as on twitter, facebook, in newsletters and printed resources.  

We will only use the photographs for the purposes you are happy for us to do so. 

We will only use someone’s first name and only if they are happy for us to do so.  

We will keep a record of the photograph and original name so we can delete it if someone is no longer happy for us to use it.   

How long we keep it 

We would keep the photo for as long as the individual is happy for us to use it and as long as it is relevant.  

What are your rights 

We rely on your consent to process the personal data you give us. This means you have the right to withdraw your consent at any time. If you do that, we’ll update our records immediately to reflect your wishes.  

Do we use any data processors 

No. 

E newsletter 

Purpose and legal basis for processing 

Our purpose for collecting the information is so we can provide you with the following communications: 

• Equation Newsletter: updates throughout the year on all the latest news from Equation relating to all aspects of our work, our team and the ways in which you can support us. 
• Professionals Newsletter: updates every month about our training courses and seminars, best practice and resources to improve work with survivors of domestic abuse in Nottingham City and Nottinghamshire County 
• Reel Equality Newsletter: For updates about the latest Reel Equality film club screenings as they are announced throughout the year. 
• Social Media Ambassador: Information and content for Equation’s social media ambassador community 

• Equation Fundraising Update: Information for our fundraising volunteers about supporting fundraising activities, initiatives and events. 

The regularity of these communications will be at a minimum of once of month. With more frequent communication of content that will be of interest and importance. 

• Equations Service for Men: For regular updates throughout the year about our service for male survivors of domestic abuse as well as training information relating to domestic abuse of men and best practice for supporting male survivors. 
• Future services and products from Equation 

The regularity of these communications will vary and will be on an ad hoc basis. We will communicate with you when there are changes to services and products available and when we consider content to be of interest and importance. 

The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. 

What we need 

• IP address 
• First name 
• Last name 

• Email 
• Location 

Why we need it 

We use your name and email address to send you our E-newsletter. We need the other information to monitor communications.  

What we do with it 

We only use your details to provide you with the email communications you have stated you want. Team members in Equation will only be given access to the data if it is required in order for them to deliver in their role. Other Team members may also be given access to the data if it is required to perform a specific duty. 

We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. We can obtain the following data via your account usage: 

• Sign up information: name, email, IP address, location, preferences 
• Engagement data: open rates, clicked links etc. 
• Changes you make to your account

We will use this info to  

• Extract data and upload into a third-party system for email communications purposes (this will occur on a rolling basis only for users who opt-in to receive Equation Communications) 
• Improve Equation communications by monitoring usage 
• Identify areas for more content 

• Obtain a geographical understanding of communication users 
• Extract data to target specific campaigns 

You will receive a confirmation email once you have submitted your details. 

How long we keep it 

Equation will retain data for as long as an individual maintains their activity, preferences and consent. 

Data lists will be routinely updated every 2 years. Old email addresses, unsubscribed accounts and inactive accounts will be deleted. Data held on those who have unsubscribed will be kept within Mailchimp to maintain preference awareness until routine cleanse of data occurs. 

Paper sign-up sheets will be shredded once data is processed onto mailchimp. 

Data lists compiled for specific campaigns will be held for the length of the campaign and then deleted. 

What are your rights? 

We rely on your consent to process the personal data you provide to us for marketing purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If you do that, we’ll update our records immediately to reflect your wishes. 

You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at privacy@equation.org.uk and requesting your name/email address to be removed from Equation communications. This will be done within 2 weeks of your initial request. 

If you wish to delete your account entirely, please email privacy@equation.org.uk. Your account will be deleted within 2 weeks of your initial request. 

You can update your preferences at any time by clicking on the update preferences link in the footer of any email you receive from us. 

Do we use any data processors? 

Yes – We use MailChimp as our marketing automation platform. By submitting your information, you acknowledge that the information you provide will be transferred to MailChimp for processing in accordance with their Privacy Policy and Terms. 

Equation uses a number of third party data storage providers for it’s business and data needs. These include: 

SharePoint online: is a cloud-based service from Microsoft. Equation uses SharePoint for all its internal files. All employees have a separate log in and certain areas have restricted access. No information is ever transported on devices or memory sticks.  

Microsoft Office: Equation uses Microsoft Office 365 for it’s email communications. For more info on security go to https://products.office.com/en-gb/business/office-365-trust-center-security 

Donorfy Cloud storage: Donorfy is a Customer Relations Management Tool. Equation stores data about supporters, customers, donors, funders and suppliers in Donorfy. For more info on security go to: https://donorfy.com/security/ 

CJSM secure email: For secure emails relating to the Men’s Service Equation uses CJSM secure email. For more information on security go to: http://cjsm.justice.gov.uk/ 

EasyQuest: Equation uses Easyquest to send out surveys for feedback and evaluation. All communication is SSL encrypted.  

Eventbrite: Equation use Eventbrite to administer events and tickets. For more information on security go to https://www.eventbrite.co.uk/security/ 

Mailchimp: Equation uses mailchimp for all marketing email communications. For more info on security go to https://mailchimp.com/about/security/ 

Oasis, On track system: Equation uses Oasis On Track system for service user files for the Men’s service. OASIS is hosted at the premier hosting centre in the UK at Rackspace in London. Your data is encrypted in transit and at rest and backed up regularly. The internal infrastructure is PEN (Penetration) tested and regular application security tests and audits are performed. Additionally, the system has been approved for “Official Sensitive” classified information. 

Quickbooks: Equation uses quickbooks for all it’s bookkeeping. For more info on security go to: https://quickbooks.intuit.com/uk/accountants/advanced-security/ 

WooCommerce: Equation uses WooCommerce to process orders of our products and resources.

WordPress: We use WordPress to process the information you provide via the site. Most Information is not stored on WordPress but passed on to the 3rd party processors laid our above, Mailchimp, Eventbrite. Donorfy. If you complete an enquiry form this information is emailed to us and not stored online.  

If you complete a survey on our website this information is stored temporarily on our website and will be removed within 3 months.  

Exact Metrics: We use exact metrics to process the data collected from you via cookies.