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Privacy Policy

Reducing the Risk (RtR) maintains a database of information about Domestic Abuse Champions (both past and current), training attendees, donors, subscribers to our e-bulletin, and other friends of RtR in order for us to stay in touch and keep you updated about news, events, training, fundraising activities and other areas of interest. 

We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use (“process”) it. This applies whether you:

  • use our website or associated websites for a specific activity, such as signing up to our e-bulletin, donating or booking onto a training course;
  • join our online community by registering on this website and creating an online profile.

In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information (or “data”) about you. 

We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any minor changes. 

For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is Reducing the Risk. 

If you have any questions regarding this Policy or your personal information, please get in touch with the Data Controller at data@reducingtherisk.org.uk.

The type of personal information we collect

The information we have about you depends on where we collect it, and what your relationship with Reducing the Risk is, but may include:

  • First name
  • Last name
  • Email - work and personal
  • Work address
  • Phone number - work and personal
  • Photographs 
  • Gender
  • Date of birth
  • Job role and organisation
  • Job geographical location
  • Your manager’s contact details
  • Language/s spoken
  • Participation in our events, emails, surveys and other activities 
  • Donations made to Reducing the Risk
  • Geo-location data (your geographical location based on your IP address)
  • Log-ins and activity on the website
  • A record of payments made via the website ( we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, shop purchases or online donations
  • Consent options and communication preferences
  • Content (such as announcements, news stories, photos, documents, comments, events, jobs) that you post on this website or provide to us by other means
  • Messages that you send to other community members via the direct messaging system when logged in to this website

Where we collect information from

We may collect personal information when you:

  • Visit this website
  • Create or update your online profile
  • Register to become a Domestic Abuse Champion
  • Post content on to this website or other websites and social media sites managed by Reducing the Risk
  • Take part in an event including webinars, online training, in-person training and Network meetings
  • Complete evaluations following training or events
  • Attend a meeting with us and provide us with information
  • Contact us in any way including online, email, phone, SMS, social media or post
  • Send a message via the direct messaging system on this website
  • Sign-up to receive our e-bulletin

How we use your information

We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:

  • providing you with the information or updates that you have asked for;
  • sending you communications (with your consent if required) that may be of interest, including invitations to events, newsletters and fundraising campaigns;
  • delivering our obligations under any contract between Reducing the Risk and you as an individual;
  • seeking your views on the services or activities we carry out, so that we can make improvements;
  • updating our database records and ensuring we know how you prefer to be contacted;
  • analysing your engagement with our website and other content to help us improve our services for you;
  • if you are registered as a Domestic Abuse Champion we will also use your information to administer and operate our Domestic Abuse Champions’ Network and by registering you give your consent to this.

We may share some Domestic Abuse Champion data with:

  • local Domestic Abuse and Community Safety coordinators or other nominated officers in our affiliated local government areas who assist in operating the Network in their areas;
  • lead staff from organisations who employ you, may sponsor your training and support your role as Champion;
  • other individuals in the Reducing the Risk Domestic Abuse Champion network so that they can contact you relating to the DA Champion role. You can control which information is shared about you and whether this is public or shared only with those you have consented to share it with.

Please note that if you are registered with our online community of Domestic Abuse Champions, the information we share about you, with your consent, is the information you provide us with when you register.  You are responsible for the accuracy of the information we hold on you. Please will you check its accuracy when you register, and update it when necessary. We are not able to double-check it and cannot take responsibility if it is not correct.

Our legal basis for processing your information

The use of your information for the purposes set out above is lawful because one or more of the following applies:

  • you have given us your consent for the information to be used;
  • it is necessary for us to hold and use your information to carry out our obligations under an agreement entered into with you;
  • it is necessary for our legitimate interests to hold and use your information and we are not impacting your privacy by doing so.

A fourth basis applies if you are a Domestic Abuse Champion, and it is necessary for us to hold and use your information to carry out our obligations under a contract entered into with the Local Authority or organisation you are a Domestic Abuse Champion for.

Updating your consent preferences

If you have an online profile on this website you can update your consent options by logging-in and clicking on “My Settings” in your profile.  Scroll down to find your ‘Consent options’ where you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”. 

Via ‘My Settings’ you can also choose to hide your profile from Google, limit access to your profile so that it’s only viewable to your connections and adjust some of the automatic notifications that you receive from this website.  Please note that your name (but not full profile) may appear in various places around the community website, such as a ‘Recent Joiners’ box and in ‘Search’ results irrespective of the privacy settings you have selected.

If we are using consent as our legal basis for processing your data, we must have an explicit “opt-in” from you for this specific type of processing. When we review our consent options and add in additional features, you may be asked to confirm your consent again and “opt-in”.

If we are using legitimate interests as our legal basis for processing your data, we will process your data responsibly in a way that you would reasonably expect, and you can opt-out at any stage.

If you click ‘unsubscribe’ at the bottom of one of our emails sent you will be automatically opted-out of these types of email communications in the future.

If you want to contact us about your consent preferences please contact the Data Controller by email: data@reducingtherisk.org.uk.

How we keep your information safe

We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.

Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and managed by our website provider, ToucanTech. Industry-standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols.

We always ensure only authorised persons have access to your information, which means only our approved employees and contractors, and that everyone who has access is appropriately trained in data management.

If you have an online profile for this website you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone. Breach of this may result in restricted access to the site. 

No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.

Who has access to your information?

  • Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event.
  • Web hosting, email hosting, analytics and search engine providers that enable us to run our community database and improve our website and its use.

We will not share your personal information with any other third parties without your express consent. The only exception is if we have reason to believe it is necessary in order to safeguard an adult at risk or child.

Keeping your information up to date

Please keep your contact details up to date. Online members can update their details directly by logging in to the website and clicking on ‘My Settings’ under your profile.  You can also update your details by contacting us at data@reducingtherisk.org.uk.

How long we keep your information for

We will hold your personal information for as long as it is necessary for the relevant activity.

Where we rely on your consent to contact you for direct email marketing/ fundraising purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. This will usually be for 2 years. We may periodically ask you to renew your consent.

If you ask us to stop contacting you, we will keep a record of your contact details and the limited information needed to ensure we comply with your request. If you ask us to remove your personal data from our database we will delete all the information we hold out apart from your name and archive your record in our database.

Your rights

You have the right to request details of how we use your personal information through making a subject access request. Such requests have to be made in writing by emailing Reducing the Risk on data@reducingtherisk.org.uk.

You also have the following rights:

  • to request rectification of information that is inaccurate or out of date;
  • to the erasure of your information (the “right to be forgotten”);
  • to restrict the way in which we are dealing with and using your information; 
  • to request that your information be provided to you in a format that is secure and suitable for reuse (the “right to portability”);
  • in relation to automated decision-making and profiling.

All of these rights are subject to certain safeguards and limits or exemptions.  To exercise any of these rights, you should contact Reducing the Risk at the above email address.

If you are not happy with the way in which we have processed or dealt with your information, we would appreciate hearing from you first via contact@reducingtherisk.org.uk. If you are not satisfied with the way your complaint or query has been handled, you can contact the Information Commissioner’s Office here https://ico.org.uk/.

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This Policy was last updated in February 2021.

You can view more information about how Reducing the Risk holds, uses and manages your data in our general Privacy Policy: https://reducingtherisk.org.uk/privacy-policy/

Find out about our use of Cookies here: https://www.hub.reducingtherisk.org.uk/cookie-policy

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