Data Privacy Statement

At Waverley Hoppa Community Transport, we’re committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes.

Any questions regarding this Policy and our privacy practices should be sent by email to enquiries@ hoppa.org.uk or by writing to us at Unit 8, Towergate Business Centre, Coopers Place, Combe Lane, Wormley, Surrey, GU8 5SZ. Alternatively, you can telephone 01428 681701.

Acknowledgement and acceptance

This Privacy Policy sets forth the current privacy practices with regard to the information collected when you interact with our website.

By accessing our website, you acknowledge and fully understand this Privacy Policy and freely consent to the information collection and use practices described below.

You will have been contacted separately for your consent in relation to any personal data that we need to store in relation to the provision of our services to you or contacting you for information / marketing purposes.

Who are we?

We are an independent not for profit Company which started in May 2002 as a result of an initiative by Surrey County Council and Waverley Borough Council.  With effect from 16th July 2004 we received Charitable Status (Charity No 1104954).  Some of our funding is received from the two councils and we also receive support from local businesses and other organisations.

Our staff consists of a small, dedicated group of professionals and a team of trained drivers. These in turn are supported by a voluntary board of directors.

 How do we collect information from you?

We obtain information about you when you use our website, for example, when you contact us about our services, when you register with us, to make a donation, or if you register to receive one of our newsletters.

What type of information is collected from you?

We collect information about you when you register with us or use our services. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. Website usage information is collected using cookies; information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when.

How is your information used?

We may use your information to:

  • process a donation that you have made;
  • process the registration that you have submitted;
  • to carry out our obligations arising from any contracts entered into by you and us;
  • dealing with entries into a competition;
  • seek your views or comments on the services we provide;
  • notify you of changes to our services;
  • send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our services;
  • process a grant or job application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Marketing

We would like to send you information about Waverley Hoppa Community Transport and our service which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us by email: enquiries@ hoppa.org.uk or by writing to us at Unit 8, Towergate Business Centre, Coopers Place, Combe Lane, Wormley, Surrey, GU8 5SZ. Alternatively, you can telephone 01428 681701.

Who has access to your information?

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf

We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the Waverley Hoppa Community Transport network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our supporters and customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for the community and our services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: enquiries@ hoppa.org.uk  or telephone on 01428 681701.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: enquiries@ hoppa.org.uk , or write to us at: Unit 8, Towergate Business Centre, Coopers Place, Combe Lane, Wormley, Surrey, GU8 5SZ. Alternatively, you can telephone 01428 681701.

You have the right to ask for a copy of the information Waverley Hoppa Community Transport hold about you, we may charge £10 for information requests, to cover our costs in providing you with details of the information we hold about you.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely.

We do not hold any sensitive information (such as credit or debit card details).

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we   cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Profiling

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Use of ‘cookies’

Like many websites, cookies may be used by this website to personalise or enhance your user experience. A cookie is a small text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programmes or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.

One of the primary purposes of cookies is to provide a convenience feature to save you time. For example, if you personalise a web page a cookie helps the site to recall your specific information on subsequent visits. Hence, this simplifies the process of delivering relevant content and eases site navigation by providing and saving your preferences and login information as well as providing personalised functionality.

You do have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can modify your browser setting to decline cookies. If you reject cookies by changing your browser settings then please be aware that this may disable some of the functionality on this website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Downloads

This website contains downloadable materials. Please be aware that the owner of this website is not responsible for issues arising from use or misuse of such material available.

Users are encouraged to run any downloads through a virus scanner as you would any file you download from the Internet, although every effort is made to ensure files are virus free, however you do have the ability to accept or decline downloads.

All downloadable materials are the property of Waverley Hoppa Community Transport and you are respectfully asked to obtain written or verbal permission before using any of these materials in any way.

Google Analytics

Visitors to this website who have javascript enabled are tracked using Google Analytics. Google Analytics collects the following types of information from users:

  • Your hostname, network location and Internet Protocol address
  • The type of browser and operating system being used
  • The city, county and country from which you accessed the site
  • The date, time and total duration of your visit
  • The name of your internet service provider
  • The pages you viewed on this website and the time spent on each page
  • The page you linked to this website from or the search engine query used to reach it
  • The amount of screen colours in use and the resolution of your monitor
  • Whether Javascript is enabled and what version of Flash you are running
  • Your bandwidth (connection speed)

Google Analytics data is shared with Google. For more information on Google’s Privacy Policies, visit: http://www.google.co.uk/privacypolicy.html

This data is primarily used to optimize this website for visitors and search engines, however this data may also be used for marketing purposes such as telling potential advertisers how many visitors there are, where the visitors come from and how they arrive to this website.

This data DOES NOT include any personal identification information such as names, phone numbers, postal addresses or email addresses.

Web Server Logs

When you visit this website, information may be tracked to administer the website and analyse its usage. Examples of the information tracked includes:

  • Your hostname, network location and Internet Protocol address
  • The type of browser and operating system being used
  • The city, county and country from which you accessed the site
  • The date, time and total duration of your visit
  • The name of your internet service provider
  • The pages you viewed on this website and the time spent on each page
  • The page you linked to this website from

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Storage of Data

Microsoft Azure

All customer data details are all stored in a SQL server database that hosted in Azure. Below is a link to their ‘Trust Centre’ which explains how they manage security.

https://www.microsoft.com/en-us/TrustCenter/Security/default.aspx and specifics about databases,

https://docs.microsoft.com/en-us/azure/sql-database/sql-database-security-overview.

Our actual data is stored in SQL Azure database and we follow all the recommendations on security with regard to our connections.

Full database backups happen weekly, differential database backups generally happen every few hours, and transaction log backups generally happen every 5 – 10 minutes. Each SQL Database backup has a retention period that is based on the service-tier of the database. The retention period for a database in the Standard service tier is 35 days. Our databases are in the Standard Service Tier, so backed up in effect every 10 – 15 minutes and stored for 35 days.

We review our storage and security regularly and endeavour to provide the most secure facilities for your data.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in April 2018.