Introduction

Northern Ireland Veterans Movement (NIVM) is committed to ensuring the privacy of all our users. This policy represents our commitment as an organisation to your right to privacy, giving you a clear explanation about how we use your information and your rights over that information.

This policy applies to the online system offered by NIVM to the public, through our website www.nivm.co.uk
References to ‘we’, ‘us’ and ‘our’ are to Northern Ireland Veterans Movement (NIVM).

NIVM is the registered data controller to which the policy refers. Our full details can be found at the end of this policy and please feel free to contact us with any questions related to it. This policy was last updated on [30] June 2021 and is reviewed every 12 months.

What types of information do we collect and how?

The type and amount of information we receive and store depends on how you use our websites. You can access most of the pages on our websites without telling us who you are and without revealing any personal information.
Our web servers use cookies and collect anonymous logs during user visits to our websites which provide valuable information for improving them in the future.

In some circumstances your information may be shared with us by third parties, but only where you have specifically consented.

We collect personal information in the following ways:

• When you sign up to online actions or express an interest in joining us as a member
• When you make a donation to us
•  When you apply for affiliation
•  When you fill out the enquiry form on our media centre page
•  When you purchase something from our online shop

If you choose to provide it, we can collect the following types of personal information from you:

• Name
•  Address
•  Email address
•  Phone number
•  Credit card details

How do we use information collected?

We use your personal information collected via our websites for the following purposes:

• To undertake email actions or compile petitions
•  To update you on our campaigns and activities
•  To ask you to donate or get involved in our campaigns
•  To action your expression of interest in joining NIVM
•  To administer your membership of NIVM
•  To process donations that we receive from you
•  To improve our websites
•  To fulfil any legal obligations

Legal basis of processing

Data protection law requires us to have a legal justification to process your personal information. We use the following depending on the type of data and the type of processing:

Consent

We require your consent to send you our communications for example to send you emails to update you on our work and our campaigns and to request donations. We will only process your information in this way if you consent.

To fulfil a contractual obligation

If you donate to us or express an interest in joining our movement we will process the personal data you provided to process that donation or action your membership request.

Legal obligation

We will process your personal information to fulfil any legal obligations placed upon us, such as the prevention of fraud or money-laundering. We will also process your personal information if lawfully required to do so by a legal authority or a court of law.

Necessity

For example where you are applying for an employment or volunteering opportunity with us, processing certain information is necessary for employment purposes.

Security

We take appropriate security measures to ensure that we keep your information secure, accurate and up to date. We also take care to ensure that we have secure systems for processing payments through our payment services provider. However the transmission of information over the Internet is never completely secure, so while we do our best to protect personal information, we cannot guarantee the security of information transmitted to our website.

Third Party Websites

On our website we sometimes have links to third party websites or applications. This policy does not apply to such pages or applications hosted or operated by other organisations. This includes the websites or applications of NIVM sections or related organisations or third party sites. These other sites may have their own privacy policies which apply to them.

Sharing of your personal information

We will only share your personal information in the following circumstances:

• Hosting and processing arrangements
•  Our websites are hosted by third party service providers and therefore any personal details you submit through them may be processed by that third party service provider.

We also use other third parties to process your personal details including in the following areas:

• • To action all online expressions of interest to join NIVM or take actions and manage all related communications
  • To process online payments
  • To process all information associated with applications for employment or volunteering opportunities and related recruitment processes.

All third party services providers process your personal information only on NIVMS’s behalf and are bound by contractual terms that are compliant with data protection law.

Payment processing and fraud

Where submitted, your card details may be disclosed to banks or relevant financial institutions to arrange payments. In the case of a suspected fraudulent transaction, your details may be further disclosed for the sole purpose of performing further checks (for example, disclosure to a credit checking agency).

Other sharing

We may also share your personal information with your permission, or if we are legally required to disclose your information in circumstances where this cannot be reasonably resisted.

Use of cookies

A cookie is a text-only piece of information that a website transfers to your computer’s hard disk so that the website can remember who you are. A cookie will normally contain the name of the Internet domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number.

If you wish to restrict or block cookies you can set your internet browser to do so – click on the following link for more information:  www.aboutcookies.org

Under 18s

If you are under 18 years of age and would like to get involved in NIVM’s work, please make sure that you have your parent/guardian’s permission before giving us personal information.

Retention Period For Data

We only hold your personal information on our systems for as long as is necessary for the purposes outlined above. We remove personal data from our systems once it is no longer required, in line with our guidelines on how long important information must remain accessible for future use or reference, as well as when and how data can be destroyed when it is no longer needed.
The length of time each category of data will be retained will vary depending on how long we need to process it for, the reason it was collected and in line with any statutory requirements. After this time the data will either be deleted or we may retain a secure anonymised record for research and analytical purposes.

Access to and your rights over your personal information

The personal data we hold about you is yours. You have the following rights over your information:

• To be informed how your data is being processed
• To access your data
• To rectify any data that is inaccurate
• To instruct us to delete your data
• To restrict our processing of your data (which includes contacting you via email) at any time. All our email communications to you will contain an unsubscribe link.
• To object to your data being stored.
• To move your data

If you wish to exercise any of these rights or have any questions about this policy you may contact us by email:
nivmovement@outlook.com

Complaints

If you wish to lodge a complaint about our handling of your personal data please get in touch with us on the details above with the details of your complaint; we aim to respond to all complaints within 14 working days.
If you are dissatisfied with how we have handled your complaint you may lodge a complaint with the Information Commissioner’s Office which is the UK regulator in charge of data protection and privacy enforcement:

Website: https://ico.org.uk/global/contact-us/
Telephone: 0303 123 1113