Keep Britain Tidy is registered in England and Wales under the registered charity number 1071737 and also as a limited company registered under the company number 3496361. Our registered office is at Elizabeth House, The Pier, Wigan, WN3 4EX.
You can contact us:
We are registered as a data controller with the UK Information Commissioner's Office.
Our data protection registration number is Z5657940.
If you have a concern about the way we are collecting or using your personal data, we would ask that you raise your concern with us in the first instance by contacting our Data Protection Officer, David Smith in writing: David.Smith@keepbritaintidy.org or David Smith, Keep Britain Tidy, Elizabeth House, The Pier, Wigan, WN3 4EX.
Alternatively you can make a complaint to the Information Commissioner’s Office at https://ico.org.uk/concerns/ or write to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Keep Britain Tidy is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you, during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).
It applies to all supporters, customers, employees, workers and volunteers of Keep Britain Tidy.
The policy was last updated on 22nd May 2018
Keep Britain Tidy is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
We will comply with data protection law. This says that the personal information we hold about you must be:
1. Used lawfully, fairly and in a transparent way;
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
3. Relevant to the purposes we have told you about and limited only to those purposes;
4. Accurate and kept up to date;
5. Kept only as long as necessary for the purposes we have told you about;
6. Kept securely.
We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
You have a variety of tools to control cookies, including browser controls to block and delete cookies, controls from some third-party analytics service providers to opt out of data collection and in application settings to control which cookies we will use. Your browser and other choices may impact your experiences with our products.
Our websites may include hyperlinks to third party websites.
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Officer, David Smith (email@example.com) in writing. Please note, there are some specific circumstances where these rights do not apply and we can refuse to deal with your request.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
On finding or causing a breach, or potential breach, the breach will be reported to our Data Protection Officer, immediately upon discovery. The details of the breach will be recorded.
Our Data Protection Officer will carry out an assessment of the actions necessary to mitigate any harm that might result from the breach. Each breach will be assessed on an individual basis and any actions taken shall be appropriate to the particular circumstances of the incident in question.
Keep Britain Tidy will notify the ICO without undue delay and, in any event, within 72 hours of becoming aware of it, where a breach is likely to result in a risk to the rights and freedoms of individuals. This means that, if unaddressed, the breach would be likely to have a significant detrimental effect on the individuals concerned – for example, result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage.
A copy of our Data Breach Policy is available from our Data Protection Officer, David Smith firstname.lastname@example.org.
You may want to see a copy of the information Keep Britain Tidy holds about them. You are entitled to be:
A Subject Access Request (SAR) provides a right for you to see your own personal data, rather than a right to see copies of documents that contain your personal data.
To avoid personal data about one individual being sent to another, either accidentally or as a result of deception, we will ask for enough information to judge whether the person making the request is the individual to whom the personal data relates (or a person authorised to make the subject access request on your behalf.
A request must be in writing (this includes faxes, emails and requests made over social media).
Keep Britain Tidy will respond to a SAR promptly and in any event within one month of receiving it. This timeframe will begin from the date we receive all the information necessary to verify your identity There are certain circumstances where we can extend this timeframe. We will notify you if it is necessary for the timeframe to be extended.
A copy of our Subject Access Request Policy is available from our Data Protection Officer, David Smith email@example.com.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
Details of retention periods for different aspects of your personal information are available in our Data Retention Policy which is available from our Data Protection Officer, David Smith firstname.lastname@example.org.
In the circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer, David Smith in writing. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
We reserve the right to update this privacy notice at any time. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact our Data Protection Officer, David Smith in writing: David.Smith@keepbritaintidy.org or David Smith, Keep Britain Tidy, Elizabeth House, The Pier, Wigan, WN3 4EX.
This section applies to people who choose to support one or more of our campaigns or sign up to receive our general email updates.
Our current campaigns include:
Our news updates are sent out via email, usually once a week
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
There are "special categories" of more sensitive personal data which require a higher level of protection.
We will collect, store, and use the following categories of personal information about you:
We collect personal information about our supporters through the Keep Britain Tidy website. Supporters are asked to ‘opt-in’ to receive information about a campaign by providing some or all of the personal information listed above.
Supporters will also be asked if they wish to receive our email news updates, giving more information on our other work. Supporters will ‘opt-in’ to receive these email news updates.
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
1. Where we need to email you with information on the campaign you have chosen to support or with our email news updates
2. Where we need to comply with a legal obligation.
3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
1. Where we need to protect your interests (or someone else's interests).
2. Where it is needed in the public interest.
We need all the categories of personal information to allow us to tell you about the campaign you have chosen to support and to provide you with regular information and updates on the campaign. If you have chosen to receive our email news updates we will use your personal information to send out the email to you. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.
The situations in which we will process your personal information are listed below:
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We will share your personal information with third parties where required by law, where it is necessary to administer our relationship with you or where we have another legitimate interest in doing so.
We may have to share your data with third party service providers.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
"Third parties" includes third-party service providers (including contractors and designated agents). Personal data may be shared with the third parties set out below and a link to their privacy statements is provided.
(i) Sugar Customer Relationship Management (CRM) system
We use the CRM to store and process your personal data.
(ii) Campaign Manager
We use Campaign Monitor to distribute emails to our supporters and clients
(iii) Google Analytics
We use Google Analytics to monitor how our websites and webpages are used by visitors to our sites
This section applies to people who sign up to receive or purchase products or services from Keep Britain Tidy. We may update this notice at any time.
Our current products and services include:
We collect personal information through the following websites:
Customers receive products and services by providing some or all of the personal information listed above.
Customers will also be asked if they wish to receive our email news updates, giving more information on our other work. Customers will ‘opt-in’ to receive these email news updates.
1. Where we need to email you with information on the product or service you are about to receive or have received
2. Where we need to update you with new information on the product or service you have received
3. Where we need to provide you with information that helps you get best value from the product or service you have received
4. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
5. We may also use your personal information in the following situations, which are likely to be rare:
We need all the categories of personal information primarily to allow us to tell you about the product or service you have chosen to receive and to provide you with updates on the product or service. If you have chosen to receive our email news updates we will use your personal information to send out the email to you. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.
This section applies to current and former employees, workers and volunteers. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
We collect personal information about employees, workers and volunteers through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We may sometimes collect additional information from third parties including former employers, agencies or other background check agencies.
We will collect additional personal information in the course of job-related activities throughout the period of you working for us.
1. Where we need to perform the contract we have entered into with you.
We need all the categories of personal information to allow us to perform our contract with you and to enable us to comply with our legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below:
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
1. In limited circumstances, with your explicit written consent.
2. Where we need to carry out our legal obligations and in line with our data protection policy.
3. Where it is needed in the public interest, such as for equal opportunities monitoring, and in line with our data protection policy.
4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
We will use your particularly sensitive personal information in the following ways:
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
We envisage that we will hold information about criminal convictions.
We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us.
Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
1. Where we have notified you of the decision and given you 21 days to request a reconsideration.
2. Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
3. In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
We may have to share your data with third parties, including third-party service providers.
"Third parties" includes third-party service providers (including contractors and designated agents). The following personal data is shared with third parties as set out below. A link to their privacy statements are also set out below.
Payroll process: employee and worker name, status, nationality, email address, job title, NI number, contract details, P45/46 for tax purposes, annual salary, DOB, Address, Bank details. Also receive notification (under processing of salary) for: maternity, childcare vouchers, paternity leave, shared parental leave, pension contribution, cyclescheme contributions, details of leavers, employee number.
Name, DOB, Driver number, Address, Email Address, Vehicle details (including registration number, make and model, date of 1st registration, road tax expiry, MOT expiry, MOT certificate number, Insurance Co., Insurance Policy number, Insurance expiry, type of cover, details of leavers.
(iii) Friends Life
Name, gender, DOB, NI number, salary, job title, location, details of leavers
Name, email address, department, location, details of training, details of leavers (archive)
(v) Scottish Widows
Employee Number, Name, status, DOB, Gender, NI Number, Nationality, postal address, email address, employment start date, monthly or fortnightly salary details,
(vii) Health Shield
Name, email address, postal address, location of work, DOB, NI number, date of salary paid, start date, level of cover, details of leavers.
Any individual data you input independently to the scheme – Keep Britain Tidy does not transfer any data to them.
(ix) 1st IT
Our third party contractor supporting our I.T. and telephone systems
Part of the Keep Britain Tidy Familly
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