Privacy Policy
Scope of this Privacy Policy
[ 1 ] This policy explains how and why Q Soace collects and uses your personal data when you visit our website or use our messaging, telephone and email services.
[ 2 ] This policy should be read in conjunction with Cookies Policy
[ 3 ] Everything that we do is guided by our Values, including how we use your personal data. We use personal data for many reasons, from understanding how our service users engage with us to informing our fundraising. Ultimately, this allows us to do our job of supporting the LGBT+ community.
[ 4 ] These are the main reasons why we collect and use personal data about our service users:
[ 4.1 ] To improve service user experience;
[ 4.2 ] To provide and manage our services appropriately;
[ 4.3 ] To carry out data analysis and send you communications when we have your permission; and
[ 4.4 ] To enable us to target some services to those most in need of them.
[ 5 ] We think carefully about our use of personal data, and below are details of what we do to protect your privacy. This policy covers, among other topics:
[ 5.1 ] Information about your rights and our obligations;
[ 5.2 ] Clarity about our dealings with you and transparency about how we collect and use your personal data;
[ 5.3 ] Commitments on how we protect your personal data; and
[ 5.4 ] Commitments on how we will facilitate your rights and respond to your questions.
About this Privacy Policy
[ 6 ] This policy explains how we at Q Space collect, use, share and transfer your personal data when you use the services provided by us or help us provide these services. When we refer to “we” or “us” in this privacy notice we are referring to Q Space. When we refer to "you" we are referring to the user of the website, social media, or as an individual or group accessing
[ 7 ] Personal data is any information about you by which you can be identified. This can include information such as:
[ 7.1 ] Your name, date of birth, email address, postal address, phone number, mobile number;
[ 7.2 ] Debit card details;
[ 7.3 ] Information about your device (such as the IP address, which is a numerical code to identify your device that can provide information about the country, region or city where you are based);
[ 7.4 ] Information relating to your personal circumstances and how you use our site and services; or
[ 7.5 ] Special category data is personal data about your race, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, gender or sexual orientation..
[ 8 ] Sometimes, as part of our services, we may provide links to third party sites and services. These sites and services have their own privacy policies. If you follow a link to a third party, you should read the privacy policy shown on their site.
Who We Are and How to Contact Us
[ 9 ] The designated Data Protection Officer for our sites and services is the Chair of Q Space. If you want to contact us, you can Contact the team via email using the email address qspacenorthampton@gmail.com
What Personal Data We Collect and How We Use It
[ 10 ] We collect personal data, which we anonymise, when you use our services and when you browse our site or contact us via email and or social media. This information is used to provide and improve our services and analyse how visitors use our site and services.
[ 11 ] We will only collect personal data for the purposes of providing specific services which need this, or for marketing purposes. In each of these cases your permission will be sought to hold or use this information. Personal data provided for safeguarding referrals will be deleted after the referral has been made. All data is retained for no longer than 5 years from last contact.
[ 12 ] Personal data that we may collect from you could include any of the following:
[ 12.1 ] Your name;
[ 12.2 ] Your email address;
[ 12.3 ] Personal characteristics;
[ 12.4 ] Data needed for requested referrals and support e.g. geographical location, type of request/service/support you require in relation to your situation (Special Category data).
[ 13 ] When you use our site, we may also use cookies or similar technology to collect extra data e.g. for Google Analytics, including:
[ 13.1 ] Your IP address – a numerical code to identify your device and which can provide information about the country, region or city where you are based; and
[ 13.2 ] Your browsing history of the content you have visited on our sites, including information on how you were referred to our sites via another website.
[ 14 ] Some of our services may give you the option of providing more information about your preferences, so that we can tailor your experience. Signing up to the mailing list or when donating may also mean that we ask you for further details.
[ 15 ] We will only collect special category data if you have chosen to provide that information to us.
Why We Use Your Personal Data
[ 16 ] We use personal data for a number of purposes, including the following:
[ 16.1 ] To provide our service or responce to enquiries by phone, instant message or email or any other services you sign up for, such as sending out newsletters; and
[ 16.2 ] To send marketing communications when we have your permission, or when permitted by law and for related internal administrative purposes – such as our accounting and records – and to make you aware of any changes to our services;
[ 16.3 ] To improve our communications, we may use a similar technology to cookies to confirm whether you have opened a marketing email or clicked on a link in the email;
[ 16.4 ] To respond to your queries and to resolve complaints;
[ 16.5 ] For security and fraud prevention, and to ensure that our sites and services are safe and secure and used in line with our terms of use;
[ 16.6 ] To ensure that services offered by you or your organisation are genuine, non-exploitative and appropriate for our service users; and
[ 16.7 ] To comply with applicable laws and regulations.
[ 17] We also use personal data, which we anonymise, for a number of purposes, including:
[ 17.1 ] To carry out service research and fundraising analysis; for example we look at what you have viewed on our site, and what types of queries have been made, to better understand what the LGBT+ communities require from us, and to improve our services by making them more relevant to your needs; and
[ 17.2 ] For statistical purposes such as analysing the performance of our sites and services and to understand how visitors use them.
Legal Grounds For Using Your Personal Data
[ 18] We will only use your personal data where we have a legal ground to do so. We determine the legal grounds based on the purposes for which we have collected and used your personal data. In every case, the legal ground will be one of the following:
[ 18.1 ] Consent: For example, where you have provided your consent to receive information from us. You can withdraw your consent at any time. In the case of marketing emails or newsletters you can withdraw your consent by clicking on the “unsubscribe” link at the bottom of the email / replying to the email to indicate you would like to be removed from our mailing list. We also ask for your explicit consent for any special category data that you choose to share with us.
[ 18.2 ] Our legitimate interests: Where it is necessary for us to understand our service users, promote our services and operate our services efficiently. For example, we will rely on our legitimate interest when we analyse what content has been viewed on our sites and apps, so that we can understand how they are used. It is also in our legitimate interest to carry out fundraising analysis to determine what products and services may be relevant to the interests of our supporters.
[ 18.3 ] Performance of a contract or agreement with you (or in order to take steps prior to entering into a contract with you): For example, where you have become a volunteer, staff member or trustee of the organisation.
[ 18.4 ] Compliance with law: In some cases, we may have a legal obligation to use or keep your personal data.
Personal Data That We May Receive About You From Other Organisations
[ 19 ] From time to time, another organisation may disclose your personal data to us while seeking appropriate advice or referral information. Where this is part of an ongoing organisational relationship, Q Space will seek to ensure that the third-party organisation has appropriate privacy and data protection policies which it abides by. Any such information disclosed to us by third party organisations will be kept only for as long as needed to perform the task required.
Who We Share Your Personal Data With
[ 20 ] If you are going to one of our events hosted by an event partner, we may share your personal data with that partner for event administration purposes.
[ 21 ] Sometimes we may receive a letter, email or another form of communication from you that we consider to be significant to the history of Q Space. We may ask to share this with our History collecting team for historic and archiving purposes.
[ 22 ] We do not share your personal data with other people or organisations that are not directly linked to us except under the following circumstances:
[ 23 ] We may share your data with other organisations that provide services on our behalf (for example, service providers dealing with online payments and other forms of payment processing, i.e. credit card transactions and preventing fraud) or with our professional advisers (for example, our auditors, insurers and lawyers).
[ 24 ] We may also share your data with referral organisations, but this will always be with your explicit consent in advance.
[ 25 ] In exceptional circumstances such as imminent danger to life or ongoing safeguarding needs, we may reveal your personal data to any law enforcement agency, Local Authority Designated Officer (LADO) or Local Safeguarding Adults Board in England, or their equivalents in Scotland, Wales and Northern Ireland.
[ 26 ] If we are required to share your personal data with a court, regulator, government authority or other organisation to meet a legal or regulatory obligation, or otherwise to protect our rights or the rights of anyone else.
How We May Contact You
[ 27 ] We may contact you directly for a variety of purposes including the following:
[ 27.1 ] To communicate information requested on our services or as part of these services;
[ 27.2 ] To invite you to events;
[ 27.3 ] To inform subscribers to our newsletters;
[ 27.4 ] To undertake market research; and
[ 27.5 ] If you have raised a query or a complaint with us, we may contact you to answer your query or to resolve your complaint.
Your Rights on Data We hold on You
[ 28 ] You can contact us with regard to the following rights in relation to your personal data. We will normally deal with requests within one calendar month but, if your request is complicated or if you have made a large number of requests, it may take us longer, and we will let you know if we need longer than one month to respond. You will not normally have to pay a fee to exercise your rights, but we may charge a reasonable fee if your request is unfounded, repetitive or excessive.
You have the right to:
- Request access to your personal data (commonly known as a subject access request). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Ask us to correct personal data that we hold about you which is incorrect, incomplete or inaccurate.
In certain circumstances, you also have the right to:
- Ask us to erase your personal data from our files and systems where there is no good reason for us continuing to hold it.
- Object to us using your personal data to further our legitimate interests (or those of a third party) or where we are using your personal information for direct marketing purposes.
- Ask us to restrict or suspend the use of your personal data, for example, if you want us to establish its accuracy or our reasons for using it.
- Ask us to transfer your personal data to another person or organisation.
[ 29 ] To ask or request any of the above please contact our team via email: qspacenorthampton@gmail.com
Changes to this Privacy Policy
[ 30 ] If we decide to change our privacy policy we will post the changes here. If the changes are significant, we may also choose to email all our registered users with the new details. If required by law, we will get your permission or give you the opportunity to opt out of any new uses of your data.
Cookies Policy
This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third-party applications like Google Analytics.
Our site uses cookies to track the number of times our website and specific pages are visited. This is anonymised and we do not collect your IP address.
However, you may prefer to disable cookies on this site and on others. 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.