Privacy Policy

Privacy Policy
Open DAW is committed to respecting privacy of all users of the Open DAW website and in all other communications with Open DAW. This privacy policy governs the way Open DAW uses, maintains and discloses information collected from users of the Open DAW website, or via paper forms or email communications or verbally.

Privacy
Open DAW is committed to developing long lasting relationships based on trust and ensuring that your right to privacy is maintained and protected.

Information Open DAW collects and processes – personally identifiable information
Open DAW may request or collect personal information from users in a variety of ways, including through online forms, paper forms, emails and other instances where users of the centre volunteer to give such information. All personal information is collected only with an individual’s explicit verbal or written consent.

The information Open DAW collects is personal information that identifies you personally:

As an enquirer asking Open Daw to do something on your behalf:
Where you have given us explicit permission to speak to a third-party about your problem and your information is needed to talk the third-party organisation, for example, TV licensing as your license fee is overdue and you dispute this and you want Open DAW to talk to TV licensing on your behalf.

We will ask you to complete a consent form which records only your name and the date. These forms are stored securely and destroyed after six months. They are kept separately from our record book. Our record book records brief details of issues co-ordinators have dealt with to enable them to follow through on issues which may take many weeks to resolve. We use a number system to record individuals who Open Daw has helped on an issue. Just from the record book a person could not be identified directly. Our record books are destroyed on a rolling one-year basis.

As a volunteer with Open DAW:

When you have applied to be a volunteer at Open DAW and we will ask for your name, address and contact details. We ask for these contact details to be able to contact you to cover different hours and if we are unable to open due to adverse weather conditions. We ask for your age and status but these are purely optional questions and you may choose not to answer them. When this information on age and status is requested it is used anonymously in aggregate on grant application forms.

We ask for your next of kin details in case you were taken ill unexpected while volunteering with Open DAW and we needed to contact someone to tell them you have been taken ill.

You can cease being a volunteer with Open Daw at any time.

As a supporter – paying a contribution to Open DAW with/without Gift aid

As a supporter we will ask for your name, address and contact details so we can send you regular newsletters and so you can decide when we review the scheme annually if you still wish to continue to be a member. We also use your details when we are claiming gift aid back through HMRC on your donation to Open DAW.

When completing our supporter forms your bank details are only known by you as you pass them to your bank for a standing order.

You can stop being a member of the scheme at any time.

As a member of our mailing list

We will ask for your name and contact details – such as postal address and/or email address to send you our newsletter when you opt in to receive our newsletter.

You may decide to stop receiving this newsletter at any time.

Photographs
When taking photographs at an event our Open DAW photographers will ask for explicit consent from adults and parents/guardians of child taking part for the photos to be used on our website or social media. As many of our events are in the public arena other members of the public may appear in background shots which may be unavoidable.

Notices will be placed at Open DAW public events giving notification that photos may be taken by event photographers and where they may be published.

How Open DAW uses personal information

Open DAW will not in any way share this information with a third party either for free or by selling it, unless you specifically consented to such disclosures.

Maintenance of information
Open DAW shall retain your personal data in accordance with all applicable laws and remain consistent with the purpose in collecting your personal data and this may be stored on one or more databases directly maintained by Open DAW. Although Open DAW cannot guarantee that any loss, misuse or alteration of data will not occur; every effort is made to prevent such occurrences. Information will be regularly assessed for disposal and for renewal of your consent.

Disclosure of information
Open DAW will only disclose your information where you have agreed to that disclosure or where we are legally obligated to do so such as a court order.

Storage of information
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information. This includes an encrypted hard drive and encrypted memory sticks as well as using locked filing cabinets and a password policy.

Retention and disposal of personal data
Open DAW has a separate policy for the retention and disposal of personal data. Please see this policy for further information.

Website
Links to other websites
The Open DAW website contains links to other sites. Please be aware that Open DAW is not responsible for the privacy practices of such other sites. You are encouraged to read the privacy statements of each and every web site that collects personally identifiable information. The Open DAW privacy policy as described herein applies solely to information collected by Open DAW.

Intellectual property on the website
The copyright, trademarks and all other intellectual property rights in the material contained in the website, together with the website design, text and graphics, and their selection and arrangement, and all software compilations, underlying source code and software (including applets) belongs to Open DAW or is currently licensed to us, our subsidiaries or the providers of such information. All rights are reserved. None of this material may be reproduced or redistributed without our express written permission. You shall retain ownership of all copyright in data you submit to the website. You grant us a worldwide exclusive, royalty-free, non-terminable licence to use, copy, distribute, publish and transmit such data in any manner subject to our obligations.

Exclusions of liability re: website
We use reasonable endeavours to ensure that the data on the website is accurate and to correct any errors or omissions as soon as practicable after being notified of them. We do not guarantee that the website will be fault-free and do not accept liability for any errors or omissions.

We do not give any warranty that the website is free from viruses or anything else which may have a harmful effect on any technology and you should take your own safeguards in this area.

Use of cookies on Open DAW website
A cookie is a piece of data stored on the user’s computer tied to information about the user.

We use cookies to make the website work better. Some cookies are essential to make the website work. Weatherheads Web designed the Open DAW website and uses 1&1 website services to host the website.

We use session ID cookies. For session ID cookies, once you close your browser or log out, the cookie terminates and is erased. Session ID cookies may be used by 1&1 to track user preferences while the user is visiting the website. They also help to minimise load times and save on server processing. We use persistent cookies. A persistent cookie is a small text file stored on your computer’s hard drive for an extended period, for example when you continue after reading the cookie notice and this is held for one week.

Cookies used on the 1&1 website do not contain personally identifiable information.

Cookies Table –

SN = strictly necessary – need for website to perform basic functions

F=Functionality – used to store user preferences

P=Performance – cookies that record usage i.e. that is pages which are visited

A = Advertising / tracking – cookies that display, manage and measure ads

S=sessional p=persistent and t=third party

Name Why More info
Facebook.com

 

t/F These cookies are used when integrating Facebook and the sharing of content the Facebook feed.

Facebook cookie policy

https://www.facebook.com/policies/cookies/

s/SN PHP – PHP is the computer language used by this website. Web servers are not able to maintain information about a user, so PHP solves this by use of the PHPSESSID cookie. It uses the cookie to temporarily store user information for use across multiple pages. An example use: store a simple message when a form is submitted that can be displayed on a different page.
WAH accessibility s/F Only if the user uses the accessibility options on the website – change colour. Can be deleted by user during session.
s/F Only if the user uses the accessibility options on the website –  font change colour. Can be deleted by user during session.
Google Analytics p/P Statistics on the website
Google reCAPTCHA v2 – t/F Used to secure forms on our site from spam and abuse by automated software.
WordPress s/SN WordPress – Used to check whether your web browser is set to allow, or reject cookies
p/SN WordPress – For users who log in only. On login, WordPress uses the wordpress_[hash] cookie to store your authentication details. Its use is limited to the admin console area, /wp-admin/.
p/SN WordPress – For users who log in only. After login, WordPress sets the wordpress_logged_in_[hash] cookie, which indicates when you’re logged in, and who you are, for most interface use.
p/SN WordPress – For users who log in only. This is used to customize your view of the admin interface, and possibly also the main site interface. The number on the end is your individual user ID from the users database table.
Cookie consent p/F Used to record that you accept the fact that the site uses cookies.

 

Open Daw has a Facebook feed on the website and if you are logged into Facebook while viewing the site then Facebook’s cookie will allow you to, for example, like our Facebook page as you are logged in. To see Facebook’s privacy policies visit: https://www.facebook.com/help/325807937506242

We use Google Analytics on our website. How Google uses the data when you use our website may be found at: https://policies.google.com/privacy/partners
You may disable the Google Analytics function by means of a browser add-on to ensure the prevention of the sending of any analytical information to Google. http://tools.google.com/dlpage/gaoptout

Depending on the browser you are using to view the website you may also have cookies when looking at the website. For example, if you are using Chrome you may find you have other cookies via the browser. For more information see: https://policies.google.com/technologies/types

For more information on cookies in general: www.aboutcookies.org and how to control cookies https://www.aboutcookies.org/how-to-control-cookies/

Log files
The Open DAW website is currently being hosted by 1and1 webservices through Weatherheads Web (https://about.1and1.co.uk/?linkId=ft.nav.about1and1) .
Like most standard websites, 1&1 use log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks to analyse trends, administer the site, track user’s movement in the aggregate, and gather broad demographic information for aggregate use. However, none of the information stored in the 1&1 log files, including but not limited to IP addresses, is linked to personally identifiable information.

Rights
Right to restrict processing
Individuals have the right to request the restriction or suppression of their personal data held by Open DAW. They can make this request in writing or verbally.
Open DAW will record the request has been made and will respond within one calendar month.

Right to withdraw consent and erase personal information
Individuals have the right to withdraw consent for Open Daw to use their personal data and for it to be erased.
They can make this request in writing or verbally.
Open DAW will record the request has been made and will respond within one calendar month.

What we do in the event of a personal information data breach
When a personal data breach has occurred, if it not likely to pose a risk to the to people’s rights and freedoms we will document the breach has happened and notify the individual. If there is a risk to a person’s rights and freedoms we will notify the Information Commissioner’s Office within 72 hours.

Legal disclaimer
Though every effort is made to preserve your privacy, Open DAW may need to disclose personal information when required to by law. If it is deemed necessary that such action needs to be taken, Open DAW will comply with judicial proceedings should a court order or legal process be served on Open DAW.

Right to complain
If you are unhappy with the way Open DAW has processed your personal data you can complain to:
Information Commissioner’s Office, Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF Tel: 03030123113 (local rate) or 01625 545 745 (national rate)
Email: registration@ico.org.uk

Contact information for Open DAW
If you have any questions regarding Open DAW and this policy please contact:
Lynn Cavill, Chair of Trustees
Open DAW
Dawlish Community Information Centre
Brunswick Place
Dawlish
EX7 9PB

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