Interim Association of District Nurse and Community Nurse Educators (ADNE) Privacy Policy

(to be formally discussed and agreed at the November 2020 AGM)

The Association of District Nurse and Community Nurse Educators (ADNE) is committed to protecting and respecting your privacy. This notice sets out the basis on which any personal data we collect from you, or you provide to us, will be handled or processed by us. Personal data is any information that can be used to help identify an individual, such as a name, address, phone number or email address. It is important that you read the full Policy to understand what information we hold and how we may use it.

The Policy in Brief:

• We collect information that is either personal data (as outlined above) or non-personal data (such as IP addresses, webpages accessed, etc.);
• We collect information about groups and individuals that apply to us for membership, grants, awards or to be part of professional networks;
• We collect information to provide services including events, goods, or information and to fundraise;
• We only collect the information that we need;
• We do our very best to keep personal information secure;
• We never sell your data and we will never share it with another organisation for marketing purposes;
• We only share data where we are required by law;
• We share individual/group applications with panel/committee members;
• Our website uses cookies – for more information check our Cookies Policy below.

Privacy Policy in Full

The Association of District Nurse and Community Nurse Educators (ADNE) operates two websites:

www.adne.uk to be transitioned to www.adne.org.uk during 2020 and https://adne.myclubhouse.co.uk/

This Policy applies to our website, online application forms, use of emails and phone calls for marketing purposes, and any other methods we use to collect information. It covers what the Association of District Nurse and Community Nurse Educators (ADNE) collects and why, what we do with the information, what we won’t do with the information, and what rights you have.

What information does the Association of District Nurse and Community Nurse Educators (ADNE) collect and why?

We will only ever collect the information that we need – including data that will be useful when assessing grant applications and information to help improve our services, including organising events. We collect two kinds of information:

• Non-personal information, such as IP addresses (the location of the computer on the internet), webpages accessed, and files downloaded. This helps us to determine how many people use our websites and how many people visit on a regular or repeat basis. This information doesn’t tell us any personal information about you. It simply allows us to monitor and improve our services.
• Personal information, such as name, postal address, phone number, email address, date of birth (where appropriate), employer and job title, NMC Pin Numberand any donations you have made to the Association of District Nurse and Community Nurse Educators (ADNE).

We collect this information in connection with specific activities, such as membership of the organisation, applications to attend Association of District Nurse and Community Nurse Educators (ADNE) events, grant and bursary applications, feedback and donations. The information is either needed to fulfil your request or to enable us to provide you with a more appropriate service. You don’t have to disclose any of this information to browse the www.adne.org.uk website.

We also use cookies on our websites. Please see our Cookies Policy for further information.

What do we do with the information?

• We will use the information you provide to:
• fulfil your requests – such as applications for membership grants or bursaries or to attend single events;
• process donations or other payments and verify financial transactions;
• provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our pages for individual users;
• record any contact we have with you;
• prevent or detect fraud or abuses of our website and enable third parties to carry out technical, logistical or other functions on our behalf;
• communicate with our members, supporters, donors and grant holders;
• if you have agreed to it, provide you with information that we believe may be of interest to you, such as the Association of District Nurse and Community Nurse Educators (ADNE) newsletter.
• Using your information for marketing purposes
• In line with the Fundraising Regulator rules, the Association of District Nurse and Community Nurse Educators (ADNE) aims to communicate via ‘opt-in only’ communications by November 2020. This means that, as of November 2020, we only send marketing information to people who have specifically said that they agree to us doing this, and we will only do so in the way(s) they have agreed to.
• Marketing information covers information about our work, fundraising communications, activities and information about specific appeals including activities organised by other nursing charities and organisations.
• We will attempt to notify you of ways to change your communication preferences with every email we send you. You can ask the Association of District Nurse and Community Nurse Educators (ADNE) to change your communication preferences at any time by contacting the charity directly via the contact details listed on our websites.
• Please note, we will only share written or photographic case studies of individuals or groups in any Association of District Nurse and Community Nurse Educators (ADNE) media if we have obtained your specific consent to do this, in advance.

Storing your information

Information is stored by us on computers located in the United Kingdom. However, please be aware that your information may be transmitted via or stored on cloud based computer systems that may use servers outside the UK or the European Economic Area.

We place a great importance on the security of all personally identifiable information associated with our supporters, applicants and donors. We have security measures in place to protect against the loss, misuse and alteration of personal data under our control. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we will use our best efforts to try to prevent this.

Unfortunately, the transmission of data across the internet is never completely secure and whilst we take every measure possible to protect the security of your information, we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred across the internet.

We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to inform our grant/bursary decision making, or otherwise to comply with relevant laws in operation, or to ensure we do not communicate with people that have asked us not to.

Sharing your information

We will only share your information if we are legally required to do so, for example by an organisation legitimately exercising a legal power or if compelled to do so by an order of the Court, or with our legal or insurance providers as part of a litigation process.

From 2020 onwards we will be using MyClubHouse as our marketing automation platform. Please note that the information you provide us will be stored by MyClubHouse for processing in accordance with their privacy policy: https://www.myclubhouse.co.uk/Home/PrivacyPolicy. We regularly use Microsoft Office Forms to collect responses to questionnaires and we will also be using MyClubHouse to collect delegate details for events that we organise. Moving forward we will also be using MyClubHouse to help us manage our personal data. Please refer to their own privacy policy for additional information (a link is provided at the bottom of this page).

We also work with other partner organisations that may carry out work on our behalf or to carry out contractual obligations, for example event venues and IT specialists. The kind of work we may ask them to do includes processing information and processing subscription direct debit or card payments.

We will only pass personal data to other organisations (‘data processors’) if we have an agreement in place that requires them to:

• abide by the requirements of the General Data Protection Regulation 2018
• treat your information as carefully as we would do;
• use the information for the purposes for which it was supplied (and not for their own purposes or the purposes of any other organisation);
• allow us to carry out checks to ensure they are doing all these things.

What we won’t do with your information

We will never sell, exchange or share your information with other organisations to use for their own purposes.

Please note that our site may, from time to time, contain links to and from the websites of other organisations. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to any linked websites.

Your Rights

The General Data Protection Regulation (GDPR) 2018 gives you certain rights over your data and how we use it. These include:

• the right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed;
• the right to prevent your data being used for direct marketing;
• the right of access to a copy of the information we hold about you (known as a subject access request).
• If you wish to exercise any of these rights please contact the ADNE by email at: https://adne.myclubhouse.co.uk/Home/ContactUs

For more information about your rights under the GDPR, go to the website of the Information Commissioner’s Office at www.ico.org.uk.

Changes to our Privacy Policy

Any changes we make to this Policy will be posted on this page.

Cookies

We use cookies on our websites; for full details see our Cookies Policy below.

Further Information about Processes

Grant Applicants and Recipients

We may share information submitted in applications for grants with assessors. We may share information with other grant giving charities to establish the identity of individuals for the purposes of preventing fraud or misuse of charitable funds. We will ask you to consent to this specifically when you make an application to the Association of District Nurse and Community nurse Educators (ADNE) for funds.

Further information about our processes is available from the Association of District Nurse and Community Nurse Educators (ADNE).

Interim Association of District Nurse and Community Nurse Educators (ADNE) Cookie Policy

(to be formally discussed and agreed at the November 2020 AGM)

‘Cookies’ are small text files on your device, e.g. a computer or smartphone. They are created by your web browser when you visit a website.

Every time you go back to that website, your browser will send the cookie file back to the website’s server. Cookies allow a website to recognise a user’s device and customise web content accordingly.

Cookies are used to enable us to improve services for you through, for example:

• remembering if you are logged in so you can move around the website without having to log in again on each page (for example if you are in the checkout of our online shop);
• measuring how many people are viewing each page of the website and for how long, so that we can try to improve the quality of our website;
• enabling you to view content hosted on other sites, e.g. Vimeo or Twitter.
• Our website also carries embedded ‘share’ buttons to enable users to share pages through social media platforms, for example Facebook or Twitter. These sites may also set a cookie when you are also logged in to their service. We cannot control the dissemination of these cookies and you should check the relevant third-party website for more information.
• We do not carry third party advertising on our website, and we do not use Google Adwords.

Your Consent

By continuing to browse our website you are agreeing to our use of cookies.

Refusing Consent

You can avoid the use of cookies by using your web browser’s cookie settings. How to do this depends on the browser you are using, e.g. Google Chrome or Microsoft Internet Explorer. However, if you do block cookies, you may not be able to use the full functionality of our website, like making donations or using the online shop.

The website www.aboutcookies.org contains comprehensive information on how to control cookie settings on a wide variety of browsers. You will also find details on how to delete cookies from your computer. For information on how to do this on the browser of your mobile phone, refer to your handset manual.

You can also find out more about cookies on the Information Commissioner’s Office website?at: https://ico.org.uk/for-the-public/online/cookies/.