Privacy Policy and Data Protection
Introduction
Privacy is at the heart of our work here at Leeds Nightline (and our parent organization, the Nightline Association). We are committed to protecting your privacy and the personal data that we hold. The purpose of this statement is to inform you of our policies regarding the collection, use, and disclosure of Personal Information when you use our Service, and to do so in a clear and transparent manner.
We will not use or share your information with anyone except as described in this Privacy Policy.
How We Protect Your Data
At Leeds Nightline, we only collect the data we need and we only share it on a need to know basis. We do not sell or share personal data externally.
We store most of our data on G Suite (i.e. Gmail, Google Drive). It is secured and supported by Google and has been security assessed by independent organizations (including the National Cyber Security Centre: https://www.ncsc.gov.uk/guidance/g-suite-security-review). We store some data on other systems when G Suite is not the best place. For every system we use, we check that it complies with the privacy laws and that it has good privacy and security practices.
We are provided guidance on the best practice in the secure use of G Suite and data security by our parent organization, the Nightline Association.
Using Your Data
Why We Collect Your Data
At Leeds Nightline, we would like to build long-lasting relationships with our volunteers, supporters, and contacts. We want these relationships to be built on trust, transparency, and compassion; and we want to provide the best service possible.
Processing your data enables us to understand you better, communicate with you and others in the most appropriate way and adhere to best practices whereby your data and preferences are kept up to date.
In turn, this better equips us to fulfill our aims: to ensure that every student at an educational institution based in Leeds, is aware of, and has access to, confidential emotional peer support, which is non-advisory, non-judgemental, and open all night from 8pm-8am.
What Data We Collect and How We Use It
Nightline Service Users
- Some personal data (IP addresses, email addresses, etc.) and messages are stored in the databases of our anonymous instant messaging and email software, which is provided to Leeds Nightline by our parent organization, the Nightline Association. Leeds Nightline volunteers cannot see any personal data, and the Nightline Association does not access the databases, except in exceptional circumstances where system administrators must undertake system maintenance.
- Any service data about service users, which we pass onto the Nightline Association for statistical analysis, remains anonymous and is therefore not considered personal data by GDPR.
Recruitment
We recruit our volunteers twice annually during the start of the first academic term (Oct-Nov) and the second academic term (Jan-Feb). During this process, we do collect some information from everyone who signs up for volunteering. This includes their e-mail address and University. In addition to this, we also ask the applicants general questions about themselves to assess their suitability for the role. Once the recruiting procedure is over, we do retain the information they provide us. The information is not shared with anyone outside of Leeds Nightline before, during or after the recruitment drive.
We have an equal opportunities policy, therefore we do not ask our applicants during any part of recruitment about their age, race, sex, religion, political association, ethnic origin, disability or sexual orientation.
If you wish to withdraw the information that you have shared with us or discuss this further, please e-mail us at recruitment@leeds.nightline.ac.uk and we will get back to you ASAP.
Once the applicants have been selected to be volunteers at Leeds Nightline, we collect further information about them for maintaining our internal volunteer management system. The information we collect includes, their name and their phone number.
Social Media
We use your Personal Information to provide you with targeted advertisements or marketing communications we believe may be of interest to you.
If you have a Facebook or Instagram account or use Facebook Products, including the website and apps, or visit other websites and apps that use Facebook Products (including the Like button or other Facebook Technologies- such as the Facebook widget on our website). Cookies enable Facebook to offer customized suggestions to you and to understand the information we receive about you, including information about your use of other websites and apps, whether or not you are registered or logged in.
To show ads relevant to you, Facebook uses information about what you do on Instagram and Facebook and on third-party sites and apps you use. For example, you might see ads based on the people you follow and things you like on Instagram, your information and interests on Facebook (if you have a Facebook account), and the websites and apps you visit.
We use the information about your usage of other websites and apps to target the students studying in Leeds and promote our cause. This helps us spread the word around digitally.
To know more about the information collected by Facebook, please check the following link- https://www.facebook.com/about/privacy
For more information about how targeted advertising works, you can visit the Network Advertising Initiative’s (“NAI”) educational page at http://www.networkadvertising.org/understanding-online-advertising/how-does-it-work.
You can opt out of targeted advertising by using the links below:
– Facebook: https://www.facebook.com/settings/?tab=ads
– Google: https://www.google.com/settings/ads/anonymous
– Bing: https://advertise.bingads.microsoft.com/en-us/resources/policies/personalized-ads
Additionally, you can opt out of some of these services by visiting the Digital Advertising Alliance’s opt-out portal at: http://optout.aboutads.info
Log Data
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information”.
Cookies
“Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org .
Cookies are files with a small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.
We use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
Service Providers
We may employ third party companies and individuals to facilitate our Service, to provide the Service on our behalf, to perform Service-related services or to assist us in analyzing how our Service is used.
These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
Security
The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.
Links To Other Sites
Our Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Children’s Privacy
Our Service does not address anyone under the age of 18 (“Children”).
We do not knowingly collect personally identifiable information from children under 18. If you are a parent or guardian and you are aware that your child has provided us with Personal Information, please contact us. If we discover that a child under 18 has provided us with Personal Information, we will delete such information from our servers immediately.
Changes To This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy, please contact us at it@leeds.nightline.ac.uk and we will get back to you ASAP.
Last updated: December 12, 2019