GDPR / Privacy Policy

Registered Charity No 1072529

Data Protection and Privacy Notice

Please read this Data Protection and Privacy Notice as it sets out the basis on which any personal data that you provide to us or that we obtain from you or other sources will be collected, used and stored.

The Data Protection Act 2018 and the UK GDPR 2020 regulate the use and processing of personal data. This includes ensuring that data controllers meet certain criteria in using personal data and in respect of the rights of individuals, the data subjects, to whom the data relates.  

The Data Controller is Uttlesford Community Travel (UCT) of Unit One, Flitch Industrial Estate, Chelmsford Road, Dunmow, Essex CM6 1XJ.

Telephone 01371 875787. Email info@uttlesfordcommunitytravel.org

The nominated representative for the purposes of the UK GDPR is The General Manager

Information you give us 

You may give us information by filling in forms or by corresponding with us by phone, email or otherwise. This includes when you become a member, register to use our services, enter a competition or subscribe to or participate in UCT services, fundraisings or surveys or leave a legacy gift. The information you give us may include your name, address, email address and phone number, financial and credit card information and date of birth as well as mobility and health details, family and friend contact details and consent and communication preferences. In general we only receive and hold personal data in order to enable us to supply you with our services and to provide the best solutions to meet your needs.  

Information we collect about you and that we receive from other sources

During each of your visits to UCT’s website we may automatically collect technical information including the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, operating system and platform. We may also collect information about your visit including uniform resource locators (URLs), products you viewed or searched and page interaction information. UCT’s website, like many websites, uses cookies to distinguish you from other users of the website. These cookies automatically collect certain information about your computer hardware and software and may include IP address, browser and domain names, access times and referring website addresses. This helps us to provide you with a good experience when you use the website and also helps us improve the website.

These cookies include, strictly necessary cookies required for the operation of the website, analytical and performance cookies which helps us to improve how the website works, functionality cookies used to recognise you when you return, enabling us to personalise content for you and remember your preferences and targeting cookies that record your visit to the website to make the website more relevant to you.   

You can block cookies by activating settings on your browser, however you may not then be able to access all or parts of the website.

We may also receive information about you from certain third parties that we work closely with and we reserve the right to carry out certain checks in connection with the provision of services. 

Legal basis for the processing of personal information

UCT bases its processing of your personal information on one or more of the following grounds, as permitted by data protection law.

Processing based on your consent having been given or processing based on UCT’s legitimate interest as operator of the website in order to supply services to you and to administer the service provided to you. You have the right to withdraw your consent at any time.

 Uses made of the information

UCT will use the information that you have given to us in order to provide our services to you as well as to notify you of any changes to our services. We will create a personal file for you to assist us in offering you the best transport solution for you whilst you are in our care. In addition we will use your personal data to send out membership renewal details, other marketing materials and our newsletter. We may also use your data to provide you with details of other services and facilities that we offer that are similar to those that you have previously used. 

UCT will use the information that we collect about you and that we receive from other sources to administer the website and for internal operations and analysis. We will also use this information to improve the site content, safety and security and to make recommendations or suggestions to you about our services.

Direct Marketing

We hope you will be happy to hear from us from time to time about our services and fundraising events. You can choose how we communicate with you and you can change or update your preferences at any time by contacting us at the above contact details.  

Disclosure of your information

We will not share or disclose your personal information, except in the provision of our services to you, without your consent unless we are under a duty to disclose to comply with any legal or regulatory requirements.

Your rights in respect of your personal data

You have the right to ask us not to process your personal data for marketing purposes. Under the legislation you have the right to access information held about you. Any access request may be subject to a small fee to cover the costs of providing you with the details of the information that we hold about you. In addition you have the right to rectify any inaccuracies in the personal information that we hold about you. You also have the right to portability, in certain specified circumstances, that is the right to require personal data to be provided in a commonly used electronic form. You also have the right to object to processing based on legitimate interests. In addition there is the right to erasure (the right to be forgotten), that is broadly the right to have certain data erased in certain specified situations, normally where the processing fails to meet the data protection requirements. In addition you have the right to object to your personal data being used for profiling and automated decision making.    

You can also revoke any consent given to us to process your data at any time by contacting us at the above contact details. 

Where we store your personal data

Personal data is stored, transferred or processed within the UK or the European Economic Area (EEA). By submitting your personal data you agree to this storage, transfer and processing. We will take all necessary steps to ensure that your data is treated securely and in accordance with the requirements. All information that you provide is stored on our secure servers. Any payment information will be encrypted when processed by third parties.

Unfortunately the transmission of information via the internet is not completely secure and any transmission is at your own risk. Once we receive your information we will endeavour to protect your personal data, using strict procedures and security features, however we cannot guarantee the security of your data.    

Retention period for your personal data

Whilst we periodically review and may delete any outdated personal data our general policy is to retain all relevant personal data for six years after your membership ceases as information may be relevant for legal or other reasons for this period. If you consider that this is excessive in any specific circumstances then please contact us at the above details.  

Changes to our Data Protections and Privacy policy

Any changes or updates that we make will be posted on our website.

If you have any questions, comments, concerns or complaints about how we are handling your personal data please contact UCT’s nominated representative at the above contact details. 

Uttlesford Community Travel is a company limited by guarantee. Registered in England No 3456224. 
Registered Office: Unit One, Flitch Industrial Estate, Chelmsford Road, Dunmow, Essex CM6 1XJ 

V 2.1  September 2023