Terms

The term ‘[business name]’ or ‘us’ or ‘we’ refers to the owner of the website whose registered office is [address]. Our company registration number is [company registration number and place of registration]. The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.

• This website uses cookies to monitor browsing preferences. If you do allow cookies to be used, the following personal information may be stored by us for use by third parties: [insert list of information].

• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

• Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

• All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.

• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

• From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

You have applied for a job with us

You are representing your organisation

• You have made a complaint or enquiry to us

• You have made an information request to us

• You wish to attend, or have attended an event

• You subscribe to our mailing list

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies.

Your right to rectification

You have the right to ask us to rectify any information you think is inaccurate. You also have the right to ask us to complete any information that you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Sharing your information

We will not share your information with any third parties for the purposes of direct marketing.

Your right to complain

We work to high standards when it comes to processing your personal information. If you have any queries or concerns, please contact us.

Your rights

Under the Data Protection Act 1998, you have the rights as an individual which you can exercise in relation to the information we hold about you.

How you can contact us

Visitors to our website

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file, which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

People who contact us via social media

Permanent staff of PEAT manage a Facebook page for the charity. We do not use any third party providers.

If you send us a private or direct message via social media we will respond to the message and direct you to our email address for further information. It will not be shared with any other organisations.

People who telephone us

When you telephone PEAT with an enquiry, we will ask you for specific information such as telephone number, email address, etc. in order to provide you with more information. These details are not retained unless you move forward to access service provision from the organisation. If this is not the case the personal information is destroyed.

We don’t audio record any calls, but we might make notes.

People who email us

We monitor any emails sent to us, including file attachments, for virus or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing he details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect in order to process the complaint and check on the level of service we provide.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

People who use our services

PEAT offers various services to the public

We have to hold the details of the people who requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.

Forms of Communication

Please note PEAT will contact families to confirm or alter appointments either by telephone, email or text/sms message. Upon becoming a member of PEAT you would have been asked to state a preference as to which service you wished us to use when contacting you. The use of these forms of communication is entirely voluntary if at any time you wish us not to contact you by the above communication please advise us in writing.

We have to advise our members that transmission of text/SMS messages via public networks is an unprotected medium and may potentially give rise to information being potentially intercepted and tampered with by third parties.

PEAT is unable to guarantee the security of text/sms messages. Information furnished electronically via email could also be vulnerable for third party tampering. Whilst PEAT has taken every reasonable step and precaution to minimise the risk we cannot accept liability for any damage which you sustain as a result of software viruses.

PEAT will only hold sufficient personal details for the sending of short messages. The personal details held will only be used for the intended lawful and contractual purpose and PEAT will not disclose this information to any third party unless required to do so by law."

Volunteering/Job applicants, current and former employees

PEAT is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at info@peatni.org

What we will do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application.

We will not share any of the information you provide during the recruitment process with any third parties. The information you provide will be held securely by us whether the information is in electronic of physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. You will be asked to complete a criminal records declaration to declare any unspent convictions. We will contact you to complete an application for a Criminal Record check via Access NI [Enhanced check with Children’s barred checklist] which will verify your declaration of unspent convictions. We will contact your referees, using the details you provide in your application, directly to obtain references.

Payroll

If you are employed by PEAT, relevant details about you will be retained for payroll purposes. This will include your name, bank details, address, date of birth, National Insurance Number and Salary.

Pension

You will be auto-enrolled into the pension scheme and details provided to Aegon will be your name, date of birth, National Insurance Number and salary.

Access to personal information

PEAT tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Date Protection Act 1998. If we do hold information about you we will:

• Give you a description of it

• Tell you why we are holding it

• Tell you who it could be disclosed to

• Let you have a copy of the information in an intelligible form

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of PEAT’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to our Data Protection Officer.

Data Protection Officer’s contact details:

Our data protection officer is Lynsay Mulcahy. You can contact her at lynsay@peatni.org or via our postal address. Please mark the envelope ‘Data Protection Officer’.

Our postal address

PEAT HQ, Innovation Factory Unit 2.19, 385 Springfield Road, Belfast, BT12 7DG

*PEAT may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25th May 2018.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Through this website you are able to link to other websites which are not under the control of [business name]. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, [business name] takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.