Issue No: 1.0
Last Review: July 2020
Review Due: April 2023
At Neighbourhood Watch Network we are committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, how we keep it safe and secure and your rights and choices in relation to your information.
Any questions regarding this policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to Chief Executive, Neighbourhood Watch Network, Vox Studios, Room WG07, 1-45 Durham Street, London, SE11 5JH. Alternatively, you can telephone 0116 4026111.
Who are we?
We are Neighbourhood Watch Network, the largest crime prevention charity in England and Wales dedicated to supporting Neighbourhood Watch groups to work with the police and other agencies to build safer and stronger communities,
In this policy ‘Neighbourhood Watch Network, ‘we’, ‘us’ or ‘our’ means:
Neighbourhood Watch Network: CIO charity no: 1173349. Registered address is: Vox Studios, Room WG07, 1-45 Durham Street, London, SE11 5JH
The information you provide when joining Neighbourhood Watch through our website is entered onto the Neighbourhood Watch Register.
Data held on the Neighbourhood Watch Register is controlled by Neighbourhood Watch Network and processed on our behalf by VISAV Limited (VISAV), Sherwood Business Centre, 616a to 618a Mansfield Road, Sherwood, Nottingham, NG5 2GA.
Data held on the Knowledge Hub is controlled by Neighbourhood Watch Network and processed on our behalf by MyHub Intranet Solutions Limited, PO Box 32 340, Devonport, Auckland 0744, New Zealand.
How do we collect information from you?
We obtain information about you in the following ways:
Information you give us directly i.e. through our website or local Neighbourhood Watch web pages that are linked to it or our Knowledge Hub
Information you give us indirectly e.g. that is entered onto our website or local Neighbourhood Watch web pages on your behalf by your Neighbourhood Watch Coordinator or Administrator
When you visit our website
When you apply for a job with us
When you tender for a contract with us
What type of information is collected from you?
The personal information we collect, store and use might include:
your name and contact details (including postal address, email address and telephone number)
your year of birth
questions, queries or feedback you leave
your information provider preferences when you sign up to email alerts
how you use our emails - for example whether you open them and which links you click on
information about your activities on our website and about the device used to access it, for instance your IP address and geographical location
any other personal information you have shared with us.
Data protection laws recognise certain categories of personal information as sensitive and therefore requiring greater protection, for example information about your health, ethnicity and religion.
We do not collect sensitive data about you unless there is a clear and valid reason for doing so, data protection laws allow us to, and you consent to sharing that data with us.
Where appropriate, we will make it clear why we are collecting this type of information, what it will be used for and ask for your explicit consent to share it with us.
How and why is your information used?
We may use your information for different purposes, which may include:
Send you communications which you have requested or that may be of interest to you. These may include information or surveys about crime prevention, campaigns and activities, our newsletter and promotions of goods and services provided by our sponsors
Provide you with other services, products or information you ask for
Keep a record of Neighbourhood Watch schemes, coordinators, supporters and members
Improve the website by monitoring how you use it
Gather feedback to improve our services, for example our email alerts
Notify you of changes to our services
Respond to any feedback you send us
Carry out our obligations under any contracts entered between you and us
Process job applications.
How long is your information kept for?
We keep your information for no longer than is necessary for the purposes it was collected for. The length of time we retain your personal information for is determined by operational and legal considerations as outlined in our Retention Schedule. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safety and tax/accounting purposes).
We review our retention periods on a regular basis.
Who has access to your information?
We share your personal data with Visav Ltd if you register to support or join Neighbourhood Watch through our website. This is so that Visav Ltd can process the data and keep it secure on our behalf.
In some areas your data may also be shared with Neighbourhood Watch volunteers who have been trained as Multi Scheme Administrators and help us to keep the personal data held on the Neighbourhood Watch Register up to date and accurate.
If there is a Neighbourhood Watch scheme in your area, your details will be visible to the local coordinator who runs that scheme and the Force Area or District Lead for your area (if there is one).
If you choose to contribute to the Knowledge Hub via the Forum or any other interactive element of the Hub, some of your data may be visible to other Hub users. Access to the Hub is limited to Neighbourhood Watch staff and volunteers.
We do not sell or rent your information to third parties.
We do not share your information with third parties for marketing purposes.
Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:
Performance of a contract
We may use your contact details to provide you with information about the work we do, crime prevention advice and opportunities to support us, as well as the products and services offered by our sponsors, if we think it may be of interest to you. We do this through our e-newsletter and other occasional communications which are sent through the Neighbourhood Alert system to people who have registered as Neighbourhood Watch members and other people who have agreed to receive information from Neighbourhood Watch.
We are committed to putting you in control of your data so you are asked when you register your details on our website to give your explicit consent to receive communications from us, which may include marketing material from our sponsors. If you do not want to continue to receive communications from us about the work we do and the products and services provided by our sponsors, you are free to change your preferences at any time. You can do this by logging into your account on our website or by using: email@example.com or by telephone: 0116 4026111, or post: Chief Executive, Neighbourhood Watch Network, Vox Studios, Room WG07, 1-45 Durham Street, London, SE11 5JH.
Where appropriate, you can also use the settings button on any Alert email you receive via the Neighbourhood Alert system or contact VISAV on 0115 9245517 or at firstname.lastname@example.org.
Under UK data protection law, you have certain rights over the personal information that we hold about you. Here is a summary of the rights that we think apply:
Right of access to personal data held about you
Right to have your inaccurate personal information corrected
Right to restrict use of your personal data
Right of erasure of your personal data
Right for your personal information to be portable
Right to object to the processing of your personal data.
If you want to exercise any of the above rights, please email us at email@example.com or write to Chief Executive, Neighbourhood Watch Network, Vox Studios, Room WG07, 1-45 Durham Street, London, SE11 5JH. Alternatively, you can telephone 0116 4026111. We may be required to ask for further information and/or evidence of identity. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.
Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. E.g. if fulfilling a subject access request may expose personal data about another person or if you ask to delete data which we are required to keep by law. For more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office or our Subject Access Request Policy.
Keeping your information safe
When you give us personal information, we take steps to ensure that appropriate technical and organisational controls are in place to protect it through compliance with our internal Data Protection policies and practices. We also make sure that any third parties that we deal with keep all personal data they process on our behalf secure.
Non-sensitive details (your email address etc.) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where you have chosen a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
If you choose to contribute to the Knowledge Hub via the Forum or any other interactive element of the Hub, your contributions will be visible to other Hub users. We would recommend that you do not disclose any personal or sensitive information within the Hub environment, however it is your own decision whether to do so.
Keeping your information up to date
We take reasonable steps to ensure your information is accurate and up to date.
To help us to do this we would really appreciate it if you could update your contact details when they change by logging into your account on our website or alternatively let us know so we can update them for you on firstname.lastname@example.org or 0116 4026111
Use of 'cookies'
Links to other websites
Our website and Knowledge Hub may contain links to other websites run by other organisations. This policy applies only to our website and Hub‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other websites even if you access those using links from our website.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
We are committed to protecting vulnerable supporters and members and appreciate that additional care may be needed when we use their personal information. In recognition of this, we observe good practice guidelines in our interactions with people we know to be vulnerable.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EEA. You should be aware that these countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this notice.
If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.
We undertake regular reviews of who has access to information that we hold to ensure that your personal data is only accessible by appropriately trained staff, volunteers and contractors.
Contact us or make a complaint
Contact us if you:
have any questions about anything in this document
think that your personal data has been misused or mishandled.
Neighbourhood Watch Network
1-45 Durham Street,
Telephone: 0116 4026111
You can also make a complaint to the Information Commissioner, who is an independent regulator.
Information Commissioner's Office
Cheshire SK9 5AF
Telephone: 0303 123 1113
Textphone: 01625 545860
Changes to this policy
If we make any significant changes to this notice they will be posted on our website so please check to ensure that you're happy with any changes.
Review of this Policy
We keep this notice under regular review. This policy was last updated in July 2021.