Privacy Policy

Aurora New Dawn is committed to protecting and preserving the privacy of those who provide personal information to us. This Privacy Policy contains an explanation of how we collect and process personal data and what we do with it.

It applies to information we collect about:

• People who use our services or request a service from us.
• Anyone who wishes to make a complaint.
• Job and volunteer applicants.
• Visitors to our website.

We also have a separate Data Protection Policy and a privacy notice for those who choose to engage with our services (provided as soon as we start to work with them.) If you would like a copy of these documents you can contact us on info@aurorand.org.uk.

We reserve the right to change this policy at any given time. If you want to make sure that you are up to date with the latest changes, we advise you to frequently visit this page.

Who we are

Aurora New Dawn is a registered charity in England and Wales (Charity number: 1153154).

Aurora New Dawn is a ‘controller’ for the purposes of the EU General Data Protection Regulations 2016/679. As a controller we are responsible for and control the processing of your personal information.

If you require further information about our privacy practices, please contact us at info@aurorand.org.uk.

How we collect information about you

When you interact with us directly: This could be if you ask us about our activities, make a donation to us, ask a question, access our support services, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, get in touch through the post, by email, or in person.

When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.

When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you. We may also track which pages you visit when you click on links in emails from us. We also use “cookies” to help our site run effectively. There are more details below – see ‘Use of cookies’, below. We use this information to personalise the way our website is presented when you visit to make improvements and to ensure we provide the best service and experience for you. Wherever possible we use anonymous information which does not identify individual visitors to our website.

When you interact with us through partners or suppliers working on our behalf: This could be if you access a service delivered through a trusted organisation working on our behalf and always under our instruction.

How we use your information

We use personal information to:

• Deliver support, advice, and advocacy services.
• Respond to any requests for information, or queries made to us.
• Check the quality of our services and develop future services.
• Report on our work, services, or events (statistics are used in such a way that individuals cannot be identified.)
• Carry out requirements under the law such as health and safety, employment law and the safeguarding of vulnerable children and adults.
• Deal with payments from those with whom we contract for services and payroll.
• Help investigate any concerns or complaints you make.

If you email us

Any email sent to us, including any attachments is monitored and used by us for reasons of security and for monitoring compliance with Aurora’s policies. Email monitoring or blocking software is also used. We use a secure email service for sending personal data outside of the organisation to third parties which subscribe to the same service. We do not pass on your email address to any third party without your express permission.

If you contact us on social media

We use social media to tell you about our work and for you to give us feedback or make contact including through direct messages, which are private, and through posts which are public to other social media users. The information you provide via social media is subject to the social media service providers’ privacy notices and policies.

If we receive a complaint

We collect personal information when we receive and investigate a complaint. We will only use your information to resolve your complaint. We provide reports to our Board and to those who contract with us on complaints received but not in a way which would identify you. We will keep personal information contained in complaint files in line with our retention policy, which is available on request. Information relating to a complaint will normally be retained in a secure environment for up to 6 years from when the complaint is resolved.

If you apply to work or volunteer for us

When you apply to work or volunteer for us, we will use your personal data to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Disclosure & Barring Service we will not do so without informing you beforehand unless the disclosure is required by law.

If you start work with us or volunteer your employment file will contain personal data and a privacy notice will be given to you once you start work with us.

If you visit our website

If you visit our website (www.aurorand.org.uk) to view a page or download a form, we will collect the following information automatically:

• the domain name (if available) and IP address from which you accessed our site
• the date and time you visited
• the pages you viewed
• the type of browser and operating system you used

This information helps us to improve the service offered to you by the website and the information is processed in such a way that does not identify you. We use a third party service, Google Analytics, to collect this information. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

How do we make sure the information you give us is kept securely?

We make sure that the personal information we have about you is kept securely and only used by people who have a right to see it. We have physical, technical and organisational security measures in place to attempt to protect against the improper access, loss, misuse and alteration of personal data under our control. All staff and volunteers undertake training in Data Protection and abide by our Data Protection Policies.

We share your data with some third parties that process data on our behalf to be able to provide you with a service. This includes software providers with whom we contract for case management systems, and our IT support provider. These organisations are under a duty of confidentiality and must implement appropriate technical and organisational measures to ensure the security of data.

Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

Please note that the transmission of information via the internet is not completely secure and as such we cannot guarantee the security of data sent to us electronically – for example by email – and transmission of data is therefore entirely at your own risk.

How long do we keep your personal information?

We keep your personal data in line with our data retention policy and we will not keep your information longer than necessary.

How can you access your personal information?

You can find out what personal information we hold about you by making a ‘subject access request’. You can also ask us to correct any mistakes in the records we hold about you.

Subject access requests can be made to us by:

Email: info@aurorand.org.uk

Telephone: 023 93 479254

Who do you share my information with?

Your data will be treated as confidential and will only be shared with staff and volunteers who work within the service and their manager, their line managers in the charity, our finance, admin and human resources team, who need access to data in order to perform their roles.

Aurora New Dawn shares your data with some third parties that process data on our behalf to be able to provide you with a service. This includes software providers with whom we contract for case management systems and our IT support provider. These organisations are under a duty of confidentiality and must implement appropriate technical and organisational measures to ensure the security of data.

Sometimes we need to share your data as part of our work with you and on your behalf. Where this happens, we will ask for your express consent to share this information and will only share it with those named individuals for as long as we provide you with a service. There are occasions when we have to share information with a third party such as the police or social care where the law requires us to do so. Further information on how we share information in this way, and the legal grounds for doing so, can be found in our Confidentiality and Information Sharing Policy and our Privacy notice.

We may analyse and disclose aggregate statistics about our site visitors, and donations in order to describe our services to prospective partners, other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.

Aurora New Dawn does not transfer your data to countries outside of the European Economic Area.

Fundraising and donations

When making an online donation you will be directed through to the JustGiving website (www.justgiving.com) which administers donation transactions on our behalf. The site has its own privacy policy here: Comprehensive Privacy Policy v30 | JustGiving.

If you undertake a sponsored challenge or other fundraising on our behalf using third party platforms other than JustGiving (for example Virgin Money Giving), we will respect the communication preferences you specify on that site.

If you have made a Gift Aid declaration, we will disclose the information you have provided as part of the declaration to HMRC for the purpose of reclaiming gift aid on your donation(s).

Use of Cookies

Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Cookies do not personally identify an individual. Passwords and credit card information are not stored in cookies.

We may obtain information about your general internet usage by using a cookie file. This helps us to improve our site and to deliver a better and more personalised service by:

• Estimating our audience size and usage pattern;
• Storing information about your preferences, and so allow us to customise our site according to your individual interests;
• Speeding up your searches;
• Recognising you when you return to our site.

Most web browsers automatically accept cookies, but, if you prefer, you can change your browser to prevent that. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Please note that our advertisers may also use cookies, over which we have no control.

More information

If you would like a copy of this Privacy Policy or more information please contact: info@aurorand.org.uk.