Community Voice on Planning (CoVoP)

Privacy Policy

Last updated: December 28, 2020

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy. This Privacy Policy has been created with the help of the Privacy Policy Generator.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for You to access our Service or parts of our Service.

Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Community Voice on Planning (CoVoP), Marsh House Newcastle Road, Astbury, Congleton, England, CW12 4HR.

Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

Country refers to: United Kingdom

Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

Personal Data is any information that relates to an identified or identifiable individual.

Service refers to the Website.

Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the Service.

Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Website refers to Community Voice on Planning, accessible from http://www.covop.org

You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

Email address

First name and last name

Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. 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 parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
  • Flash Cookies. Certain features of our Service may use local stored objects (or Flash Cookies) to collect and store information about Your preferences or Your activity on our Service. Flash Cookies are not managed by the same browser settings as those used for Browser Cookies. For more information on how You can delete Flash Cookies, please read “Where can I change the settings for disabling, or deleting local shared objects?” available at https://helpx.adobe.com/flash-player/kb/disable-local-shared-objects-flash.html#main_Where_can_I_change_the_settings_for_disabling__or_deleting_local_shared_objects_
  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. You can learn more about cookies here: All About Cookies by TermsFeed.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies

Type: Session Cookies

Administered by: Us

Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

Cookies Policy / Notice Acceptance Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

Functionality Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide and maintain our Service, including to monitor the usage of our Service.

To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.

For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.

To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.

To manage Your requests: To attend and manage Your requests to Us.

For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.

For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside. If You interact with other users or register through a Third-Party Social Media Service, Your contacts on the Third-Party Social Media Service may see Your name, profile, pictures and description of Your activity. Similarly, other users will be able to view descriptions of Your activity, communicate with You and view Your profile.
  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data 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 Data, We cannot guarantee its absolute security.

Links to Other Websites

Our Service may contain links to other websites 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.

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.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

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, You can contact us:

  • By email: mail@covop.org

General Data Protection Regulation (GDPR) Policy

  1. Information held

    • Most information held by CoVoP is information in the public arena. The associate groups have applied to join, but there is a small amount of private information about individuals held by the trustees including addresses, telephone numbers and email addresses. The information has been supplied by the relevant individuals for the purpose of allowing communication in respect of planning issues and it is not shared with any other organisations or individuals. Private information held in respect of administration of the Company Limited by Guarantee is held by the Company Secretary and is published by Companies House.

    • All information is held on lists accessible by the CoVoP Chairman and limited accessibility may occur from time-to-time for people assisting with the operation of the website or for other trustees who are carrying out specific tasks on behalf of CoVoP. A duplicate copy is held for security reasons.

  2. Communicating the Privacy Policy

    The CoVoP privacy policy is published on the CoVoP website at covop.org. A notice on the CoVoP website reads:

    Community Voice on Planning only holds your email address or other contact details for the purposes of communicating news or information about planning or the activities of our organisation. CoVoP will not share, sell or otherwise communicate your details to any other person or organisation without your explicit consent. You can see the CoVoP Data Protection Policy by clicking the button below. If you wish your data to be amended or deleted please complete the form below and return to us as appropriate. CoVoP aims to add or delete personal data as soon as possible but certainly within two weeks of receipt of your request. CoVoP will review its records on an annual basis.

  3. Individuals Rights

    The Chairman, as operator of the information lists, will be responsible for carrying out the process of checking, adding or deleting personal data from CoVoP records. Other trustees may carry out this function if the Chairman is not able to do so. The Chairman and other trustees will work together to ensure that the personal rights of individuals are observed. Trustees will undertake not to share personal information such as telephone numbers, addresses or email addresses without the explicit permission of the individuals concerned. Blind copying will be used on group emails.

  4. Subject Access Requests

    • The GDPR Policy and privacy notices will be operated as stated above. Anybody wishing to access their private data held by CoVoP may address the question to our Chairman via mail@covop.org or using the form on the website. This will be answered as promptly as possible but certainly within one calendar month.

    • The form on the webpage will require any individual making a subject access request to give their name and email address. A request sent by mail must also include the name. The request will be validated then, if validated, responded to. This information will be deleted once the request has been answered.
  5. Lawful basis for processing personal data

    CoVoP’s objects are to provide information and support to organisations within England and Wales which seek to have a voice on issues related to planning and development.

    To further these objects, the trustees may undertake such lawful activities as the trustees consider appropriate.

    To do this, it is necessary for the trustees to communicate with those organisations that are affiliated to us, to communicate with individuals who seek our advice or offer us support, and with other organisations and individuals whose work is in some way involved in planning and practices associated with planning. Generally, it is possible to carry out this work using correspondence data, such as addresses, telephone numbers or email addresses which are in the public domain. From time-to-time it is necessary to use private information for individuals. This information is used and kept only by persons, such as the Chairman or the Company Secretary, who are authorised by the trustees for this purpose. The information will not be shared, sold or otherwise communicated to other people without the express permission of the relevant individual. CoVoP operates a website and uses email, Twitter and Facebook. No personal information will be divulged on these without the express permission of the individual.

  6. Consent

    • The Information Commissioner’s Office (ICO) GDPR Guidance has been used to inform this policy.

    • Affiliates apply to join and, in doing so and supplying their contact details, give consent for us to hold their information. However, the process of requiring consent and of obtaining it will be kept under regular review and updated where necessary. The date of the consent, both for organisations and individuals, will be recorded, together with any other qualifying requests submitted by the individual.

    • In line with the guidance, consent mechanisms will be Unbundled, Active opt-in, Granular, Named and Documented.

    • Although CoVoP is an opt-in organisation, it will be necessary to contact individuals, as opposed to organisations, inviting them to confirm their continued consent. The form of words for consent or withdrawal of consent will read:

      “I agree to Community Voice on Planning (CoVoP) holding my email address or other personal contact details, for the purpose of receiving newsletters, notice of events, meetings, changes to planning law, consultations, or any other information relevant to CoVoP’s activities.”

      “Please remove my personal contact details and any other personal information from your records.”

    • The consent form containing the two statements will, in the first instance, be sent in the body of an email to be sent by the Chairman. A response should be sent by the recipient indicating continuing agreement or removal. No response after 28 days will be taken as a request for removal. The form will also appear on the website. The renewal date for permissions will be every five years unless the annual review shows it should be more frequent. This takes into account the voluntary nature of CoVoP and its affiliate organisations and the relationship with our affiliates and those we seek to help. This policy will be reconsidered and monitored on an annual basis to ensure compliance with GDPR and with feedback from our associates. A record of the date when the monitoring exercise has been completed will be entered on every list.

  7. Children

    Not applicable.

  8. Data Breaches

    • As the responsible trustee, the Chairman will respond to any known breach by investigating how this happened, monitoring the systems in place and adjusting any malfunctioning system to ensure that it does not happen again. The Chairman will issue an apology to any individual whose privacy has been found to be compromised, or whose information has been misused.

    • This Data Protection Policy, as shown on the website, will be explicit about the rights of an individual to complain to the ICO if they feel that CoVoP has misused their data and the website will include a button for complaints about this. It will show the individual’s right to appropriate protection of their private data as follows:

      The right to be informed
      The right of access
      The right to rectification
      The right to erasure
      The right to restrict processing
      The right to data portability
      The right to object
      The right not to be subject to automated decision-making including profiling

      The complaints button will read:

      “If you feel that CoVoP has misused your personal data in any way, please let us know so that we can rectify the matter.”

  9. Data Protection by Design and Data Protection Impact Assessment

Currently not high risk, will review annually.

  1. Data Protection Officers

    As the organisation is very small, it is not practical to designate a dedicated data protection officer but the Chairman, as the operator of the contact lists, the website and email, will carry out that role in the first instance and other trustees will assist and support at the Chairman’s request.

  2. International

    Not applicable

  3. Reference

https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/

Cookies Policy

Last updated: January 08, 2021

This Cookies Policy explains what Cookies are and how We use them. You should read this policy so You can understand what type of cookies We use, or the information We collect using Cookies and how that information is used. This Cookies Policy has been created with the help of the Cookies Policy Generator.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about You may be linked to the information stored in and obtained from Cookies. For further information on how We use, store and keep your personal data secure, see our Privacy Policy.

We do not store sensitive personal information, such as mailing addresses, account passwords, etc. in the Cookies We use.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Cookies Policy:

  • Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Cookies Policy) refers to Community Voice on Planning, Marsh House Newcastle Road, Astbury, Congleton, England, CW12 4HR.
  • Cookies means small files that are placed on Your computer, mobile device or any other device by a website, containing details of your browsing history on that website among its many uses.
  • Website refers to Community Voice on Planning, accessible from https://www.covop.org
  • You means the individual accessing or using the Website, or a company, or any legal entity on behalf of which such individual is accessing or using the Website, as applicable.

The use of the Cookies

Type of Cookies We Use

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close your web browser.

We use both session and persistent Cookies for the purposes set out below:

Necessary / Essential Cookies

Type: Session Cookies

Administered by: Us

Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

Functionality Cookies

Type: Persistent Cookies

Administered by: Us

Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

Your Choices Regarding Cookies

If You prefer to avoid the use of Cookies on the Website, first You must disable the use of Cookies in your browser and then delete the Cookies saved in your browser associated with this website. You may use this option for preventing the use of Cookies at any time.

If You do not accept Our Cookies, You may experience some inconvenience in your use of the Website and some features may not function properly.

If You’d like to delete Cookies or instruct your web browser to delete or refuse Cookies, please visit the help pages of your web browser.

For the Chrome web browser, please visit this page from Google: https://support.google.com/accounts/answer/32050

For the Internet Explorer web browser, please visit this page from Microsoft: http://support.microsoft.com/kb/278835

For the Firefox web browser, please visit this page from Mozilla: https://support.mozilla.org/en-US/kb/delete-cookies-remove-info-websites-stored

For the Safari web browser, please visit this page from Apple: https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac

For any other web browser, please visit your web browser’s official web pages.

More Information about Cookies

You can learn more about cookies here: All About Cookies by TermsFeed.

Contact Us

If you have any questions about this Cookies Policy, You can contact us:

By email: info@covop.org

By visiting this page on our website: https://covop.org/index.php/privacy-policy/