Introduction
Parents for Future UK (“PFFUK”, “we”, “us”, “our”) is a growing climate community for parents and carers who want to campaign together for a safer, fairer tomorrow. We realised that the climate crisis will impact all children, that leaders aren’t doing enough to protect our kids and that by working together, we have power to protect our kids’ planet and challenge those who are harming it. We act through building a resilient community, peaceful actions, and creative communications.
Parents for Future UK is hosted by the Social Change Nest, registered and regulated by the UK Companies House as a Community Interest Company. SCN will not be a processor or controller of the data that PFFUK or its projects processes or collects.
We are committed to protecting the personal information and privacy of everyone we work with, including our team (employees, consultants, members and volunteers), funders and website visitors. We believe you have the right to privacy on the web. This policy sets out how we will treat your personal information and how it is kept secure in accordance with the General Data Protection Regulation ((EU) 2016/679) and, when enacted, the Data Protection Act 2018 (UK) (together referred to as the “GDPR”).
The personal data we collect, how we use it and the legal basis for this
Set out below is an explanation of the ways we collect and use, or “process” your data and the legal basis for this in accordance with applicable data protection laws.
If you sign our petition, take a digital action on our website, or subscribe to our emails:
We use Action Network, an advocacy and civic engagement platform that helps us activate grassroots support and reach decision-makers. If you have shown interest in any of our campaigns; by downloading our resources, or simply by emailing us asking for more information, we may keep data about your contact information, your name, your organisation as well as notes about your specific interests. We do this under the lawful basis of legitimate interest, taking on extra responsibility for considering and protecting your rights and interests, as stated by the General Data Protection Regulation.
We also use Action Network as our marketing automation platform. It helps us to keep the information organised and to design and send you our various newsletters. By signing up to our newsletters through any of the specific forms, you acknowledge that the information you provide will be transferred to Action Network for processing in accordance with their Privacy Policy and Terms (available at https://actionnetwork.org/privacy).
We will use the information you provide on the petition form to be in touch with you and to provide updates and marketing. You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us.
If you join our community on Mighty Networks:
To manage our community, we use Mighty Networks by Mighty Software, Inc California, USA. Mighty Networks is an online membership portal that is a cross between Slack, Facebook Groups, LinkedIn Groups, and a Discussion Board. On joining the community, you are agreeing to Mighty Networks Terms and Conditions and Privacy Policy (available at https://www.mightynetworks.com/privacy-policy).
If you donate to us:
We use Open Collective, a fundraising and money management platform for grassroots groups, to handle our website donation transactions. You should only provide your personal information to Open Collective after reviewing their privacy policy (available at https://opencollective.com/privacypolicy). We will share information with Open Collective only to the extent necessary for the purposes of processing payments you make via our website. We do not store your financial or credit card details.
If you contact us by phone, email or in writing:
If you exchange emails, telephone conversations or other electronic communications with our staff members, our systems will record details of those conversations, sometimes including their content. When you contact us, we may keep a record of the communication we have with you. The legal basis for this processing is our legitimate interests in operating, managing and developing our organisation and our work.
If you respond to a survey from us:
From time to time we offer the option to engage in surveys to do with our work and campaign issues. We conduct these surveys on the legal basis of your consent. We generally anonymise answers so that they cannot be linked back to individual respondents. A full information notice is provided when you begin a survey and before your consent to engage in it is collected.
Work-related contacts:
In the course of our work, we collect information such as the names, contact details and work-related information about individuals and organisations we work with and who contact us, including journalists and media professionals. We keep this information in order to invite you to collaborate on and participate in relevant work-related activities.
This includes the details of those whose professional interests align closely with our own and individuals who participate directly in our activities, as well as those who we have current contractual obligations with or who we may in the future enter into an agreement with. We also keep the details of other professional contacts if you have consented to hearing from us for this purpose.
We collect this information through business cards, personal contact or occasionally recommendations from partners. The legal basis for this processing is our legitimate interests in operating, managing and developing our organisation and our work.
If you visit our website:
When someone visits our website we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
Our website uses WordPress as the content management system (CMS). WordPress uses a number of cookies for the functionality of the site. Details about what cookies WordPress may place on your device can be found here: https://wordpress.org/support/article/cookies.
If you wish to not allow cookies, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit https://allaboutcookies.org.
We use a third-party supplier (Kualo) to host our website. Whilst generally, they would have no need to access our website content or database, it is possible they may from time to time mainly for support queries. We are assured the hosting provider is GDPR compliant.
Your data and third parties
Parents for Future UK works with third party service providers who perform certain data processing tasks on our behalf. All third parties that we work with are contractually obligated to act in accordance with current data protection legislation.
We will never sell, rent or trade your personal data. We will refuse to comply with law enforcement requests for access to personal data concerning users of our online platforms that we believe to be unwarranted, and unless legally prohibited or unable to do so, will notify the data subjects concerned. Third party service providers may also be compelled to disclose data for purposes other than which it was collected.
Social media links
We use social media to increase the reach and impact of our work. Our social media pages are managed by PFFUK social media working group. Personal data processed by social media platforms is subject to the terms and conditions of those platforms, which may act as controllers of that data. Individuals who engage with our social media accounts should check the terms of the relevant platforms, which are subject to regular change, to understand how their data may be used.
PFFUK has accounts with the following social media platforms:
Twitter, see Twitter’s Privacy Policy
Facebook, see Facebook’s Data Policy
YouTube, see YouTube Privacy Guidelines
Instagram, see Instagram’s Privacy Policy
LinkedIn, see LinkedIn’s Privacy Policy
Mastodon, see Mastodon’s Privacy Policy
Threads, see Threads Supplemental Privacy Policy
Retention and deletion of your information
We keep your data as long as is necessary in connection with the purpose it is collected for. We do not keep data longer than required in connection with that purpose. We will delete the information we hold about you as soon as we no longer need it or, where actionable, at your request (see “Your rights” section below). For further specific information about our retention policies, please contact us on the details provided below.
Security of your personal data
We take appropriate measures to ensure that any personal data is kept secure, including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also depend on you to protect your information. Where required, please set up a strong password and keep it confidential. If you become aware of any breach of security, please notify us immediately.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the website; any transmission is at your own risk.
Photo Rights
If you see a photo of yourself or a child being used by Parents for Future and no longer want us to use it you can remove your consent at any time and Parents for Future will take our best efforts to remove the use of that Photo. To do so contact us and simply ask us to remove the photo. We may need to take some data at this point to confirm the request.
Legal Requests for Information
Parents for Future will only share data with law enforcement where we are legally obligated to do so. Our default position is to not share data unless we absolutely have to. Requests for sharing data will be reviewed. Where we are made aware of such a request we will always aim to inform the individual about who the request has been made unless we are legally required not to.
Your rights
Individuals whose personal data is processed by Parents for Future UK have the following rights:
The right to be informed as to whether we hold data about the individual;
The right of access to that information;
The right to have inaccurate data corrected;
The right to have their data deleted;
The right to opt out of particular data processing operations;
The right to receive their data in a form that makes it “portable”;
The right to object to data processing;
The right to receive an explanation about any automated decision-making and/or profiling and to challenge those decisions where appropriate.
You can update your preferences or unsubscribe from our mailing list at any time by clicking on the links in the newsletter. You can also contact us to opt-out of or withdraw your consent to data processing we undertake, however in some cases we may need to retain data where it is kept in compliance with a legal obligation (e.g. records of donations must be kept).
You also have the right to bring concerns to your national data protection regulator if you feel that your personal data has been unlawfully processed.
The Data Protection Authority in the United Kingdom is the Information Commissioner’s Office (ICO). If you need any further information about your rights or want to lodge a concern or complaint, you may contact the ICO here.
Contact us
If you have a query regarding this Policy, or if you would like to exercise your rights as a data subject, please contact GDPR@parentsforfuture.org.uk.
Changes to this policy
We keep this Privacy Policy under regular review and will place any updates on this page. This Privacy Policy was last updated on 2 November 2023.
This policy is adapted from Open Rights Group and Stop Cambo and shared under a Creative Commons (CC BY-SA 4.0) licence.
POLICY ALSO AVAILABLE AT:
openrightsgroup.org/privacy-policy
Appendices
Retention periods
Many record series exist within a statutory framework where specific legislation determines a minimum period in which the information must be kept: for example the Companies Act 1985, the Finance Act 1985 and the Taxes Management Act 1970 set minimum retention periods for a range of financial records. There will also be instances where Size of Wales will retain records to defend itself against potential civil actions and certain retention periods will then be determined by reference to the Limitation Act 1980, the Latent Damage Act 1986 and any other relevant legislation. The table below indicates the length of time that specific records will be kept
for:
Financial records 7 Years
Subject files 3 Years
Disciplinary case files 7 Years
Simple contract documents 7 Years
Staff medical records 6 Years
Staff leavers files 6 Years
Contract by deed records 12 Years
Statement of use of personal equipment
PFF recognises staff will want to use their own personal devices to access PFF Data, such as having work calendars or emails accessible on personal phones. Where this is done the following must be followed.
• All devices must be up to date in terms of security updates
• All devices must have a password/pin or other method of locking so that if lost automatic access is not enabled
• Accessing and processing data should be kept to a minimum on personal devices
• Any loss of device, through theft or general loss should be report to the data protection officer so that any risks can be assessed
• When using personal devices for work due diligence needs to be paid to separating work and personal items, i.e. when writing work related emails diligence must be made to ensure that these are not cross populated with personal content.
• If allowing someone else to use a device such as a home computer you must ensure that any PFF data is not accessible and any accounts are logged out.