The data controller is VONNE, 4th Floor, MEA House, Ellison Place, Newcastle NE1 8XS.
Purpose and legal basis
When you give us your personal data we will use it in the following ways:
- to fulfill our membership contract with you where applicable
- to send you information you have consented to receive
- to fulfill our legitimate organisational interests
And in particular to send you:
- the ebulletin(s) you have told us you want to receive
- information about your membership of VONNE, benefits and opportunities
- invitations to events and information about the event(s) you have registered for
- for internal record keeping and research purposes and to improve our services
What do we do with your data?
VONNE won’t transfer your personal data internationally; or use your data for automatic profiling.
We use an external website support company (Northbridge Digital) and IT support company (AERO Networks), whose personnel can access our systems. We will not share your details with any other third party. We use a customer relationship management system which is hosted on a secure server.
VONNE does not hold any special categories of data for our members or subscribers, or for any attendees at events hosted by us, or that we are hosting with partners.
We will not keep your information for longer than necessary and delete data in line with our data retention schedule. If you are a member of VONNE or have signed up to one of our ebulletins, your data will be kept on our customer relationship management system until you tell us you no longer want membership/to receive our ebulletins. To opt-out of receiving all emails from VONNE please email vonne@vonne.org.uk so we can update your mailing preferences.
Applying to work with VONNE
If you apply for a job with VONNE we will use the information from your application form as part of the recruitment shortlisting process. Your information will be stored on our online system for up to one year following receipt of your application unless you tell us to delete it.
We will use the information you share with us in the recruitment process and will refer back to it if you ask us for feedback following the recruitment process. We may also contact you within one year should the same or a similar role become available in the organisation that we think you may be interested in.
If you are successful in your application we will collect further information from you and will keep it in line with legal requirements.
Your rights
Under the Data Protection Act 2018 you have the following rights:
- 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
- Rights in relation to automated decision making and profiling.
You have the right to see what information VONNE holds about you (a ‘subject access request’) and to ask for the information to be amended if incorrect. To make this request please email vonne@vonne.org.uk. Your request will be forwarded to the relevant person in the organisation and will be acknowledged.
Your request will be carried out within one month unless there is good reason for this not to be possible. In this event, we will contact you and explain why we cannot carry out your request within one month.
You have the right to withdraw your consent for us to use your personal data at any time. If you wish to withdraw your consent please email vonne@vonne.org.uk. Your request will be forwarded to the relevant person in the organisation and will be acknowledged.
Your request will be carried out within one month unless there is good reason for this not to be possible. In this event we will contact you and explain why we cannot carry out your request.
When making a ‘Subject Access Request’ or withdrawing consent, we may need to ask you to identify yourself to ensure the personal data you are contacting us about belongs to you.
You have the right to complain to the Information Commissioner’s Office (ICO). Find out how to report a concern to the ICO.
Security
We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and offline.
Payment
Payments to VONNE will be processed by the Third Party payment processing platform Stripe. All payments will be processed safely and securely and adhere to Stripes Services Agreement. Any records involving a financial transaction need to be kept on our customer relationship management system for a period of 7 years, this would include paid for events, jobs and membership payments.
How we use cookies
A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
To understand our user’s behaviour to improve our services we use Google Analytics which collects information about your visit to our website such as interactions, search terms, GPS and other sensor data from your device which is held through your devices IP address. We do not collect or hold sensitive information such as name, address or exact location. Our Google Analytics data is held within a secure password protected server. Here is a link to Googles privacy policy.
We use Hotjar to develop your user journey on our website and to understand any problems you may experience. Hotjar collects information on how much time users spend on pages, which links they choose to click and what users do and don’t like. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only). Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. The Hotjar data is held within a secure password protected server. Here is a link to Hotjars privacy policy.
Users must consent to cookies in order to for these tools to be enabled.
| Cookie | Name | Purpose |
| Session cookie | SESS<...> | When required, cookies beginning with 'SESS' are used to track an individual's persistent status, such as whether they are logged in. |
| Google analytics | _utma _utmb _utmc _utmz _ga _ga_<container-id> | These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. |
| JavaScript | has_js | We use this cookie to track which browsers are capable of processing JavaScript. JavaScript is a scripting language which provides enhanced interactivity and visual effects. |
| Cookie acceptance | cookied-agreed-en | This cookie is used to record if a user has accepted the use of cookies on this website. |
| Hotjar | _hjSessionUser_{site_id} _hjFirstSeen _hjHasCachedUserAttributes _hjUserAttributesHash _hjUserAttributes hjViewportId _hjSession_{site_id} _hjSessionTooLarge _hjSessionResumed _hjCookieTest _hjLocalStorageTest _hjSessionStorageTest _hjIncludedInPageviewSample _hjIncludedInSessionSample_{site_id} _hjAbsoluteSessionInProgress _hjTLDTest _hjRecordingEnabled _hjRecordingLastActivity hjClosedSurveyInvites _hjDonePolls _hjMinimizedPolls _hjShownFeedbackMessage | These cookies are used to collect information on users activity on our site. They will be tailored by the activities users are doing e.g. interacting with web pages, viewing the homepage or answering a survey generated by HotJar. Some of these Cookies are also used to test if a session is being recorded by Hotjar and to test if the Cookies themselves are working. The Cookies collect anonymous information on user interaction, new users interaction, first pageviews within a session, session time out and users completion of a survey. Cookies are time dependent and therefore they will not all be in use at one given time, by consenting to our Privacy Policy and enabling Cookies users will consent to all Cookies being used on occasions where they are needed. |
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking 'Tools', 'Internet Options', 'Privacy', and selecting 'Block all cookies' using the sliding selector. Blocking all cookies will however have a negative impact upon the usability of many websites.
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, we cannot be held responsible for the protection and privacy of any information you provide whilst visiting other 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.