Accessibility and Privacy
Nova New Opportunities is committed to making its website accessible, in accordance with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018. The law on privacy changed on 25 May 2018. Please see below for the relevant privacy and accessibility agreements for service users and for website and marketing.
Service Users
Privacy Notice for service users – how your personal information is used
Nova New Opportunities is committed to protecting and respecting your privacy. This notice explains when and why we collect personal information about people who use our services, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We also explain your rights and how to contact us.
For the purposes of the General Data Protection Regulation 2018 Nova is the data controller and data processor for any personal data processed by Nova.
We advise that this policy is subject to change, so please check our website on a regular basis for any further changes.
We promise:
- To keep your data safe and private
- Not to sell your data
- To give you ways to manage and review your marketing choices at any time
- To stop using your personal information when requested. You have the right to access, rectify or ask for your personal data to be erased
Who are we?
Nova New Opportunities (Nova) is a registered charity (no.1158238) and the registered address is 2 Thorpe Close, London W10 5XL.
How do we collect personal information from you?
- We get information about you when you complete our user registration form during your first visit to Nova. If your first visit to Nova is to attend one of our events you will be asked for your name and contact details. If your first visit to Nova is to register to use our services regularly, the following information will be collected:
- Type of personal information Description
- Contact Where you live and how to contact you – address, email address, telephone number
- Personal Name, address, date of birth and contact information for you and an emergency contact based in the UK.
- Socio-demographic This includes details about your employment status, current and previous work or profession, nationality, year you arrived in the UK and education
- Documentary data Details about you that are stored in different formats, or copies of them. This could include things like your passport
- Disability You will be asked about any disabilities including physical disability, mental health and learning difficulties.
- Racial or ethnic origin The law and other regulations treat some types of personal information as special. This includes racial or ethnic origin. There is an option not to answer this question.
- Consents Any permissions, consents or preferences that you give us. This includes things like how you want us to contact you
- Financial Which, if any, benefits you receive
- National Identifier A number or code given to you by a government to identify who you are, such as a National Insurance number
We later supplement the information that you provide with other information we get while you are using Nova services.
What does Nova use your personal information for?
- To work out which courses or Nova services may be of use to you and tell you about them
- To confirm your identity and eligibility for Nova projects
- To contact you to remind you of appointments or to advise you of changes to our services
- To invite you to events or classes
- To get in touch with your emergency contact when necessary
- To seek your consent when we need it to contact you
- To keep our records up to date
- In order to provide monitoring data to Nova funders
- In order to administer payments made to Nova
- In order to comply with regulations which apply to us
Where does Nova store your personal information?
All your personal information is entered onto Nova’s database. In addition, your registration form and ID is scanned and uploaded to your personal profile on the database.
The registration forms and other hard copies of paperwork which include your personal information are stored in filing cabinets or cupboards on Nova premises.
Your contact details are entered onto an EU based text message service database used for informing you of any changes to classes, appointments, upcoming trips etc
If you pay the course administration charge, your payment record will be stored on a secure EU based database
How do we keep your personal information secure?
Your personal information is stored on a database hosted in the EU. This database allows the ability to erase personal data and pseudonymisation of an attendee to a sufficient degree. The storage centre has a reliable back-up system in order to restore the availability of access data in case of any problems
Your personal information is only viewed by Nova team members who have had an enhanced DBS check
All file storage cabinets are kept locked and the Nova premises are protected by a burglar alarm when unoccupied
Who does Nova share your personal information with?
Nova will only share your personal information collected on the Nova registration form with:
- A key worker specified on the registration form
- Your emergency contact specified on the registration form
- A translator/interpreter agreed on by you
- Medical services, Police or Social Services in the case of an accident or safeguarding incident
As a charity, Nova receives funding from a variety of sources. Some of these funders require your personal information as a condition of providing the funding. When this is the case, you will be asked to enter some of your personal details onto an additional form which shows clearly the name of the funder and be required to read and agree to that funder’s privacy agreement. Nova will only share the information on that form with the funder. Nova has a data sharing protocol with all funders in that position.
How long does Nova store your personal information for?
We review our retention periods for personal information on a regular basis.
- Your records will remain on the Nova database for up to 4 years after your last attendance
- Nova registration forms and other hard copies that include personal information will be securely destroyed 2-3 years after your last attendance
- If you are enrolled onto a Nova project where the funder has specified a longer retention period, you will be advised in writing of the retention period for that project
- Nova is legally required to hold some types of information to fulfil its legal and / or accountancy obligations
Your rights to access your personal information
You have a right to receive a copy of the personal data we hold about you. To obtain a copy of the personal data we hold on you, please write to: The Nova Director, Nova New Opportunities, 2 Thorpe Close, London W10 5XL.
How to amend or update your contact details
If you would like to amend or update your contact details, visit the Nova office or send an email to admin@novanew.org.uk
What to do if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. There may be legal or other official reasons why we need to keep or use your data but please tell us if you thing we should not be using it. You have the right to withdraw consent at any time by contacting Director of Nova in writing.
Please let us know if you are unhappy with how we have used your personal information. You can do this in person at the Nova office or send an email to admin@novanew.org.uk
You have a right for your information to be moved elsewhere
The Nova database ensures personal data can be supplied in machine readable format for data portability.
website and marketing
Privacy Notice for website and marketing – how your personal information is used
Nova New Opportunities is committed to protecting and respecting your privacy. This notice explains when and why we collect personal information about people who use our website and mailing list, how we use it, the conditions under which we may disclose it to others and how we keep it secure. We also explain your rights and how to contact us.
We advise that this policy is subject to change, so please check our website on a regular basis for any further changes. By using our website, you are agreeing to be bound by this Policy.
We promise:
- To keep your data safe and private
- Not to sell your data or share your information with third parties for marketing purposes
- To give you ways to manage and review your marketing choices at any time
- To stop using your personal information when requested.
Who are we?
Nova New Opportunities (Nova) is a registered charity (no.1158238) and the registered address is 2 Thorpe Close, London W10 5XL.
How do we collect personal information from you?
We obtain information about you when you visit our website, for example, when you contact us about services, sign up for our newsletter, make a donation or make a payment for one of our services or events.
What type of information is collected from you and where is it stored?
- The personal information Nova collects might include your name, address and email address.
- If you make a booking for one of our events, your payment record will be stored by PayPal
- If you make a donation, your payment record will be stored by Virgin Money Giving
- If you sign up for our newsletter your contact details will be stored on Mailchimp
What does Nova use your personal information for?
- To process a donation that you have made
- To process a booking for one of our events
- Send you communications which you have requested and that may be of interest to you. These may include information about news, campaigns, events and other fundraising activities.
How long does Nova store your personal information for?
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil out statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as it is necessary for the relevant activity.
How do we keep your personal information secure?
We maintain technical, physical, and administrative security measures designed to provide reasonable protection for your personal information against loss, misuse, unauthorised access, disclosure, and alteration. The security measures include firewalls and data encryption.
Data relating to children
Children aged under 19 years must have a parent or guardian’s consent before providing personal information to us.
Use of Cookies
Our website uses cookies. Cookies are tiny text files that are placed on your device to help us make our website easy to use and are a potential privacy risk, because they are able to track, store and share user behaviour.
You have options available to manage your cookies preferences. For example, your browser or internet device may allow you delete, disable, or block certain cookies and other tracking technologies. You can learn more by visiting https://www.aboutcookies.org/
How you can access and update your personal information
We will always try to ensure the data we hold about you is accurate and relevant. If you change email address, or any of the other information we hold is inaccurate or out of date, please visit the Nova office or email us at admin@novanew.org.uk
You have a right to receive a copy of the personal data we hold about you. Please write to the Nova Director, Nova New Opportunities, 2 Thorpe Close, London W10 5XL. We will respond promptly and will ask for any information, which we reasonably require to find the information and check your identity.
What to do if you want us to stop using your personal information?
Where we process personal data based on consent, you may withdraw your consent at any time by contacting us or clicking on the unsubscribe link in an email received from us.
If you wish us to erase your personal data we will do this if there are no legal or statutory regulations requiring us to keep this information. You can do this in person at the Nova office or send an email to admin@novanew.org.uk
Please let us know if you are unhappy with how we have used your personal information. You can do this in person at the Nova office or send an email to admin@novanew.org.uk
Transferring your data
In some circumstances, you can ask us to transfer your information to another organisation.
Links to other websites
Our website may contain links to and from other websites. If you follow a link to other sites please note that these will be governed by their own privacy policies. We cannot accept liability for data use on those websites.