This Privacy Policy applies to information Protection Approaches collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it.

If you have any comments or questions about this notice, feel free to contact us at info@protectionapproaches.org.

The type of personal information we collect

We currently collect and process the following information in different sections of the website

1. Online reporting form:
   Upon submission of our online reporting form, we will collect information about your gender, age range and ethnicity. We will also collect your name and contact details, including your phone number and email address, if you choose to provide this to us.
2. Online chat:
   We may collect and process your name, contact details and other identifying information you may share with us. If you wish to do so, you may access our online chat completely anonymously. In those circumstances, we will not collect any information about you.
3. Contact Form:
   We will collect and process any information you wish to provide to us via the contact form, which may include your name, contact details and any other identifying information. 

Data flow within the On Your Side project:

‘On Your Side’ is an independent project headed by Protection Approaches funded by DLUHC. The main delivery partner is StopHate UK who will store the data in their client management system called Charity Log (https://www.charitylog.co.uk/). All the data collected through the online reporting form, web chat and helpline will be entered into the Charity Log with your consent. 

How we use your data:

We will only use your data in a manner that is appropriate according to the basis on which that data was collected. For example, we may use your personal information to:

• reply to enquiries you send to us;
• get in touch with you regarding the incident that you reported to us to provide further support;
• help you report to relevant authorities regarding the hate incident only with your explicit written or verbal consent;
• refer you to a third-party support organisation only with your explicit written or verbal consent;
• publish the aggregate statistics we yield from the data that we gather in the form of a public facing dashboard to better inform hate crime/incident trend targeting at the East and Southeast Asian communities in the UK;

When we share your data:

In circumstances where further casework follow-up is available, your data will be passed to the casework delivery organisations here. This will be communicated to you in advance to obtain consent.

We will only pass your data to third parties in the following circumstances:

• you have provided your explicit consent for us to pass data to a named third party;
• we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
• we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.

Where data is collected on the basis of consent, we will review that consent at least every five years.

Rights you have over your data

You have a range of rights over your data, which include the following:

• Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
• You have the right to ask for rectification and/or deletion of your information.
• You have the right of access to your information.
• You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

Cookies and usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

We mainly have three categories of cookies on our website:

• Necessary cookies for the website to run. We built our website on WordPress so there are essential cookies that enable different plugins to run on WordPress and we list them here:
  • GDPR Cookie Consent plugin related cookies: these cookies are there to record the cookie choices from the user when consenting to cookies
• Google Analytics for monitoring and improving our website. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available at http://www.google.com/privacypolicy.html.
• Typeform cookies to power the reporting form. The reporting form is built in Typeform and it will store a cookie in your computer if you exit the form halfway to save the responses you have already given in the form. The information you filled in will not be shared with us via Typeform until you hit the submission button. Otherwise that is stored in your computer until the cookie expires or you clear the cookies.

Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.