In short: we only collect the information we need to support you, work with partners and run our volunteer programme. We keep it secure, we never sell it, and you can ask to see, correct or delete it at any time.
Questions? Email info@cira360.org.uk.
CIRA360 CIC is a community interest company registered in England and Wales (company number 17463459).
We are the "controller" of the personal information described in this notice, which means we decide how and why it is used. We are a small organisation and do not have a formal Data Protection Officer. Our directors are responsible for data protection, and you can reach them at info@cira360.org.uk.
UK data protection law says we must have a lawful basis for using personal information. The table shows the main ones we rely on.
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry | Legitimate interests (responding to people who contact us) |
| Process your volunteer application and manage volunteering | Legitimate interests (recruiting and supporting volunteers safely) |
| Provide employability, financial capability and housing support | Legitimate interests, or public task where we deliver a service under contract to a council |
| Report anonymous figures to funders and commissioners | Legitimate interests (showing the impact of our work) |
| Send you news or updates | Consent, which you can withdraw at any time |
| Keep financial and legal records | Legal obligation |
| Act on a safeguarding concern | Legal obligation or vital interests |
When we rely on legitimate interests, we have considered whether our use of your information is fair and balanced against your rights. You can ask us for more detail.
Some information is given extra protection by law, such as details about your health, a disability or your ethnicity. We only collect this if it helps us support you, for example to make reasonable adjustments or to find suitable work. We will explain why we are asking, and in most cases we will ask for your explicit consent.
We do not ask volunteer applicants about criminal convictions on our application form. If a volunteer role later needs a DBS check, we will explain this separately and handle it under our safeguarding policy.
We never sell your information. We only share it when we need to:
We use Zoho for our email and online forms, and Netlify to host this website. Netlify is based in the United States. We choose UK or European data centres where they are available. If any information is processed outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved contract terms.
| Information | How long we keep it |
|---|---|
| General enquiries | Up to 2 years after our last contact |
| Volunteer records | 2 years after you stop volunteering |
| Records of support for people using our services | 6 years after support ends, or longer if a funding contract requires it |
| Financial records | 6 years, as required by law |
After these periods we securely delete or anonymise the information.
Access to personal information is limited to the people who need it. We use password-protected business accounts with two-step sign-in, and we do not keep records about people we support in personal email or on personal devices.
You have the right to:
To use any of these rights, email info@cira360.org.uk. We will reply within one month. There is usually no charge.
Our website does not use tracking or advertising cookies, and we do not use analytics that identify you. Our website host, Netlify, may keep short-term technical logs, such as IP addresses, to keep the site secure.
If you follow a link to our volunteer form or another website, that site's own privacy terms also apply.
If you are unhappy with how we have used your information, please tell us first at info@cira360.org.uk so we can try to put it right.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint, or call 0303 123 1113.
We will update this notice as our services grow. The date at the top shows when it last changed.