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Privacy Policy

Privacy policy – Dated July 2021

The Criminal Justice Alliance (CJA) (Registered charity no. 1143038; registered company no.6631413) (“we”, “us”, “our”, “CJA”) are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will use it. For the purpose of the General Data Protection Regulation (GDPR), the data controller is Criminal Justice Alliance, V111 Vox Studios, Durham Street, London, SE11 5JH.

Personal data we may collect from you 

We collect and process the following data about you:

  • Information that you provide by registering as a member of the CJA and when subscribing to our e-bulletins.
  • Information or material that you post or contribute to our website. Please note that our website is not directed at children under the age of 13 (each “Child” together “Children”) and we do not knowingly collect personal data about Children. If you believe we have collected personal data about your Child, you may contact us (as below) and request that we cease processing data about your Child.
  • If you contact us by post, telephone, email, SMS or social media, we keep a record of that correspondence.
  • Information you provide when booking for a CJA meeting, event or training course.
  • Information you provide when signing up for email updates via our website.
  • Information you provide when responding to a consultation or survey run by the CJA through Survey Monkey and other online survey platforms.
  • Information you provide when registering for a meeting or event run by CJA through Eventbrite and other online event platforms.
  • Information you provide when you give a donation through our website, run by CAF Donate.

Where we store your personal data 

  • All information you provide to us is stored on our password protected secure server. We will hold your personal data on our systems only for as long as required to provide you with the services you have requested or to perform the purpose for which that data was collected.
  • Information you provide via Survey Monkey is held on Survey Monkey. See here for its privacy statement.
  • Information you provide via Eventbrite is held on Eventbrite. See here for its privacy statement.
  • Information you provide through Survey Monkey or Eventbrite or other online survey/events platforms may be transferred and stored on our password protected secure server.
  • Any information stored on Survey Monkey or Eventbrite will be deleted after one year.
  • In the event that you wish to cancel your membership, your organisation and designated member representatives will be removed from any mailing lists associated with the CJA.
  • Any identifiable data you provide will be retained securely by CJA for the duration of your membership, and then one year after your membership cancellation date, after which it will be securely deleted.
  • Where you sign up to receive e-mail updates from us we will retain your e-mail address on file should you ever ‘opt-out’ of receiving e-mails from us. We will retain your e-mail address in this way in order to ensure that we continue to honour and respect that opt-out request.
  • In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this data indefinitely without further notice to you.

Service providers 

Our service providers provide us with a variety of administrative, statistical and technical services. We will only provide service providers with the minimum amount of personal data they need to fulfil the services we request, and we stipulate that they protect this data and do not use it for any other purpose.

We use an external accounting firm, Andy Nash Accounting & Consultancy Ltd (AN Ltd), to provide all bookkeeping and accounting services including invoicing of membership subscriptions. AN Ltd privacy policy can be found here. AN Ltd uses Xero accounting software to store data. Xero’s privacy policy can be found here.

Other major service providers that we use include:

  • Email marketing services
  • Digital and online platform funding websites and services
  • Secure payment services

How we use your personal data 

  • To list your organisation as a member on our website, including a link to your website.
  • To approve your membership (the registration form will be shared with CJA Trustees for this purpose).
  • To maintain our organisational records.
  • To communicate with you via email, telephone or post as a member to provide you with information concerning the criminal justice system and CJA products, events, surveys and services that you request from us or which we feel may interest you.
  • To communicate with you to send invoices and regarding payment of membership fees.
  • To notify you about changes to our service.

Access to your personal data 

GDPR gives you various rights about the information held about you. You have the right to view, amend and delete the information we hold about you. You also have the right to restrict how we use this information and to object to us using the information at all. Your rights can be exercised at any time by emailing info@criminajusticealliance.org.

IP addresses and cookies 

Cookies are pieces of data created when you visit a site, and contain a unique, anonymous number. They are stored in the cookie directory of your hard drive, either temporarily or permanently. Cookies do not contain any personal information about you and cannot be used to identify an individual user. The purpose of cookies is to make the interaction between users and websites faster and easier.  Our website uses cookies to record aggregated usage statistics through Google Analytics. These cookies enable us:

  • To estimate our audience size and usage pattern.
  • To speed up your searches.
  • To recognise you when you return to our sites.

You may refuse to accept cookies by changing your internet browser settings. However, by doing so you may be unable to access certain parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you when you visit our website.

External links on our website 

Our site may, from time to time, contain links to external websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Changes to our privacy policy 

We reserve the right to revise or amend this privacy policy at any time to reflect changes to our business or changes in the law. Where these changes are significant, we will endeavour to notify you by email. However, it is your responsibility to check this privacy policy before you provide us with your details.

Contact 

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the Data Protection Manager at info@criminaljusticealliance.org.uk.  If you no longer wish to be contacted by the Criminal Justice Alliance, please also email info@criminaljusticealliance.org.uk with the word ‘Unsubscribe’ in the email subject.

Complaints 

Should you have a complaint or other concerns about Criminal Justice Alliance’s information rights and/or practices please contact our Data Protection Manager at info@criminaljusticealliance.org or speak to us on 0203 176 1153. If you are not satisfied with the initial response, you can contact the Chair of the Board of Trustees. If our response still proves unsatisfactory, you have the option of contacting the Information Commissioner’s Office. Please see https://ico.org.uk/concerns for more information.