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Privacy policy and cookies

Your rights to confidentiality and respect for privacy and how we are committed to following the Data Protection Act.

Who we are and how to contact us

H&F Community Compass is administered by the London Borough of Hammersmith and Fulham (H&F), collaborating with the borough’s voluntary and community organisations and (unless we've said otherwise) we're the Controller for the personal data we process. Our Information Commissioner's Office (ICO) registration number is Z5124889.

You can contact H&F Community Compass by emailing [email protected].

Please see Your data rights for:

  • how to contact us to exercise your data rights (for example, to access your data by making a subject access request (SAR)) or if you're unhappy with how we use your data or comply with your data rights

  • how to contact our Data Protection Officer (DPO).

What we collect and process

We collect and process limited personal data about you if you create a log in account, which is optional. This only includes your name and email address.

The personal data we process is data you've given directly to us. For example, this could be when you contact us about information on H&F Community Compass.

How do you store my information

The data above is kept encrypted and stored on an Amazon Web Services provided server based in Ireland.

Who can access my information?

  • The service provider you have referred yourself to, if you have made a self-referral.

  • The system administrators at the council

What will my information be used for?

  • To contact you regarding the service you have enquired about

  • To contact you to request feedback, if you’ve agreed to this

  • To contact you to let you know if any of the terms of the service are changing

  • We will use anonymised data to create reports about usage and audit purposes

What if I don’t want you to store my information anymore?

You have the right to contact H&F Community Compass at any time and ask for any personal data to be deleted from the system. Simply email [email protected].

Who will see the information I submit?

  • The service provider you have signposted an individual to

  • The individual you have signposted

  • The system administrators at H&F council,

What is your legal basis for storing my information?

Under the General Data Protection Regulation, we will rely on legitimate interest as per GDPR Article 6(1)(f) for the processing of personal data.

This permits the H&F Community Compass team and service providers listed on Home | H&F Community Compass to contact you if a H&F Community Compass team member has input your details into  Home | H&F Community. Compass.

You can opt out of contact at any time by emailing [email protected].

What we do with it

If necessary, we'll use any of the personal data we hold for the following purposes:

  • to give you the best service by making sure we contact you when you need us to

  • to maintain and upgrade the systems we use to process your data

  • to check the quality and improve existing services and help research and plan new services

  • to make sure that public (taxpayers') money is spent wisely and efficiently

  • to reduce fraud and for efficient law enforcement, regulation and licensing, criminal prosecutions and court proceedings

Who we share it with

We share your data within the council where it's necessary to comply with our statutory obligations.

We may also share your data with:

  • our partners – we may work with other organisations like the Police, Health services, other public authorities, voluntary organisations, to provide services to you or others. We'll only share with them the data they need and we'll set-out what they can use it for in an information sharing agreement.

  • other parties – we will only share your data with other parties where we have a legal basis for sharing it with them. We'll let you know if we need to share your data with someone you wouldn't expect unless doing this would be prejudicial or a disproportionate effort.

We, or service providers on our behalf, process most of your personal data within the United Kingdom and European Economic Area (EEA). Where it's necessary to process your data outside of the UK/EEA we make sure there are appropriate safeguards in place.

How long we keep it

After 24 months we will delete your name, email address and/or phone number from the system. We will store the name of the organisation you represent and a record that the service provider you have signposted a citizen to for audit/reporting purposes. A record that the service provider you were signposted to will receive an enquiry which will be kept permanently and used for audit/reporting purposes. No personal data will be held in this record.

When we no longer need your data, we will dispose of it securely or, if it is of historic interest, we will transfer it to our local archives service.

Keeping your data safe and accurate

We take care to keep the data we hold about you (on paper and electronically) safe, and we only make it available to those with a right to see it. Examples of our security include:

  • training our staff so they're aware how to safely handle information

  • Controlling access to our systems and networks so only those that should have access do have access

  • encrypting data that needs protection so it can't be read without a specific key (for example, a password or 'cypher')

  • pseudonymising data (for example, where we replace your name with a code) so someone can work on your data but not know it's about you.

  • regularly testing our IT systems and ways of working, including installing the latest software security updates so we reduce our vulnerabilities.

We ask you to help us keep your data safe by making sure you let us know if your contact details change (for example, your email address).

We will do our best to keep information about you accurate and up-to-date and would like you to do the same.

What are your rights?

In relation to this processing, you have the right to:

  • be informed – we do this through this privacy notice

  • access your data

  • have us change incorrect or incomplete data

  • have us delete your data

  • restrict how we process your data

  • object to how we process your data.

For more information on your rights and how to exercise them please see Your data rights – what they are and Your data rights – how to exercise them.

Who to contact if you're unhappy about how we use your data or comply with your data rights

For who to contact if you're unhappy, please see Your data rights – who to contact if you're unhappy.

What if this notice changes?

If we make a big change to what personal data we process, how or why we process it, or who processes it, we'll update this notice. We may also contact you using other communication channels to make you aware of the changes.

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